HUU: All Team Agenda and Meeting Minutes 2025

[lola3736]

Overview

This issue tracks the agenda for the HUU: All Team meetings for the HomeUniteUS project

Quick link to bottom of page

Resources/instructions

Copy template and comment on issue for each week's meeting.

Minutes Template

## YYYY-MM-DD All Team Meeting Notes

### Prework to prep for meeting
- [ ] Team leads/members provide updates on issues in GitHub before Tuesday
- [ ] Team lead adds to agenda topics before Tuesday (if applicable)
- [ ] PM Reviews
  - [ ] Icebox column
  - [ ] Prioritized backlog column
  - [ ] New Issue Approval
  - [ ] In Progress

#### Recurring Items
- Monthly goals (add link to this month's issue)
- Review https://qa.homeunite.us in engineering section
- [Project board check](https://github.com/orgs/hackforla/projects/62/views/1?filterQuery=is%3Aopen+) - Every other meeting
- Status of last meeting action item(s)
- Open questions for the team
- Any demos for the team? (fill in planned demos or remove bullet)
##Summary Meeting Minutes

---
### Team Attendance
- [ ] Executive Director - Bonnie Wolf
- Product Managers
  - [ ] Lola Sarumi (Overall Product/Project Lead)
  - [ ] Gabriella Dominic
  - [ ] Jasmine Guraya
  - [ ] London Kim
  - [ ] Sanju Venugopal 
  - [ ] Aisha Uqdah
  - [ ] Suyen Stevenson
  - [ ] Uttej Reddy Mamidi
  - [ ] Amit Kumar
-  Designers 
   - [ ] Michael Gruen (Design Lead)
   - [ ] Jon Ilaw
   - [ ] Nicci Van 
   - [ ] Nihan Durmaz
   - [ ] Jaime Cucalon
   - [ ] Julia Echevarria
   - [ ] Krista Acas
- Researchers
  - [ ] Nicci Van (Research Lead)
  - [ ] Sam Seyler
  - [ ] Jazmyne Newman
- Developers
  - [ ] Tyler Thome (Dev Lead)
  - [ ] Erik Guntner
  - [ ] Paul Espinosa
  - [ ] Jack Pashayan
  - [ ] Mugdh Chauhan
  - [ ] Ariel Lasry (PM)

[lola3736]

2025-01-07 All Team Meeting Notes

Recurring Items

• Back from Holiday Break
• Focus on Team Collaboration
• No demos to present

New Task Items

None

Team Attendance

• Executive Director - Bonnie Wolfe
• Product Managers
  • Gabriella Dominic
  • Teja Machabathuni
  • Jasmine Guraya
  • Jasika Kalra
  • Ariel Lasry
  • Kiyingi Brian
  • Sanya Nijhawan (Advisory)
  • Lola Sarumi
• Designers
  • Jon Ilaw
  • Nicci Van
  • Amy Li
  • Priyanka Gupta
  • Nihan Durmaz
  • Jiehong Chen
  • Jaime Cucalon
  • Julia Echevarria
  • Michael Gruen
• Researchers
  • Sam Seyler
  • Jazmyne Newman
• Developers
  • Erik Guntner
  • John Wroge
  • Paul Espinosa
  • Tyler Thome

[lola3736]

2025-01-14 All Team Meeting Notes

Recurring Items

• Focus on Team Collaboration

New Task Items

None

Team Attendance

• Executive Director - Bonnie Wolfe
• Product Managers
  • Gabriella Dominic
  • Teja Machabathuni
  • Jasmine Guraya
  • Jasika Kalra
  • Ariel Lasry
  • Kiyingi Brian
  • Sanya Nijhawan (Advisory)
  • Lola Sarumi
• Designers
  • Jon Ilaw
  • Nicci Van
  • Amy Li
  • Priyanka Gupta
  • Nihan Durmaz
  • Jiehong Chen
  • Jaime Cucalon
  • Julia Echevarria
  • Michael Gruen
• Researchers
  • Sam Seyler
  • Jazmyne Newman
• Developers
  • Erik Guntner
  • John Wroge
  • Paul Espinosa
  • Tyler Thome

[lola3736]

2025-01-21 All Team Meeting Notes

Recurring Items

• Focus on Team Collaboration

New Task Items

• None

---

Team Attendance

• Executive Director - Bonnie Wolfe
• Product Managers
  • Gabriella Dominic
  • Teja Machabathuni
  • Jasmine Guraya
  • Jasika Kalra
  • Ariel Lasry
  • Kiyingi Brian
  • Sanya Nijhawan (Advisory)
  • Lola Sarumi
• Designers
  • Jon Ilaw
  • Nicci Van
  • Amy Li
  • Priyanka Gupta
  • Nihan Durmaz
  • Jiehong Chen
  • Jaime Cucalon
  • Julia Echevarria
  • Michael Gruen
• Researchers
  • Sam Seyler
  • Jazmyne Newman
• Developers
  • Erik Guntner
  • John Wroge
  • Paul Espinosa
  • Tyler Thome

[lola3736]

2025-01-28 All Team Meeting Notes

Recurring Items

• 2025 Project Goals
  • Complete Project Structure and Alignment
  • Deliver 1st Prototype
• Focus on Team Collaboration

Summary Meeting Notes

Meeting Purpose

• Review progress on host intake profile design and align PM, design, and engineering efforts.

