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= Council meeting process =
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= Fedora Council Meetings =
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The [https://docs.fedoraproject.org/fedora-project/council/charter.html Fedora Council] holds meetings every other week. They're held in the <tt>#fedora-meeting</tt> channel on Freenode. These meetings have two components: an ''Open Floor'' section where the agenda is set by attendees at the beginning of the hour, and a ''Tickets and Ongoing'' section where the Fedora Program Manager goes through crucial [https://pagure.io/Fedora-Council/tickets/issues open tickets] to make sure each gets attention. We don't want to be entirely ticket-driven (since that's a reactive process), but this helps keep important issues from slipping through the cracks.
 +
 
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You can see our upcoming meeting schedule in [https://apps.fedoraproject.org/calendar/list/council/ Fedocal].
 +
 
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= Council Meeting Process =
  
 
This guide explains how to manage and run a Council IRC meeting. Many of the steps here could well apply to other groups that hold regular IRC meetings as well.  
 
This guide explains how to manage and run a Council IRC meeting. Many of the steps here could well apply to other groups that hold regular IRC meetings as well.  
  
== Pre-meeting ==
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== Pre-meeting ==
  
FIX
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1. Go through [https://pagure.io/Fedora-Council/tickets/issues open tickets] and select several that seem timely or otherwise worth real-time discussion.This is also a good time to poke forward any issues that don't really need to be at the meeting but need further action, or to close issues that are resolved — or which won't be resolved. We want to keep the open tickets reflective of actual work in progress, not merely things we hope to get to someday. (Ticket system or not, there's an infinite pool of potential work for the Council, and keeping open tickets which we have no practical plan to work on is a recipe for sadness all around.)
  
 +
2. Consider other topics that might benefit from real-time discussion in order to move forward. Again, we don't want to block issues on waiting for "everyone in the room" conversations (when we have mailing lists and lazy consensus), but we've found that regular discussion is important.
  
6. Generate an email to the council-discuss@lists.fedoraproject.org list with the following template:  
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3. An automated calendar message should appear on [https://lists.fedoraproject.org/archives/list/council-discuss@lists.fedoraproject.org/ council-discuss@lists.fedoraproject.org list] the day before the meeting. Reply to this message with the following template:  
  
 
{{#tag:pre|  
 
{{#tag:pre|  
Schedule for Wednesday's Fedora Council Meeting ({{#time:Y-m-d|wednesday}})
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Subject: Schedule for the Fedora Council Meeting ({{#time:Y-m-d|thursday}})
 
}}
 
}}
  
 
{{#tag:pre|  
 
{{#tag:pre|  
 +
The Fedora Council will hold our regular meeting at
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1:00pm US/Eastern in #fedora-meeting on irc.freenode.net.
 +
All are welcome!
  
Following is the list of topics that will be discussed in the Council
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To convert to your local time, run:
meeting Monday at 14:00UTC in #fedora-meeting on irc.freenode.net.
 
  
To convert UTC to your local time, take a look at
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  TZ=US/Eastern date -d '1pm {{#time:Y-m-d|thursday}}'
  http://fedoraproject.org/wiki/UTCHowto
 
  
or run:
 
  date -d '{{#time:Y-m-d|wednesday}} 14:00 UTC'
 
  
 +
Expected discussion items include:
  
FIX
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 +
YOUR AGENDA ITEMS HERE
  
  
 
If you would like to add something to this agenda, you can reply to
 
If you would like to add something to this agenda, you can reply to
this e-mail, file a new ticket at https://fedorahosted.org/council,
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this email, e-mail me directly, file a new ticket at
e-mail me directly, or bring it up at the end of the meeting, during
+
https://pagure.io/Fedora-Council/tickets/issues, or if time permits,
the open floor topic. Note that added topics may be deferred until
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bring it up at the end of the meeting, during the open floor topic.
the following meeting.  
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Note that added topics may be deferred until the following meeting.
 
}}
 
}}
  
== Day of meeting ==  
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=== During the Meeting ===
 
 
 
 
1. Generate a text file from the following template:
 
  
 +
You can copy and paste in lines from this template as the meeting proceeds. You may find it helpful to copy this to a file in advance, so you can pre-fill the <tt>topic</tt> lines.
  
 
{{#tag:pre|  
 
{{#tag:pre|  
#startmeeting Council ({{#time:Y-m-d|wednesday}})
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#startmeeting Council ({{#time:Y-m-d|thursday}})
 
#meetingname council
 
#meetingname council
#chair mattdm jkurik jwb langdon robyduck tatica bexelbie
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#chair jwf riecatnor dcantrell dgilmore mattdm x3mboy bookwar bcotton pbrobinson asamalik
 
#topic Introductions, Welcomes
 
#topic Introductions, Welcomes
 
#topic Today's Agenda
 
#topic Today's Agenda
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(paste agenda from previous email)
 +
#topic first topic...
 
#topic next topic...
 
#topic next topic...
 
...
 
...
Line 55: Line 63:
  
  
You can copy and paste in lines from this file as the meeting progresses.
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1. Use the lines up through 'Introductions, Welcomes' to start the meeting.
 +
 
 +
2. Wait for a majority of the Council to show up.
  
== Meeting time ==
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3. Set the agenda — include the tickets from the FPgM, and then use the open floor meeting agenda process:
  
1. Use the lines up to 'init process' to start the meeting.
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* Ask for topics
 +
* Gauge popularity, sort topics
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* Ask if everyone is okay with the sorted list
  
2. Wait a few for people to show up.
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4. We've found that our meetings and discussions are small and informal enough that we don't need special etiquette markers (like <tt>!</tt> to ask for permission to talk). If we ever do have a particularly contentious and popular topic, we may introduce rules like that temporarily — but, usually, it's just not necessary.  
  
