EPEL-meeting-process

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EPEL meeting process

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

Pre-meeting

On Wed (or at least Thursday!) before the Friday meeting, do the following tasks:

1. First, check the trac "All Active Tickets" report:

https://fedorahosted.org/epel/report/1

2. For each ticket, make sure to check with and invite stakeholders who may not be CC'd in the ticket. Consider deferring issue if stakeholders have not had adequate notice and are not available for discussion.

3. When a ticket is ready for discussion, add the 'meeting' keyword.

4. Go through the report of 'meeting' tickets, and add them to a copy of the template below.

https://fedorahosted.org/epel/report/9

5. Generate an email to the epel-devel@lists.fedoraproject.org list with the following template:

 
Schedule for Friday's EPEL Meeting (2024-04-19)

 

Following is the list of topics that will be discussed in the EPEL
meeting Wednesday at 17:00UTC in #fedora-meeting on irc.freenode.net.

To convert UTC to your local time, take a look at
  http://fedoraproject.org/wiki/UTCHowto

or run:
  date -d '2024-04-24 17:00 UTC'


Links to all tickets below can be found at: 
https://fedorahosted.org/epel/report/9

= Followups =

#topic #NNN Title of ticket
.fesco NNN
https://fedorahosted.org/epel/NNN

= New business =

#topic #NNN Title of ticket
.fesco NNN
https://fedorahosted.org/epel/NNN

= Open Floor = 

For more complete details, please visit each individual ticket.  The
report of the agenda items can be found at
https://fedorahosted.org/epel/report/9

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/epel,
e-mail me directly, or 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. 

Replace NNN with the ticket numbers and add in Title of tickets.

Sample:

Schedule for Fridays EPEL Meeting (2014-10-01)

Following is the list of topics that will be discussed in the EPEL
meeting Friday at 17:00UTC in #fedora-meeting on irc.freenode.net.

To convert UTC to your local time, take a look at
  http://fedoraproject.org/wiki/UTCHowto

or run:
  date -d '2014-10-01 17:00 UTC'

Links to all tickets below can be found at: 
https://fedorahosted.org/epel/report/9

= Followups =

#topic Some older ticket
.epel 27
https://fedorahosted.org/epel/ticket/27

= New business =

#topic Some new ticket
.epel 30
https://fedorahosted.org/epel/ticket/30

= Open Floor = 

For more complete details, please visit each individual ticket.  The
report of the agenda items can be found at
https://fedorahosted.org/epel/report/9

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/epel,
e-mail me directly, or 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.

Day of meeting

1. Send out a reminder IRC message a bit before the meeting to the #epel IRC channel.

2. Generate a text file from the following template:

 
#startmeeting EPEL (2024-04-19)
#meetingname EPEL
#chair avij bstinson smooge Evolution nirik
#topic init process
#topic #NNN TICKET TITLE
...
#topic Next week's chair
#topic Open Floor
#endmeeting

You can copy and paste in lines from this file as the meeting progresses.

3. Start an email replying to the agenda post. Change the subject to: Summary/Minutes for today's EPEL meeting (2024-04-19)>

Meeting time

1. Use the lines up to 'init process' to start the meeting.

2. Wait a few for people to show up. Confirm there are at least (3) voting members present for Quorum. If not, cancel meeting.

3. Go through each topic. Watch time on each and if 15minutes are reached, ask if people want to keep discussing that topic or move on.

Post meeting

1. When #endmeeting runs it displays links for the logs. Use the .txt and then .log.txt files in your email created above. Send out right after meeting. (If you wait, it's very easy to forget).

The subject should be:

 
Summary/Minutes from today's EPEL Meeting (2024-04-19)

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