# 10-15 Minutes Draft

Please forgive me for the tardiness of these minutes. I am away in Chicago for a family memorial and don't have my notes with me so this is from listening to the recording and an edited AI summary. I think I have the participants correctly but not at all sure. ~Miranda

**UVLists.org Meeting**

**Oct. 15, 2026 2pm via Zoom**

**Present:**

Directors: Kevin Perron, Miranda Clemson

Also present: Kurth Bemis, John Benjamin, Dan Leavitt

Kevin Perron chaired the meeting, Miranda Clemson recorded minutes

A quorum was present. No director objected to holding the meeting, and the meeting came to order.

**Transition requirements & timeline were discussed**

- The transition agreement requires:
- - Setting list-closure and cutover dates.
    - Providing clear opt-out instructions.
    - Defining the future listserv administration and hosting model.
- Vital Communities is no longer expected to manage day-to-day list operations, but the transition should generally occur within the agreed 30-day timeframe.
- The group may request an extension if additional testing is needed.
- Existing subscribers will be imported automatically with their current preferences, such as digest or immediate delivery.
- The preferred approach is to close each old list and provide an automated response directing users to the new address, rather than running duplicate lists for an extended period.

**List structure & community services**

- The initial migration will preserve existing lists with the suffix: -Discuss. Separate “Announce” lists may be launched later.
- Participants emphasized keeping the user experience simple, especially for communities with low traffic or many less-technical and older residents.
- Email remains important because it has fewer barriers than apps and avoids app fatigue.
- The new platform could eventually provide broader community resources, including list guidelines, archives, and wiki-based content.

**Migration testing & platform**

- A phased migration is planned; moving all lists simultaneously would create unnecessary risk.
- List administrators should use the Mailman test list to:
- - Send test messages.
    - Test digest and delivery settings.
    - Review archives and threading.
    - Identify usability and configuration problems.
- Fairlee volunteered as a possible first production migration because it has low traffic and alternative communication channels.
- The platform supports:
- - One account across multiple lists.
    - Multiple email addresses per account.
    - Automatic subscriber migration.
    - Customizable archive templates and list pages.
- Current issues discovered during testing include:
- - Password-reset emails not arriving or having template errors.
    - Confirmation messages being routed to spam or junk folders.
    - The need for clearer explanations of archive thread and participant counts.
- New list addresses will require users to update address books. A vCard, QR code, and targeted transition messages may help users save the correct address.

**Action Items**

- **Kurth:** Diagnose and fix password-reset and account-access issues.
- **Kurth:** Continue testing the Mailman platform and prepare a phased migration plan.
- **Kurth and Kevin:** Select the first list to migrate, with Fairlee as a leading candidate.
- **List administrators and participants:** Join the Mailman end-to-end test list and actively test posting, subscriptions, archives, digests, and settings.
- Prepare transition FAQs, how-to guidance, opt-out instructions, and cutover communications.
- Coordinate with Vital Communities regarding closure notices, possible forwarding or owner notifications, and any needed extension.
- **Miranda:** Provide advance warnings to Fairlee subscribers if Fairlee is selected for the initial migration.
- Keep participants informed and incorporate feedback before finalizing the migration schedule.