3. Go through each topic. Watch time on each and if 15 minutes are reached, ask if people want to keep discussing that topic or move on.  
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5. Keep an eye on the clock — if a topic is using more than the expected time, sometimes that's okay, and other times it's best to ask that discussion continue in tickets and on the mailing list and move on.
  
== Post meeting ==
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6. Make liberal use of [[Zodbot]] commands like <tt>#topic</tt>, <tt>#info</tt>, and <tt>#help</tt>, to populate the meeting minutes.
  
FIX
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=== Post meeting (Tickets and Ongoing) ===
  
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1. The meeting minutes are automatically collected in [https://meetbot.fedoraproject.org/sresults/?group_id=council&type=team Møte] and emailed to [https://lists.fedoraproject.org/archives/list/meetingminutes@lists.fedoraproject.org/ meetingminutes]. It might be nice to find this and also mail it to the list. (Ideally, we'd enhance meetbot to automatically send these minutes to the appropriate list. <tt>#help</tt>, please!)
  
 
2. Process through tickets comment/close them as appropriate.
 
2. Process through tickets comment/close them as appropriate.
  
[[Category:Council]] [[Category:Council policy]]
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3. If you have any action items you can handle quickly, now is really a good time for it. Otherwise, don't forget to add these to your personal todo list.

Latest revision as of 15:51, 24 August 2020

Fedora Council Meetings

The Fedora Council holds meetings every other week. They're held in the #fedora-meeting channel on Freenode. These meetings have two components: an Open Floor section where the agenda is set by attendees at the beginning of the hour, and a Tickets and Ongoing section where the Fedora Program Manager goes through crucial open tickets to make sure each gets attention. We don't want to be entirely ticket-driven (since that's a reactive process), but this helps keep important issues from slipping through the cracks.

You can see our upcoming meeting schedule in Fedocal.

Council Meeting Process

This guide explains how to manage and run a Council IRC meeting. Many of the steps here could well apply to other groups that hold regular IRC meetings as well.

Pre-meeting

1. Go through open tickets and select several that seem timely or otherwise worth real-time discussion.This is also a good time to poke forward any issues that don't really need to be at the meeting but need further action, or to close issues that are resolved — or which won't be resolved. We want to keep the open tickets reflective of actual work in progress, not merely things we hope to get to someday. (Ticket system or not, there's an infinite pool of potential work for the Council, and keeping open tickets which we have no practical plan to work on is a recipe for sadness all around.)

2. Consider other topics that might benefit from real-time discussion in order to move forward. Again, we don't want to block issues on waiting for "everyone in the room" conversations (when we have mailing lists and lazy consensus), but we've found that regular discussion is important.

3. An automated calendar message should appear on council-discuss@lists.fedoraproject.org list the day before the meeting. Reply to this message with the following template:

 
Subject: Schedule for the Fedora Council Meeting (2020-12-03)
 
The Fedora Council will hold our regular meeting at
1:00pm US/Eastern in #fedora-meeting on irc.freenode.net.
All are welcome!

To convert to your local time, run:

  TZ=US/Eastern date -d '1pm 2020-12-03'


Expected discussion items include:


YOUR AGENDA ITEMS HERE


If you would like to add something to this agenda, you can reply to
this email, e-mail me directly, file a new ticket at
https://pagure.io/Fedora-Council/tickets/issues, or if time permits,
bring it up at the end of the meeting, during the open floor topic.
Note that added topics may be deferred until the following meeting.

During the Meeting

You can copy and paste in lines from this template as the meeting proceeds. You may find it helpful to copy this to a file in advance, so you can pre-fill the topic lines.

 
#startmeeting Council (2020-12-03)
#meetingname council
#chair jwf riecatnor dcantrell dgilmore mattdm x3mboy bookwar bcotton pbrobinson asamalik
#topic Introductions, Welcomes
#topic Today's Agenda
(paste agenda from previous email)
#topic first topic...
#topic next topic...
...
#topic Open Floor
#endmeeting


1. Use the lines up through 'Introductions, Welcomes' to start the meeting.

2. Wait for a majority of the Council to show up.

3. Set the agenda — include the tickets from the FPgM, and then use the open floor meeting agenda process:

  • Ask for topics
  • Gauge popularity, sort topics
  • Ask if everyone is okay with the sorted list

4. We've found that our meetings and discussions are small and informal enough that we don't need special etiquette markers (like ! to ask for permission to talk). If we ever do have a particularly contentious and popular topic, we may introduce rules like that temporarily — but, usually, it's just not necessary.

5. Keep an eye on the clock — if a topic is using more than the expected time, sometimes that's okay, and other times it's best to ask that discussion continue in tickets and on the mailing list and move on.

6. Make liberal use of Zodbot commands like #topic, #info, and #help, to populate the meeting minutes.

Post meeting (Tickets and Ongoing)

1. The meeting minutes are automatically collected in Møte and emailed to meetingminutes. It might be nice to find this and also mail it to the list. (Ideally, we'd enhance meetbot to automatically send these minutes to the appropriate list. #help, please!)

2. Process through tickets comment/close them as appropriate.

3. If you have any action items you can handle quickly, now is really a good time for it. Otherwise, don't forget to add these to your personal todo list.