Key Takeaways

• Host intake profile design is nearing completion, with focus on reducing cognitive load and improving user flow
• GitHub user stories need to be better integrated with Figma designs and high-level user journey
• Design system development is ongoing, with initial components completed but more work needed
• Team is transitioning from low-fidelity to high-fidelity designs, requiring coordination on visual elements

Topics

Host Intake Profile Design Progress

• Julia has made significant progress on the host intake profile design
• Focus on reducing cognitive load by breaking sections into manageable chunks
• Autosave feature implemented, with ability to skip sections
• Profile overview provides progress tracking and section navigation
• Some final tweaks needed on button placement, icons, and mobile version updates

GitHub and Figma Integration

• Need to better align GitHub user stories with Figma designs
• London assigned to review host-related GitHub issues
• Team discussed importance of connecting high-level user journey to specific design elements and user stories
• Aim to create clear links between user stories, designs, and engineering tasks

Design System Development

• Jaime reported progress on design system, with initial goal of 12 components met
• Ongoing work on creating consistent elements like buttons, iconography, and tables
• Design system seen as part of the overall 2025 goal for project structure
• Team to consider monthly goals and potential showcase timing for design system

Project Workflow and Next Steps

• Discussed sequence of development for host, guest, and coordinator features
• Need to determine interdependencies between different user roles' features
• London and Lola to have follow-up meeting on Thursday to further align PM and design efforts
• Team aims to have a final version of host intake profile to present soon

Action Items

• Ask research team about benchmarks for profile completion time - Lola Sarumi
• Assign self to all host epics in GitHub - London-Doyoung Kim
• Plan monthly goals for Enginering team. Determine timeline for first showcase - Ariel Lasry
• Review user story Section 2 - Host Intake Profile - DASHBOARD #508, compare w/ Julia's intake profile design. Identify gaps/updates needed - London-Doyoung Kim

Next Steps

• London to review host-related GitHub issues and align with Figma designs
• Julia to finalize remaining design tweaks on host intake profile
• Jaime to continue work on design system and consider showcase timing
• Team to determine next feature to develop based on user journey map
• Schedule follow-up meeting to review progress and prepare for potential presentation

---

Team Attendance

• Executive Director - Bonnie Wolfe
• Product Managers
  • Gabriella Dominic
  • Teja Machabathuni
  • Jasmine Guraya
  • Jasika Kalra
  • Ariel Lasry
  • Kiyingi Brian
  • Sanju Venugopal
  • London Kim
  • Sanya Nijhawan (Advisory)
  • Lola Sarumi
• Designers
  • Jon Ilaw
  • Nicci Van
  • Amy Li
  • Priyanka Gupta
  • Nihan Durmaz
  • Jiehong Chen
  • Jaime Cucalon
  • Julia Echevarria
  • Michael Gruen
• Researchers
  • Sam Seyler
  • Jazmyne Newman
• Developers
  • Erik Guntner
  • John Wroge
  • Paul Espinosa
  • Tyler Thome

[lola3736]

2025-02-04 All Team Meeting Notes

Recurring Items

• Team Update
  • Michael Gruen to lead the Design Team
  • Ariel Lasry - Engineering PM
  • Jasmine Guraya - Product Lead
  • Tyler Thone - Engineering Lead
  • Products / Design (Persona)
    • Coordinator
      • Gabriella Dominic (PM)
      • Sanju Venugopal (PM)
      • Priyanka Gupta (Design)
      • Nihan Durmaz (Design)
    • Host
      • London Kim (PM)
      • TBD (PM)
      • Julia Echevarria (Design)
      • Amy Li (Design)
    • Guest
      • Jasika Kalra (PM)
      • Aisha Uqdah (PM)
      • Jon Ilaw (Design)
      • TBD (Design)
    • Design System
      • Priyanka Gupta
      • Jaime Cucalon
    • Research
      • Sam Seyler
      • Jazmyne Newman
    • Engineer
      • Tyler Thome (Lead)
      • Erik Guntner (Developer)
      • Paul Espinosa (Developer)
      • John Wroge (Developer)
      • Prateek Vasireddy (Developer)

- Design Update (Host / Guest) - Julia Echevarria

New Task Items

None

Summary Meeting Notes

Meeting Purpose

• To discuss updates on team structure, review design progress on the host/guest intake profile, and address engineering considerations for implementation.

