2024-10-08 ACCESS EC Meeting Agenda & Summary

Attendees:

• RAMPS: Stephen Deems (v), Dave Hart

• MATCH: Shelley Knuth (v), Alana Romanella

• CONECT: Tim Boerner (v), Leslie Froeschl

• MMS: Tom Furlani (v), Joe White

• RP: Jeremy Fischer

• OpenCI: John Towns (v), Amit Majumdar, Chuck Pavloski, Lavanya Podila, Lisa Kaczmarczyk, Shannon Bradley

• NSF: Sharon Geva, Puri Bangalore

• Guest Speaker: NA

(v) indicates a voting member

Decisions made during the meeting:

Agenda/Notes

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

   1. 2024-10-01 ACCESS EC Meeting Agenda & Summary (approved)
      
      

2. EC Program Milestones John Towns (5 mins)

   1. reviewed 

   2. Chuck to add more program milestones

   3. Shannon to give permission to edit the tasks and also clean up the list
      

4. EC Voting John Towns (20 mins)

   1. EAB Charter: https://docs.google.com/document/d/1tavS7IzeLXjge63FW4jIIqe7IMdDOU58m9l_hiYjrUs/edit

      1. John shares the previous process and the competency matrix created by Shawn

      2. EAB charter - Approved

   2. EC Charter: https://docs.google.com/document/d/1iq9Q5XCA2ntUx_ruthOuIIxogxm1HJGm0zVdFpsejEQ/edit#heading=h.vvsaks8e70ej

      1. Discussion regarding the need for a rotating chair

      2. The ACO-NSF Review Panel suggested that we have a rotating chair filling this role, part of this discussion is to respond to that recommendation.

      3. There is an overlap in responsibilities between a voting member and a chair

      4. Problem - Chair's responsibility to generate the EC agenda

      5. A rotating chair will not fix that

      6. Stephen mentions that we need to understand the responsibilities of this rotating chair

      7. Tom mentioned if we're going to have a rotating chair that person should be passionate and driven to do this

      8. Potential solution: Should the EC members, specifically the Pis take more ownership of the agenda?

      9. John to draft an email to the EC regarding the differences between the responsibilities of a chair and a facilitator

      10. EC Charter - Approved

   3. DEI Plan: ACCESS DEI Plan v3 2024-09-19

      1. Ag presented this plan during the quarterly meeting

      2. ACCESS Democratization Plan - Approved
         

5. Confirm Dates for next Quarterly Meeting Lavanya Podila (5 mins)

   1. 1st week of December? Conflict with a NAIRR workshop

   2. Note this will be a virtual meeting

   3. Dates finalized:  Monday, 9th Dec and Tuesday, 10th Dec

   4. Lavanya to send a calendar hold to all ACCESS staff
      

6. EC Action Items from Quarterly Meetings John Towns (10 mins)

   1. Will be reviewed next week
      

7. EC Meeting To Dos:

5. Informational Items (10 mins)

   1. RP Forum Jeremy Fischer

   2. Allocations Stephen Deems

   3. MATCH Shelley Knuth/Alana

   4. CONECT Tim Boerner/Leslie

   5. MMS Tom Furlani

   6. OpenCI John Towns
      

Misc Topics: Cancel next week’s EC meeting?

Next EC Meeting: 22nd October 2024

Reference:

Risk Register: https://access-ci.atlassian.net/jira/core/projects/RR/board

Project Change Request: https://access-ci.atlassian.net/jira/core/projects/PCR/board