2026-02-04 - OpenCI ACO Leadership Meeting Agenda & Summary

1. Most Recent EC Meeting Debrief

   1. https://access-ci.atlassian.net/wiki/x/AQCGcw

2. Review Action Items
   
   

   
   ACO Member To Do Items

3. Select Spotlight Topic for Monday’s NSF meeting

   1. https://access-ci.atlassian.net/wiki/spaces/ACP/database/1644199966

      1.  

   2. Moving to a once every two weeks cadence

      1. Next meeting is Feb 9, 2026

   3. Topic Picked:

      1. not sure

4. Feb EAB & EC meeting: Lisa’s efforts/travel

   1. Subaward amendment will be needed for Lisa’s effort for QM

5. SUMMARY

   1. The meeting began with Dina discussing her plans to relocate from Illinois to Missouri, followed by updates on proposal submissions and Executive Advisory Board matters. The team focused on refining presentation slides for the EAB meeting, including content simplification and language improvements, while also addressing internal newsletter timelines and meeting schedules. They concluded by discussing various administrative matters including staff survey response rates, upcoming proposals, and scheduling challenges for the quarterly meeting.

6. Updates

   1. @John Towns

      1. John and Dina: Collaborate on a short blurb for the internal newsletter (due end of February) to clarify the definition and process for selecting resource providers, including the agreed-upon language and explanatory text.

         1. https://access-ci.atlassian.net/browse/ATT-244

   2. @Chuck P

      1. EAB agenda for Feb meeting sent to EAB after EC approval

      2. Waiting on shared priorities materials from EC to share with EAB

      3. SC/WGs all scheduled for interim reports this quarter, will work on next quarter at Feb meeting

      4. https://access-ci.atlassian.net/browse/ATT-245

   3. @majumdar

      1. Email Lisa, Shannon, and Sonia to coordinate submission of Lisa's budget proposal and ensure all parties are aware of the process and timeline.

      2. https://access-ci.atlassian.net/browse/ATT-248

      3. https://access-ci.atlassian.net/browse/ATT-249

   4. @Cindy Wong - vacation March 17 - April 2

      1. Evaluation

         1. Staff survey - closed with 38 responses.

         2. Community - live and closes on Monday, March 2. Currently 155 responses

         3. RP - target to launch next week, working with Winona on finalizing

      2. EAB

         1. https://access-ci.atlassian.net/wiki/x/AYCKbw

            1. Reminder email to be sent next week (Feb 10), with link to materials folder

         2. Schedule remaining 1-1s: ACO and RP (to-do)

      3. RAC: agenda almost final; week reminder to be sent tomorrow

      4. Feb QM: draft post meeting survey

   5. @Dina Meek

      1. QM: What’s Everybody Developing?

         1. What would we like to share from the ACO?

            1. Comms can talk about some updates we’re making to consolidate our “brand”

            2. Shannon’s tools development

            3. https://access-ci.atlassian.net/browse/ATT-250

      2. https://access-ci.atlassian.net/browse/ATT-247

   6. @Kimberly Bruch

      1.  

   7. @Misha Shah

      1.  

   8. @Shannon Bradley

      1. Planning Feb Meeting

         1. Planning Sheet - 2026 Spring ACCESS Conference Planning - In Person - ChicagoPreview

         2. Cindy will help Shannon with name tags

            1. https://access-ci.atlassian.net/browse/ATT-243

   9. @Lisa Kaczmarczyk

      1. Provide a few bullets to John (and/or insert directly into the slides) describing her evaluation-related activities, especially those benefiting the broader program, for inclusion in the relevant EAB presentation slides.

      2. https://access-ci.atlassian.net/browse/ATT-246

ACO PY5 Goals and how they align to ACCESS Project Wide Goals - Copy of 122325_ACCESS_PY5 Shared Priorities.pptxPreview

• All Team PY5 Goals 122325_ACCESS_PY5 Shared Priorities.pptxPreview

Program Wide info we have created ahead of time for the ACO we can pull from: https://docs.google.com/presentation/d/1aZiQD39sEFjcCNn-KCEXxq03yNB51H12/edit?slide=id.p1#slide=id.p1

What does ACO need to do next?

• more detailed version for ACO - ready to go for EAB by Feb 10, 2026

• need done ahead of time - ACO meeting before Feb 4, 2026

The meeting focused on proposal submissions and updates from the Executive Advisory Board (EAB) meeting. John discussed the need for clear communication about which service providers should be integrated into Access, based on a definition provided by Sharon. The group decided to create a blurb for the internal newsletter to clarify this information, with John offering to help draft it. They also briefly touched on upcoming meetings and the status of presentation materials.

The team discussed the internal newsletter timeline, which John confirmed has no rush and can be completed by the end of February. They reviewed the status of presentation slides that need EC approval for the EAB, with Chuck emphasizing the importance of getting them reviewed in advance of the next EC meeting. The team also addressed the transition to bi-weekly meetings with Sharon and Ed, and discussed Lisa's upcoming budget proposal which needs to be submitted before the next meeting date. John expressed satisfaction with the project's current progress, noting they are in a better position than ever before.

John revised the presentation slides, simplifying the content and reorganizing them to better align with priority areas. Chuck and Dina reviewed the slides, providing feedback on content accuracy and clarity. They discussed potential improvements, such as removing redundant information and clarifying the role of resource providers. John agreed to review the slides further to address these suggestions before the review panel.

The team discussed the need to include Lisa's work beyond ACO in the evaluation section, with John acknowledging this oversight and agreeing to add relevant bullet points. They also considered how to handle the outcomes of their upcoming Chicago meeting, with Lisa suggesting folding potential EC discussions into the Chicago meeting to maintain confidentiality. The group reviewed and refined language in the slides, particularly around communication improvements and community building, with Dina and Cindy providing input on appropriate phrasing.

The team discussed updates to a proposal document, focusing on improving wording around scientific impact and transition planning. They agreed to use "efficient transition planning" instead of "transition planning and close out." John mentioned he may miss the first day of the quarterly meeting due to travel conflicts. The team expressed concern about low response rates for the staff survey, with only 38 responses received. They discussed potential ways to increase participation, including mentioning it during the quarterly meeting. Dina inquired about gathering information for the "What Is Everyone Developing" session, and John suggested reaching out to Shannon about tools development. The conversation ended with a brief discussion about scheduling challenges and upcoming proposals.

Next Meeting: Feb 11, 2026

Reference

ACO Vacation SchedulePreview