2024-02-06 ACCESS EC Meeting Agenda & Summary

1. RP Forum Bylaws Vote @Jeremy Fischer (20 mins)

   1. RP Forum Bylaws v1.0.pdf

   2. Jeremy to be invited to the next EC meeting for a vote on the bylaws.

   3. RP forum members felt that they didn’t have adequate input to the decision making processes, they are feeling under represented

   4. Tim B mentioned that there's not a platform to provide feedback,

   5. Tom suggests that this should be a bi directional flow between EC and the RP forum, would you like us to provide distinctions between XSEDE and ACCESS since many personnel are common?

   6. John generally attendees the RP forum meeting and provides an EC level update

   7. Tom Maiden's role as liaison is considered official

   8. Is there an opportunity for ACCESS PI's to vote during the RP forum? Maybe there should be conversations about the decisions made during the RP forums which impacts the ACCESS program

   9. There used to be several tiers of SP chairs during XSEDE which isn't there at the ACCESS level.

   10. Jeremy is also part of EAB so this a place for him to raise any issues or concerns.

   11. Shelley notes in Chat: It’s also important to note that there’s the RP forum but there’s also other groups that are interacting between ACCESS and the RPs.  Outside of the scope for the bylaws but not for communication.

    
   
   

2. Approval of summaries from prior EC meeting @John Towns (5 mins)

   1. 30th January 2024 EC Meeting (approved)
      
      

3. Program Milestone Check @John Towns (5 mins)

   1. No changes needed
      
      

4. ACCESS Quarterly meeting agenda - February 2023 @Shawn Strande (10 mins)

   1. Discuss proposed agenda. https://docs.google.com/spreadsheets/d/17UTopbbNSgl-3tn95eLBw6TR4IsPBqcgFHf6uW8HXfE/edit#gid=1094408448

   2. Revise agenda to half day on Day 2 (Thursday)

   3. Do not need to have the personas topic

   4. We can keep the EAB session

   5. Some other topics can be incorporated as parallel sessions

   6. EC agrees with the list of topics
      
      

5. ACCESS Quarterly Meetings @John Towns (5 mins)

   1. Buffalo or Pittsburgh - location for Sept 2024?

      1. Waiting for Tom Furlani to receive a proposal about hotel, meals, meeting rooms etc

   2. Dates for the next virtual quarterly meeting

      1. Dates confirmed: 3rd and 4th June

      2. Lavanya to send a calendar hold to all ACCESS Staff
         
         

6. ACCESS Infrastructure Portfolio Expansion Standing Committee proposed charter @Leslie Froeschl (5 mins)

   1. https://docs.google.com/document/d/1lG-pOih4FK0iE2c0NNBIeWNTybBEfBlKxc_EsLiJIbs/

   2. Leslie to make changes to the document based on EC feedback and email to the EC for approval.
      
      

7. CB&E transition @Shawn Strande (5 mins)

   1. We are not reviewing the CB&E plan, but need a brief discussion on the topic to get everyone on the same page about near term impacts and transitions.
      
      

8. Metrics reporting period for annual reports @David Hart (10 mins)

   1. Calendar Year is what would be tidy/easy to produce.

      1. January 1 - December 31, 2023

         1. Tom - yes (in concept)

   2. Or other?

      1. April 1, 2023 - March 31, 2024 or Other?

   3. Its not needed that we all align with the same periods but its important with regards to program wide goals and for the purpose of consistency
      
      
      

9. Informational Items (10 mins)

   1. Allocations @Laura Herriott (Stephen/Dave will be unable to attend due to conflicts)

      1. Question regarding ACCESS PEARC24 Plans

         1. BOF? Workshop? Are we thinking of anything here?

      2. Allocations Notifications

         1. These notifications go out to folks who request allocations.

         2. Please provide input on how we can better highlight specific areas of interest for each ACCESS team.

         3. Open question: Should we discuss a broader notifications strategy?

            1. e.g. after someone creates an account?

   2. MATCH Shelley Knuth - Engines project; we are actively going through feedback forum info, looking at our goals.

   3. CONECT Tim Boerner

      1. STEP program is accepting applications. Due by March 1. Please help spread the word!

   4. MMS Tom Furlani

   5. OpenCI John Towns

      1. Eval group survey preparation @Shawn Strande
         
         

Misc Topic (will be moved to next week’s agenda)

1. Tapia Conference—Sep. 18-20, 2024—San Diego

   1. Should ACCESS be a supporter? staff a table?

Community Building and Engagement

• Charter: https://docs.google.com/document/d/11AUzdNb97vJm9q5o1YMIlwp_zdZRJixRXqO5f0bkcGU/edit#heading=h.v03fy51e60in

• Plan: https://docs.google.com/document/d/1bL9vxHmP2UKANqLpDVts9eJkwtsuHGQ-mE2hQlcamNE/edit#heading=h.21ylrh1soxje