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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