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2025-03-19 OpenCI Leadership Meeting Agenda & Summary

2025-03-19 OpenCI Leadership Meeting Agenda & Summary

Attendees:

Present: John Towns, Chuck Pavlovski, Dina Meek, Lavanya Podila, Kim Bruch, Cindy Wong, Shannon Bradley, Lisa Kaczmarczyk, Amitava Majumdar

Parking Lot:

Decisions made during the meeting:

Use Decision Macro

Agenda/Notes

  1. EC Meeting Debrief

    1. no meeting yesterday due to EAB meeting

    2. EC had a discussion of their own

      1. wording of goal 4 - EAB chimed in with fewer words are better is what was decided

        1. slide 16 and 17 - https://docs.google.com/presentation/d/1gZz_tRbfVOy7r_3n5m-tVZOwBH03-lIS/edit#slide=id.p16

      2. decided to plan team wide goals for PY4 and PY5 together - look at it like how can 1 team help another achieve their PEP goals

      3. EC discussed topic: the team does not operate as well as it could

        1. possible underlying issue - decisions in EC could over rule a PIs opinion

        2. possible underlying issue of inadvertent competition - and they are not well versed in compartmentalization yet

        3. discussion was different because we were in person - people who don’t normally speak were speaking

        4. Lisa - her observations

          1. there was no fixed agenda - spoke on 2 topics so there was a lot of time to really dig in and discuss ideas without time constraints

          2. it was only the EC speaking

        5. Lisa - it would benefit the EC to have mini retreats so we have more opportunity to discuss items in that manner

        6. Could we have the EC together at PEARC/SC early before the main conference? (instead of after)

  2. Review Action Items

ACCESS To Do Items - filtered to only ACO members

https://access-ci.atlassian.net/jira/core/projects/ATT/list?sortBy=duedate&direction=ASC&themeState=dark%3Adark%20light%3Alight%20spacing%3Aspacing%20colorMode%3Alight&filter=status%20IN%20(%22To%20Do%22%2C%20%22In-Progress%22)%20AND%20assignee%20IN%20(%22557058%3Ac61fb5cb-fcb1-48c2-a2e4-a8f1aef1c361%22%2C%20%2262eab95c50bd9783f62b3279%22%2C%20%22557058%3A058110c9-90e4-4513-b724-ad9102619ff5%22%2C%20%2263caee7d2c6573abb08de901%22%2C%20%22627a6ec28dd5f300685510ca%22%2C%20%22712020%3A5ddf0007-5488-4466-a2f8-3ec2414e2dfc%22%2C%20%22557058%3A611b897c-3b29-4055-afdc-f9fab8faa655%22%2C%20%22630e560d8473817d7d04384b%22)

  1. Updates

    1. @John Towns

      1. Made a pass on Supplement Document - team should make sure to review

        1. https://docs.google.com/document/d/1k2EuxZpsFlwz6GUMa7K2bCIPVTG20txHillkisqMUTY/edit?tab=t.0#heading=h.qeek9geo4091

      2. John and Lavanya will update budgets as necessary for subscriptions

    2. @Chuck P

      1. EAB comments

        1. Level of engagement was high - esp from the ones who were in person

        2. 4 remote people - limited engagement

        3. Elected chair and vice-chair

        4. PI talks were helpful to the new EAB

        5. approved charter update - re: RP conflict of interest

        6. Should be planning for meetings quarterly

        7. If EAB requests to talk to the EC - what does Chuck do?

          1. Chuck would bring it to the EC - Cindy coordinate a time that works between the two

      2. Talk about RACI is coming next for Working groups and standing committees

    3. @majumdar

      1. Web site got an improved satisfaction rating from community survey - 4.1 to 4.3 / 5

      2. Portfolio - will be updating verbiage on presentation for Quarterly Meeting tomorrow

    4. @Cindy Wong

      1. Reviewed questions EAB had after the end of their quarterly meeting

      2. RP survey will expire at the end of this week

    5. @Lavanya Podila (Unlicensed)

      1. submitted supplement requested form

      2. worked on the supplement

        1. should we ask for more ACO travel as well? PEARC and SC - since travel had been paid by XSEDE up to this point - we do need to get all ACO travel in the supplement

      3. Tasks around conference

      4. Lisa’s invoice should be a TPW

    6. @Shannon Bradley

      1. Prep for Quarterly Meeting

      2. Planning for Annual Report

      3. Diagnosing issue with Jira Tasks lists embedded in notes - it is not showing the columns in the correct order - if you make a new filter to force the columns, the date does show highlight in red when it is overdue.

    7. @Dina Meek

      1. Ticketing System Admins needed

        1. proposing to collapse:

          1. ACCESS-wide: Collaboration Tools - Google, Confluence, JIRA, Slack, ...

            1. We can support what we own, but not beyond that. Lavanya can be our point person to start with

          2. ACCESS-wide: Communications - Newsletters, Public Relations, and Media

          3. ACCESS-wide: Websites - All ACCESS Portals and Websites

            1. John agrees with portals not necessarily being under our purview

        2. Into one queue:

          ACCESS Communications and Collaboration Tools

    8. @Kimberly Bruch

    9. @Lisa

Next Meeting: 26th March 2025

Reference

https://docs.google.com/spreadsheets/d/1FFGMv7qdoKtHMy_zyyjFLdBMVmCDJY6QDGXSxp_988I/edit#gid=0