2025-01-14 ACCESS EC Meeting Agenda & Summary

Attendees:

• RAMPS: Stephen Deems (v), Dave Hart

• MATCH: Shelley Knuth (v), Alana Romanella, Jim Griffioen

• CONECT: Tim Boerner (v), Leslie Froeschl

• MMS: Tom Furlani (v), Joe White

• RP: Jeremy Fischer (v)

• EAB: Chuck Pavloski

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

• NSF: Sharon Geva, Puri Bangalore

• Guest Speaker: Dina Meek

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

1. Send Black out dates for the Annual Review to NSF - (Sharon)

   1. From each team - by end of week - in an email is ok

   2. April 1 to Mid June - day and a half review (prefer half day in the morning)

   3. Decision for authorization to spend is make from the Annual Report (Q4) - not the reviews

   4. Earlier is beneficial because then we can correct earlier if needed - get info from review panels

   5. Reviewers will have seen much of what we have already sent - it should not take us 3 months to prepare - put in highlights

   6. Try to think about the combined presentation again - Annual Review - Coordination for group slide deck was done by PIs last year - should happen the same this year

      1. Review Team - is not clear to them about which team is responsible for what things - comments at time of group slide deck - so something to help them sort who coordinates what - maybe color coding / icon to make things clearer

   7. Cannot send dates that would mean convening a panel in less than 30 days
      
      

2. Communications SC and PEARC25 planning @Dina Meek (15 mins)

   1. PPT overview: https://docs.google.com/presentation/d/1Ocm6BDfkolJN2JhMe2Gf68pFBDz2Zg59P-Bg784bjqc/edit#slide=id.p1

   2. PEARC 25 - possibility of ACCESS group meeting - users + RPs + Champions

      1. ask PEARC committee for demographics so we know who to target

   3. Light Sub Committee is recommended to plan for conferences - focus on PEARC and SC
      
      

3. Approval of summaries from prior EC meeting @Stephen Deems (Unlicensed) (5 mins)

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1090453507

   2. approved

    

4. Working Group and Standing Committees Organizational Updates - @Chuck P

   1. Start scheduling for future EC meetings

   2. Planning in progress - will have a rotating schedule

   3. First set of invitations are out

   4. Don’t forget Ticketing Group - this is important to RPs - might have this present earlier

   5. Wants from the EC

      1. current information - how long? 3 to 4 slides -

         1. 1st slide is what since seen last

         2. 2nd slide - what is coming up

         3. slides 3 & 4 challenges and questions / feedback for the EC

      2. No longer than 10 / 15 mins - should take a few minutes to prepare
         
         

5. Agenda Planning for March Quarterly Meeting