2025-07-30 OpenCI Leadership Meeting Agenda & Summary

Decisions made during the meeting:

Agenda/Notes

1. EC Meeting Debrief

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/pages/1509228586

      1. need to flag the new resources coming in over the next year

         1. has there been any releases on any of these?

         2. Dina will work with (someone - Tim or Leslie) and then working with that RP for promotion/announcements

      2. Shannon should share Offboarding with Jeremy for the RPs - https://access-ci.atlassian.net/browse/ATT-218
         
         

2. Google Workspace Invoicing Review - See Shannon’s section

3. Review Action Items

ACO Member To Do Items

Open

Open

3. Updates

   1. @John Towns

      1. Idea from NSF Meeting: there are a couple bullets on the right of stories in the newsletters - could we just put those in and drive people to click to see the whole story? Talk about it in the ACO meeting

         1. already covered off-line with Dina. Nothing more to discuss at the moment.

      2. John sent info the NSF about what the PIs decided on at PEARC re: who/what projects (RPs) are priorities - need to hear back from them before they can be shared with the EC

         1. internal and external statements created - want to make sure they are in alignment with NSF guidance

         2. Could we put this in the agenda for the next Quarterly Meeting? - wouldn’t need a session, could be part of the opening remarks

      3. John out for the next two weeks

      4. Working on letters of collaboration - close to having an approved line of communication

   2. @Chuck P

      1. EAB virtual meeting date - Sept 4 - 10am PT (2 hours)

      2. agenda needs to be determined ASAP w/ help from both EC and EAB

      3. needs info from report from last meeting

      4. Poll results for Service Team one-on-ones, first two for Sept 4th meeting, note all will be scheduled as soon as practical:

         1. Support - first two

         2. Allocations - first two

         3. Operations

         4. Coordination

         5. Metrics

         6. Resource Providers

      5. Report from past EAB meeting is apparently ready, but waiting on Nitin to send it (Nitin and Gwen worked on it at PEARC)

   3. @majumdar

      1. Evaluation SC

         1. Have not met due to vacations and PEARC

         2. Not much progress – will be meeting next week; hopefully to finalize the survey reports

   4. @Dina Meek

      1. PEARC

         1. Great engagement from our staff

         2. 120 or so scans with a “Welcome” email being sent this week

         3. About 10 people provided feedback via QR code survey (100% gave either a 9 or 10 to “would you recommend ACCESS to a colleague”)

      2. Newsletters go out this (internal) and next (external) week

      3. Three more stories shared with NSF for amplification, exploration

   5. @Kimberly Bruch

      1. working on a cool article on research on Astronaut Vision Loss

   6. @mshah5 - absent

   7. @Cindy Wong

      1. EAB - refer to Chuck’s update

         1. Awaiting tasks to-do’s from CP

      2. Agenda Planning Committee:

         1. Call for agenda topics sent out: https://docs.google.com/spreadsheets/d/15JuArAlmUCfFBBrG2rgKN0Epl2_oDGm2hWH7TezkYB0/edit?gid=0#gid=0

            1. Deadline to submit is Monday, Aug 18

            2. Follow up meeting scheduled Monday, Aug 25, but will try to finalize a draft to EC prior, if possible

      3. RAC - pending action request from Laura

   8. @Shannon Bradley

      1. Working on

         1. sending usable links to NSF for links that are in the review - done

         2. working on budget review and transaction updates

         3. checking on invoicing for Google Workspace, Slack and Atlassian

         4. Update staff email lists - send out link to spreadsheet to Team Leads

         5. Make a list of ACO tools and determine who is using them

         6. Look at Outcomes as they relate to ACO Milestones and Goals

         7. Will train Cindy on entering Jira tasks so we can create a list for the EAB - Chuck editing list of possible follow up items: https://access-ci.atlassian.net/browse/ATT-219

      2. Evaluating Google Workspace Invoice - we are being billed for 300 users - and we only have 22 users currently - I confirmed this with my sales rep.

         1. We do need to take this to the EC

         2. We can remove the ones who have never logged in

         3. We believe this is just for people who are managing this space

         4. We should be able to reduce to 20 or so

      3. I am currently working with them re: getting a discount on our billing per user - but we might also benefit from reducing the number of users we pay for

      4. Open

         

          

      5.  

• Will be at a conference next week

Next Meeting: Aug 6, 2025 - Lisa and John out

Reference

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