2024-12-3 ACCESS EC Meeting Agenda & Summary

Attendees:

• RAMPS: Stephen Deems (v), Dave Hart

• MATCH: Shelley Knuth (v), Alana Romanella

• CONECT: Tim Boerner (v), Leslie Froeschl

• MMS: Tom Furlani (v), Joe White

• RP: Jeremy Fischer (v)

• EAB: Chuck Pavlovski

• OpenCI: John Towns (v), Amit Majumdar , Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

• NSF: Sharon Geva, Puri Bangalore

• Guest Speaker:

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

1. Approval of summaries from prior EC meeting John Towns (5 mins)

   1. 2024-11-12 ACCESS EC Meeting Agenda & Summary

   2. 
      

2. Planning for ACCESS Quarterly Meeting (virtual)

   1. Next week - December 9 and 10, 2024

   2. Review planned agenda: Dec 2024 (Virtual) ACCESS Quarterly Meeting
      

3. EAB nominations

   1. EAB nominations closed on Wed, 11/27

      1. Total submissions: 66

         1. 54 self nominations

         2. 12 nominated someone else, and 5 out of the 12 submitted their nomination

4. Supplements Discussion John Towns

   1. see email from Nov 26 and 27

   2. Draft text for Supplemental requests: Quarterly Meetings Support Supplement - DRAFT

   3. Open items for discussion. In the past annual costs included:

      1. Jira licenses: $15,000 paid from XSEDE ICR

      2. Google Workspace licenses: $41,040 paid from unspent ACO salary

      3. SC Booth: $52,000 paid for form unspent ACO salary

      4. PEARC Booth: $10,500 paid from XSEDE ICR – Allocations cover PEARC25

      5. Other events: ~$10,000 paid from unspent ACO salary

         1. this includes events like Tapia and Grace Hopper at which we have had a presence

         2. We wail need to be specific about what events we plan to attend

5. EC Charter last item John Towns

   1. previously approved updated EC Charter at our 2024-10-08 ACCESS EC Meeting; an open item remained to be resolved

   2. New draft for this discussion is at ACCESS EC Charter (December 2024)

   3. Need to discuss rotating chair idea.

      1. In the current document, there are comments from Tom regarding the notion of a rotating Facilitator.  This is problematic in that this is the defined role of the ACO.  In any case, we need to hash this out.

6. Consolidated Review Comments John Towns

   1. Current document: Consolidated ACCESS PY2 Review Comments v4

      1. possible action items/communications added

   2. Need to determine if the EC will take any action items or if we need to send any communications to NSF.

7. EC Program Milestones John Towns (5 mins)

   1. Updates on milestones reporting by Chuck P:

      1. Added comms milestones from list reported by Dina Meek

      2. All milestones updated as per task - ATT-145 - Getting issue details... STATUS

4. Quarterly Meeting To Do Follow Up

5. Informational Items (10 mins)

   1. RP Forum Jeremy Fischer

   2. Allocations Stephen Deems

   3. MATCH Shelley Knuth/Alana

   4. CONECT Tim Boerner/Leslie

   5. MMS Tom Furlani

   6. EAB Chuck P

      1. EAB nominations closed on Wed, 11/27

         1. Total submissions: 66

            1. 54 self nominations

            2. 12 nominated someone else, and 5 out of the 12 submitted their nomination

         2. Cleaning up the responses and ACO will review submissions and provide EC a slate

   7. OpenCI John Towns

   8. NSF Sharon and Puri

      1. Annual Review - need to start planning - Open to input on style/agenda since it is all virtual
         

Misc Topics:

Next EC Meeting:

• December 17, 2024

• December 10, 2024 is cancelled due to ACCESS virtual quarterly meeting

Reference:

Risk Register: https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request: https://access-ci.atlassian.net/jira/core/projects/PCR/board