CodeRefinery2-SG-meeting-2021-02-08

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Steering group meeting 2021-02-08

Time

  • 2021-02-08, 13:30 - 15:00 CET, 14:30 - 16:00 EET

Location

Invited

  • Kristoffer Laigaard Nielbo
  • Michaela Barth
  • Monica Lassi
  • Pauliina Somerkoski
  • Radovan Bast
  • Rossen Apostolov
  • Jon Kerr Nilsen
  • Terje Vellemaa

Present

All invited participants present.

Meeting minutes (approved 2021-02-10)

Welcome and Presence

  • Welcome to Monica Lassi

Status

Budget 2021 and approval of updated project plan

  • ETAIS agreed for their 2021 budget to be reallocated but to continue as observer
  • SDU/DeiC agreed for part of their 2021 budget being reallocated
  • Updated project plan (move 7 PMs to Aalto Scientific Computing, see Table 3.1): https://coderefinery.org/about/reports/phase-2-project-plan-v1.2.pdf
  • Aalto indicated that they plan to sign.
  • Currently unclear whether the unused travel budget can be “saved” for a postponed conference which has been postponed to 2022
  • Can collaboration agreement between NeIC and UiO library (Carpentries coordinator) be extended until the end of phase 2 instead of ending in the middle of October?
  • Agreement between NeIC and Carpentries runs one month longer than CR collaboration agreement
  • Decision: The updated project plan with the new budget was approved.

Preparing for NeIC open-call proposal (partners join in-kind)

  • Deadline March 10
  • We will apply for 1-1.5 FTE for 5 years for coordination, management, and Carpentries coordination
  • In addition we will invite organizations to join in-kind
  • We have discussed: Letter to stakeholders, bylaws, and current proposal draft

Concerns:

  • Letter of commitment may be too much/difficult from the legal point of view, even if the partners want to do it. Letter of intent/interest may be possible then. Try to state in a softer manner. Need to schedule 1-1 meetings to figure out which level of interest/commitment is possible. Letter of support pointing at future commitment may be possible.
  • For community projects such as this one there would be a negotiation round/meeting where this can be fine-tuned.

Comments:

  • Include payment model in sustainability plans.
  • Approach digital scholarship centers at other universities for letter of support (Kristoffer can provide some contacts).

Questions:

  • Should the name/organization for the project manager be named?
    • Make this visible and as explicit as possible, since it saves time.
  • When can we expect to know about the results of the open call?
    • Probably at the June board meeting
  • What would be a possible start date if the proposal is granted?
    • Signing the collaboration agreement takes time to get but a seamless start is doable, but also not typical. But depends on the letter of commitment.
    • However, a collaboration agreement is typically only signed with partners who receive funding. Would we need something else like MOU instead?

Sustainability plans

  • Making a project sustainable is a multi-year effort
  • We want to make this part of the phase 3 output
  • Balance of combining top-down funding models with bottom-up efforts
  • Project may continue on a voluntary small scale if not granted but some staff depends on this funding to secure their position
  • Financed workshops are possible but processing invoices is non-trivial

NeIC announcements

Benefit realization plan

  • Radovan is working on finalizing the spreadsheet but this is not ready yet.
  • On the other hand we are trying to highlight our benefit realization on https://coderefinery.org.
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