From 30cb87b2fc52a433d734769bc5052ca8f862b2d1 Mon Sep 17 00:00:00 2001 From: Daniel Silverstone Date: Sat, 16 Jul 2022 10:22:02 +0100 Subject: (meetings): Informative meeting process Signed-off-by: Daniel Silverstone --- contributing.mdwn | 3 ++ meetings.mdwn | 94 +++++++++++++++++++++++++++++++++++++++++++++++++++++++ 2 files changed, 97 insertions(+) create mode 100644 meetings.mdwn diff --git a/contributing.mdwn b/contributing.mdwn index 5543551..055c9b1 100644 --- a/contributing.mdwn +++ b/contributing.mdwn @@ -34,6 +34,9 @@ The primary version control repository is a GitLab: There is an identical copy on Lars's personal git server: . You can use either. +# Regular meetings + +As a project, we hold [[regular meetings|meetings]], we'd love to see you at one of them. # Reporting issues diff --git a/meetings.mdwn b/meetings.mdwn new file mode 100644 index 0000000..afc936e --- /dev/null +++ b/meetings.mdwn @@ -0,0 +1,94 @@ +[[!meta title="Subplot meetings"]] + +# Policy + +1. The Subplot project holds regular meetings +2. These meetings are arranged by a core developer (one of Daniel or Lars) +3. These meetings are held regularly and are open to anyone who wishes to attend +4. Meeting logs are recorded into this website +5. If any of this policy changes, this web page will be updated. Changes to + this policy are managed as per [[project governance|governance]] +6. Subsequent content on this page is to be considered informative, not normative. + +# Why have meetings? + +Subplot is primarily developed by people who live in different countries. +As such it's important that we stay in touch and coordinate our efforts. +Also, we do not want to be in a situation where decisions are made in back +channels or secret conversations and thus are not properly recorded and +communicated to those contributors to the project who are not able to make +it to meetings. + +# Who attends meetings? + +Currently Subplot meetings require only one of the core contributors to attend +in order for them to be quorate; though in general at least Daniel and Lars will +be at them. Anyone else who is interested in Subplot, even if they are not yet a +contributor, is welcome to attend the meetings. + +# When are the meetings? + +The Subplot meetings are currently scheduled every two weeks, on Saturdays, at +approximately 15:30 Finnish local time. This translates to 13:30 UK local time, +or 08:30 Eastern Standard Time. + +If a quorum of core developers is not available, then the meeting will be deferred. +Communication of this deferral will only happen to those who have expressed an +interest in attending meetings, and the decision to defer will typically be made +on the [[Subplot matrix channel|contact]]. + +The meetings typically fall at the end of a development iteration (two weeks of +development assuming the meeting is not deferred). + +# What is on the agenda? + +The full agenda for a meeting will be shared among those who express an interest in +attending the meeting. For now, the agenda is managed in a mechanism private to +Daniel and Lars; though there is a standing item to consider changing this if there +are others interested in the meetings. + +In any Subplot meeting, we always have the following agenda items: + +- Review any minuted action items from the last meeting +- Discuss the iteration which is ending +- Review the status of any outstanding MRs in the [Subplot repositories][repos] +- Review the status of any non-main branches in the [Subplot repositories][repos] +- Review all pipelines +- Review the current goal statement, making any adjustments if needed +- Review open issues in all of the [Subplot repositories][repos] + - We tend to alternate between recently-updated issues and all non-someday-maybe issues. + - Whenever a goal changes, we also review all someday-maybe issues +- Review the 'recurring agenda items' issues. +- Plan the next iteration, including whether or not we want to make a release in the iteration. +- Review the reach-out list for the current goal, ready for goal completion +- Review the hosting situation + - This includes status of website hosting, repository hosting, etc. + - Gitlab has a free software program where we benefit from extra features, this has to be + reviewed every year at least. +- Any other business brought up during the iteration + +[repos]: https://gitlab.com/subplot/ + +# How are meetings held? + +Before the meeting, someone is selected to take the minutes. Commonly this will rotate +among the regular attendees of the meeting. In addition someone will be selected to +chair the meeting (run the agenda) and that person will typically not be the person +who is taking the minutes since it's hard to do both at once. + +Again, in advance of the meeting, the minute-taker will typically draft the minutes +and prepare a branch in `subplot-web` to show them. If appropriate they will even +open a draft MR ready for comments. + +When it is time for the meeting, one of the core developers will paste a link to +a video chat in the [[Subplot matrix channel|contact]]. Once attendees are present, +the agenda will be followed, and the outcomes and details recorded into the minutes. +Depending on the set of meeting attendees, there may be other discussion, though that +is outside the purview of this process. + +# How are the minutes published? + +When the meeting is over, the person who took the notes will tidy them up, and file an +MR on the [subplot-web](https://gitlab.com/subplot/subplot-web) repository to submit +the minutes to the blog section of the site. The MR will be linked on the matrix channel +and review and merge will occur from there in a normal way. -- cgit v1.2.1