2022-02-09 Meeting notes

Attendees

Thomas Bustos, Chair
Jackie Gosselar, Vice Chair
Lakshmi Arunachalam
Ramon Barcia
Greg Ferguson
Jeremy Hobbs
Sarah Lindsey
Caitlin Nelson
John Riemer
Zach Silveira
Neil Weingarten (out)
Mallory Gianola, Support Member

Meeting Recording

Meeting Recording
The meeting recording is available for download in the OT Shared Google Folder, which you can access using this link: https://drive.google.com/drive/folders/1lonGEJ2tC0K8R7du3BjZpA9VtPSLPQ_9?usp=sharing

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions

	Item	Desired Outcome	Time	Who	Notes	Decisions	Actions
1	Team Charter	Finish Drafting Team Charter Continue discussing what our expectations are for private discussion / private communication on Slack, meeting notes, etc. Discuss whether we should have a standing Q&A in our regular meeting agenda	25 mins	Tom / Team	Slack Channel - decision: make OT Slack Channel closed The data privacy team decided they would have an executive session where the notes and the meeting wouldn’t be recorded; so if we wanted something similar, we could use an executive session, as needed Executive session as a recurring agenda item, and use it as needed; executive session would be at the end, but if need to discuss something in the middle of a meeting people can message Tom so that we can go into executive session Standing Q&A Session - decision: include a recurring Q&A agenda item at each meeting and include questions from Slack; place it in the second slot on the agenda		@Caitlin Nelson will change the SILS OT channel from an open channel to a locked channel @Caitlin Nelson will set up the Slack bot to ping the OT on the Monday before our Wednesday meeting to ask for questions/agenda items
2	Update from Leadership Group re: Work Handoff Proposal	Update on where we are with the Work Handoff Proposal	15 mins	Tom	We submitted the Work Handoff Proposal to the Leadership Group (LG) They have identified a few tabs to discuss further, but for the most part our recommendations will be approved The next LG meeting is on Feb. 18, so will likely finish going through it at that meeting Should encourage patience with the sub operations teams, to wait until the work handoff takes place LG wants to know how sub operations teams are reporting back to the OT about work and completion on these tasks The closest thing we currently have scheduled for reporting back priorities, tasks, etc. is the all-chairs meeting Create a first draft proposal for the first all-chairs meeting, to put something in place that begins to address this problem		@Caitlin Nelson,@Tom Bustos, and @Sarah Lindsey will work on drafting a proposal for the first all-chairs meeting to discuss how the sub operations teams reporting and prioritizing will be communicated, tracked, etc.
3	NERS Enhancement Requests	Straw dog Proposal with Caitlin for determining a process for how to spread out votes	5 mins	Tom / Caitlin	Long story short: read this page for more info: https://calstate.atlassian.net/wiki/spaces/ULMS/pages/2522415135/Alma+Primo+Enhancement+Cycle+2021-2022 (CSU page) Deadline for NERS Enhancement Requests in order to meet the ballot was Feb. 5 Proposal for determining process for how to spread out votes Who wants to work with Caitlin on a straw dog proposal for this? Greg will work with Caitlin on the proposal		@Caitlin Nelson and @Greg Ferguson will work on a proposal for determining the process for voting on NERS Enhancement Requests
4	UC Irvine - Configure Local Resource Type in Sandbox	Discuss question Lakshmi raised via email re: Configuring Local Resource Type in Sandbox	12 mins	Lakshmi / Team	Both UCI and UCSC have experienced issues with resource types since migration There are a limited number of spaces for local resource types (20), so that becomes an issue for harmonization How many resource types in the NZ? Some of the issues might be resolved by cleaning up the metadata Should the Discovery Operations Subteam investigate how it works, and OT decide what merits a spot? Should the OT suggest a priority level and an initial process? Not a huge priority right now but an ongoing issue that will continue to come up in the future Decision: continue this discussion at our next meeting, in terms of putting together a taskforce or project team to work on putting a process in place to deal with this issue
5	Questions from Slack	Errors in search related to Search API - Ramon Best practices documentation for sets (public, private, naming conventions, retention... etc.) - Jackie	2 mins	Team	Errors in search related to Search API - has been resolved Best practices documentation for sets (public, private, naming conventions, retention... etc.) - something UCB is beginning to look at, including naming conventions and whether to keep things public/private; Sarah provided Jackie with info, but if anyone else has info to share		@Lakshmi Arunachalam will check with her local group and get back to Jackie on whether they have best practices documentation for sets (public, private, naming conventions, retention... etc.)
6	Steering Committee Meetings	Discuss steering committee meetings	3 mins	Tom	Ad-hoc steering committee meeting at the same time as this meeting, on alternating weeks Attendees include Tom, Jackie, and Mallory Will invite Caitlin to join us as an optional attendee If there are things that you’d like us to discuss at the steering committee meetings feel free to Slack Tom, Jackie, Caitlin, or Mallory		@Mallory Gianola will add Caitlin to the Steering Committee Meetings as an optional attendee
7	Executive Session	Private discussion as needed
8	Parking Lot	Capture important topics for future discussion			Internal Training / Training Documentation Hub
9		Total	62 mins