2025-08-13 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/1557725185

   2.  

2. Review Action Items

ACO Member To Do Items

Open

3. Updates

   1. @John Towns - absent

   2. @Chuck P

      1. Sent in email last Friday to EC 8 at 12:15 pm CST. Further discussion was had at EC meeting on Aug 12, 2025 along with agenda topics for Sept’s EAB meeting (Sept 4 - 2 hr virtual)

         • https://docs.google.com/spreadsheets/d/1CtAMssCnj8RNfWk7M7K4RvZG-rBdNJsuFseFVQWuP5s/edit?gid=0#gid=0

      2. Chuck working on outstanding EAB items (https://access-ci.atlassian.net/browse/ATT-219) - going to reach out to each responsible party for updates and clear out irrelevant items. In progress

   3. @majumdar - absent

   4. @Dina Meek

      1. same as Monday’s NSF meeting:

         1. ACCESS Advance

            1. Continued trend of low engagement

            2. Dina to look into over the next couple/few months to determine options

         2. HPCWire Readers' Choice Awards

            1. Kim and Meggie leading submitting stories

         3. Web Presence

            1. Continuing cross-award work on improving login experience

               1. Will be working on throughout this month

         4. Standing Committee Coverage while I’m away

            1. Megan Johnson - will interface with Qltd. to help keep the web work moving (Q can lead biweekly meetings)

            2. Kim Mann-Bruch - will lead the Communications and Outreach biweekly meetings (Andrew, Meggie and MJ can support Kim)

      2. ALSO - Shannon is stepping into Lavanya’s former role helping us manage SC!

   5. @Kimberly Bruch

      1. there is funding for her to go to SC

         1. what are the needs of ACCESS - should she come early to help set up the booth?

            1. Someone else sets up the booth - and all we have to do is unpack some boxes

            2. Dina - could use the help in the booth

      2. will be going to the Quarterly in Buffalo

   6. @mshah5 - absent

   7. @Cindy Wong

      1. Agenda Planning Committee - Sept QM (Cindy)

         1. Aug 18, 2025 is the final day to submit topics: https://docs.google.com/spreadsheets/d/15JuArAlmUCfFBBrG2rgKN0Epl2_oDGm2hWH7TezkYB0/edit?usp=sharing

      2. Researcher Advisory Committee (RAC)

         1. Working with Laura (Allocations) to schedule Fall RAC meeting

         2. Laura is planning to ask the EC about the EAB and RAC reps (1 rep, but 2 was selected)

         3. Tasked to collect bios for new members and update distribution list with new roster. Pending info

   8. @Shannon Bradley

      1. September Conference Planning

         1. Do I need to go to Buffalo?

         2. Please confirm if you all are going in the headcount page: https://docs.google.com/spreadsheets/d/1Me875geb_a1jj8gOgJJeCW5nXgrdPMg5AGaQCEI8PAU/edit?pli=1&gid=531229141#gid=531229141

         3. The information I have for the conference room has changed from what I thought I understood from the planning notes

            1. We have reserved a ballroom which can be divided into sections:

               1. Primary section (half the ballroom) will seat 100 people - how do we want the seats arranged? rounds?

               2. Then they can divide up the other half of the ballroom into 2 breakout rooms

               3. Quote: “Please keep in mind if you want to bring in your own equipment for a zoom meeting in your breakout rooms you are more than welcome to set that up with your equipment. You will not have a screen or projector in the 2 breakrooms. Also, it's an all up or all down, so we cannot move the wall panels during the event. They manually are moved by panel so unfortunately that is not an option during your event. 

                  The only other option that I can think of would be using the Baird room and our extra conference room at an additional cost.”

               4. Are we OK with the breakout rooms not having zoom or having zoom that we would need to manage?

               5. We may need to take an Owl and a mini projector? Chuck has a projector

               6. Cindy - based on the Agenda so far we may not need parallel sessions - and the breakouts are OK without Zoom

      2. Working with Dina on PEARC25

      3. Working on

         1. working on budget review and transaction updates

         2. Need to audit Slack Users - I believe we can remove ~100 people - is this OK? Have we done this before?

         3. Users are now audited for Google Workspace - Invoice submitted

            1. Went from 300 accounts being paid for - when we only had 22 people registered

            2. to 10 accounts after the audit cleaned out the ones not being used

            3. Reduced Invoice from $47,700.00 to $1,640.00 per year

         4. Google email lists - major ones audited and updated

         5. Need to audit Google Groups now

            1. https://docs.google.com/spreadsheets/d/1ThJGRX8zX_tbL0iR6V6KtZPeOTCm0ZQqE1K-ja157ds/edit?gid=142060867#gid=142060867

            2. Do we still use some of these?

         6. Users audited for Atlassian - in good shape

         7. Jira Tasks

            1. Still need to make a list of ACO tools and determine who is using them

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

Next Meeting: Aug 20, 2025

Reference

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