Key Takeaways

• Team restructuring:
  • Michael taking over Design Lead
  • Ariel moving to Engineering as the PM
  • Jasmine helping lead Product team
  • Tyler Thone continue to lead the Engineering team
  • Nicci Van continue to lead the Research team
• Host/guest intake profile design progressing, with key discussions on auto-save functionality and photo upload requirements
• Engineering team provided valuable input on implementation considerations, suggesting saving on page navigation rather than true auto-save

Topics

Team Updates

• Michael taking over as Design lead from Nikki, bringing 7-10 years of industry experience
• Ariel moving from Sonar coordinator to engineering team
• Jasmine to help lead product team
• Prateek Vasireddy joining engineering team

Host/Guest Intake Profile Design Review

• Julia presented updated design based on Bunny's feedback
• Design includes multi-page sections, profile overview, and review/edit functionality
• Discussions on number of photos allowed (4-5 suggested), potential categorization of photos for hosts
• Debate on auto-save functionality vs. saving on page navigation
• Consideration of user expectations and potential data loss scenarios

Engineering Considerations

• Discussed implementation of save functionality on page navigation rather than true auto-save
• Addressed concerns about data loss due to system crashes or accidental navigation away
• Explored options for handling partially completed sections and validation errors
• Considered user experience implications of various save/navigation options

Research Questions and Product Decisions

• Need to clarify with Bonnie about photo requirements for guests vs. hosts
• Consider adding a profile picture requirement separate from other photos
• Explore user expectations around saving progress in multi-page forms
• Investigate how other platforms (e.g., Zillow) handle similar form submissions

Next Steps

• Design team to refine intake profile design based on feedback
• PM team to clarify photo requirements and consider categorization
• Engineering team to plan implementation of save-on-navigation functionality
• Schedule review with engineering team before presenting to Bonnie
• Prepare to present updated design to Bunny, focusing on addressing her concerns about data loss without explicitly mentioning auto-save
• Continue building out project structure and roadmap in upcoming PM meetings

---

### Team Attendance

• Executive Director - Bonnie Wolfe
• Product Managers
  • Gabriella Dominic
  • Jasmine Guraya
  • Jasika Kalra
  • Sanju Venugopal
  • London Kim
  • Aisha Uqdah
  • Lola Sarumi
• Designers
  • Jon Ilaw
  • Amy Li
  • Priyanka Gupta
  • Nihan Durmaz
  • Jaime Cucalon
  • Julia Echevarria
  • Michael Gruen
  • Nicci Van (Advisory)
• Researchers
  • Sam Seyler
  • Jazmyne Newman
• Developers
  • Erik Guntner
  • John Wroge
  • Paul Espinosa
  • Tyler Thome
  • Ariel Lasry (PM)

[lola3736]

2025-02-11 All Team Meeting Notes

Topic

• Team Introduction
  • Suyen Stevenson - PM
• Bonnie's feedback on Research's review
  • Overall - very informative and well presented
  • Kinship matching out of scope
  • The narrative portion of the profile should address things that might be useful to the guest such as prior experience with the justice system, if the house is kosher, are they LGBT, etc
  • Create a slide that has findings on what the youth are looking for in the guests and vice versa
  • Coordinators - Are there host homes that they cannot fill?

Summary Meeting Notes

• Meeting Purpose
  • Discuss project updates, review research feedback, and plan next steps for HUU product development.

Key Takeaways

• Kinship matching is out of scope for MVP1 based on Bonnie's feedback
• Narrative portion of intake profile needs to be enhanced to enable better matching
• Team will create user journey maps for before/after scenarios to clarify scope and pain points
• Design team (Host/Guest Persona) working on finalizing button designs and incorporating free-form description fields
• New team member Suyen joined as PM

Topics

Research Feedback Review

• Bonnie was pleased with depth and approach of research despite limited resources
• Kinship matching deemed out of scope for MVP1, may be considered for future iterations
• Narrative portion of intake profile highlighted as critical for matching process
• Need to explore what youth are specifically looking for in hosts/guests
• Questions raised about home fill rates and potential for incorporating SLAs

Design (Host/Guest Persona) Updates

• Team finalizing button designs, still some debate on approach
• Incorporating free-form description fields to capture important matching criteria
• Discussing ways to encourage users to provide key information without overwhelming
• Considering progressive disclosure approach for non-essential but helpful details
• Addressing engineering feedback on image uploads and other technical aspects

User Journey Mapping

• Team to create "before and after" user journeys for each persona
• Will help identify pain points in current manual process
• Useful for determining what to automate and prioritize for MVP
• Aids in scoping discussions and feature prioritization
• PMs to take lead on drafting journeys for their assigned personas

Project Documentation

• PRD being updated, aiming to complete draft by end of March
• Need to add design details, user journeys, and refine scope definitions
• Discussing creation of requirements traceability matrix
• Working on improving onboarding documentation for new team members

Next Steps

• Design team to finalize button designs and free-form description field approach
• PMs to begin drafting "before and after" user journeys for assigned personas
• Continue updating PRD, aiming for draft completion by end of March
• Schedule follow-up with Bonnie to discuss potential coordinator interviews

Action Items

• Chat with Bonnie on Thursday about potentially talking to coordinators sooner for more information - Lola Sarumi
• Create research plans once broader research roadmap is established - Sam Seyler
• Send Suyen Stevenson the HUU handbook PDF and team Bonnie's interview notes with SPY - Lola Sarumi
• Work on design for free-form description field in intake form to encourage specific info (e.g. homeless experience, LGBTQ-friendliness) - Julia Echevarria
• Discuss user journey mapping in design group meeting tomorrow, potentially have John lead it - Michael Gruen
  --

Team Attendance

• Product Managers
  • Gabriella Dominic
  • Jasmine Guraya
  • Jasika Kalra
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Suyen Stevenson
  • Lola Sarumi
• Designers
  • Jon Ilaw
  • Nicci Van
  • Amy Li
  • Nihan Durmaz
  • Jaime Cucalon
  • Julia Echevarria
  • Michael Gruen
• Researchers
  • Sam Seyler
  • Jazmyne Newman
• Developers
  • Erik Guntner
  • John Wroge
  • Paul Espinosa
  • Tyler Thome
  • Ariel Lasry (PM)

[lola3736]

2025-02-18 All Team Meeting Notes

Topics

• Project Board Review
• Recruitment Status - Experience UI/UX
• Team Collaboration - Breakout session

Summary Meeting Minutes

• Meeting Purpose
  • Review project board and align on current work status across teams

Key Takeaways

• Project board needs updating to accurately reflect current work
• Teams to add timelines/dates to issues for better tracking
• Design team close to finalizing notes feature, ready to present to Bonnie Wolfe soon
• Engineering handoff needed for approved coordinator dashboard components
• PM and design teams to meet separately to review acceptance criteria for notes feature

Topics

Project Board Review

• Board not up-to-date; teams need to update issues to reflect current work
• Add start/end dates and time estimates to issues for tracking
• Close completed items, move pending items to "Icebox", include dependency or to "New Issue Approval"
• Aim for one active issue per person to focus efforts

Engineering Updates

• Intake profile work mostly complete, some backend components still needed
• Google sign-in/sign-up resolved, focus now on intake and profile features
• Need to create new issues for approved coordinator dashboard components

Design Progress

• Notes feature design nearing completion, ready to present to Bonnie Wolfe soon
• Ongoing work on design system, no fixed end date
• Dashboard design approved by Bonnie Wolfe, engineering can start on core layout

Product Management

• Clarified "done" stages: PM story complete, design complete, engineering complete
• Aiming to wrap up features faster, present to Bonnie when ready rather than waiting
• Need to review acceptance criteria for notes feature, especially around change tracking

Coordinator Dashboard

• Approved core layout ready for engineering to start work
• Questions raised about necessity of showing change history in intake forms
• May need to refine approach to notes/feedback visibility between form versions

Action Items

• Update/close engineering issues: intake profile epic, generated users, incubator env; add generic users to new incubator environment - Tyler Thome
• Consolidate/clean up design system issues 814, 813, 474; determine if epic or separate; update by end of week - Lola Sarumi
• Create design-to-engineering handoff for coordinator dashboard; include approved items from Bonnie meeting - Gabriella Dominic
• Meet w/ Nihan; review notes feature acceptance criteria, user stories, completion status - Gabriella Dominic

Next Steps

• Update project board to accurately reflect current work status
• Add timelines and dates to open issues
• Create engineering handoff for approved coordinator dashboard components
• Design team to finalize notes feature and prepare to present to Bonnie Wolfe
• PM and design to meet and review acceptance criteria for notes feature
• Close out completed items and move stale items

---

Team Attendance

• Product Managers
  • Gabriella Dominic
  • Jasmine Guraya
  • London Kim
  • Sanju Venugopal
  • Aisha Uqdah
  • Suyen Stevenson
  • Lola Sarumi
• Designers
  • Jon Ilaw
  • Nicci Van
  • Amy Li
  • Nihan Durmaz
  • Jaime Cucalon
  • Julia Echevarria
  • Michael Gruen
• Researchers
  • Sam Seyler
  • Jazmyne Newman
• Developers
  • Erik Guntner
  • John Wroge
  • Paul Espinosa
  • Tyler Thome
  • Ariel Lasry (PM)