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# System prepended metadata

title: Rolling meeting notes

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# Rolling meeting notes

* [Kanban on Taiga](https://tree.taiga.io/project/juliaferraioli-fossy/kanban)
* [Submitted Proposals](https://2023.fossy.us/reviews/section/community/all/)

## Backlog agenda items

* ...

## 2023-06-30
Present: julia, Monica, Josh
Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team)

* Check-in
* Room leads for timekeeping and speaker intros
    * Rotation of julia, Monica, and Josh
    * Monica: 1030am - 4pm on Friday
    * julia: 4pm - 630pm on Friday
        * 1030am - 12pm on Saturday
    * Josh: 12pm - 630pm on Saturday
    * We'll plan for 1-3min at the beginning and end on Friday and Saturday
* Stickers
    * Ordering 50, 1x1 hiring/looking stickers for use on badges
* Speaker gifts
    * Neighborhood map w speaker names
* Approach to Q&A
    * One question per person, no two parters
    * No "this is less of a question than a comment"
    * Moderated Q&A by writing questions down
    * We should consult with speakers on their preference
        * Some want questions during

Action items:

* Josh to inform Tracy RE room leads
* Josh to inform beginning/ending speakers about brief open/close
* Josh to begin planning a track lunch on either Fri or Sat
* Monica to get final version from Marie to julia
* julia to order stickers
* Monica to bring speaker gift project to completion

## 2023-06-02
Present: Josh, julia
Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team)

* Check-in
* Recap what we know
    * 2 days, Friday and Saturday
    * 12 units of content
* Closing out CFP
* Speaker and volunteer gifts
* ...

Action items:

[] ...

## 2023-05-23 w/ Conservancy
Present: Karen, Pono, Tracy, Josh
Video call: [BBB](https://bbb.sfconservancy.org/b/tra-kez-ffd-afr)

* We got a shout out for real subtleties in our review process
* Notes from their side
    * Confirming 3 days
    * Want to make sure everyone is giving only 1 talk
        * If there are ones we feel strongly about, let them know
        * Want to follow up in next week or two
* List of speakers who are in other tracks too
    * matt - proably speaking in his track
        * he submitted many talks
    * anna - want to give to DEI track
    * sage - want to give to DEI track
    * salt - want to give to business track
    * vishal - no strong feelings
    * eriol - we want
    * kyle davis - we want
    * dawn - we want
    * joshua wilson - we want (notes needs to be on 15th or 16th)
    * Benito - we want
    * richard littauer - we want -- but he has a stronger talk elsewhere
    * karsten wade - we want
    * georg - we want
* Schedule notes
    * Joshua Wilson - needs to be 15th or 16th
    * Spot - needs to be 13th or 14th
    * We'll probably be the 14th and 15th then
* My feedback
    * We're happy to have our talks deduped into other tracks
    * We can do a goo
* VERY STRONG POSITIVE FEEDBACK
    * Quality of reviews, promotion, and response
    * Thoughtful and easy to work with


ACTION ITEMS
* Josh to email team with notes - on 2-3 days, on which talks we feel strongly about

## 2023-05-22
Present: Monica, Josh
Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team)

* Check-in
* Observations
    * Some disagreement among reviewers as to appropriateness of business-audience
    * Significant # of generalist community management best practices talks
    * Need to dedupe or refer to tracks
        * DEI
        * Sustainable Open Source Business 
* Review process
    * Background info, if any
    * First pass based on scores
    * Walking through disagreements and low scoring
    * Making choices where there's duplication
    * Representation pass

## 2023-05-19
Present: julia, Monica, Stephen, Josh
Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team)

* Check in
* Level set on review process before we start
    * Review [Brief for program committee](/NVvnrNouQ6qpRp0dWC4oZA)
        * Brief is LGTM'd by all
    * Who do we have for program ctte?
        * Carmen Andoh
        * Marie Nordin
        * Ben Cotton
        * Justin Abrahms
* CFP results
    * [Export to Google Sheets](https://docs.google.com/spreadsheets/d/119Iphz58Q2I7arB9398EVu5R74-1HE321sSrU7jSnkE/)
    * Format breakdown
        * 26 long talks (50min)
        * 11 short talks (25min)
        * 1 lightning talk (5-10min)
    * Want a mix of formats within each day
    * Reconvening post-review but pre-Tracy on Monday at 1pm Pacific/4pm Eastern
    * Lightning talks
        * If the 1 proposal we got gets good reviews, maybe it's an opener?
        * Perhaps block or blocks of lightning talks, based on on-site "CFP"
* Post-review phase considerations
    * Guiding principles for Josh in final selection
        * Prioritize by quality as gauged by reviews
        * Maximize representation
            * We don't have much data to go on
        * Minimize duplication
            * No double headers
        * Aim for mix of formats each day
        * Aim for a coherent flow of content

Action items:

* Josh to come to Monday meeting with initial analysis of review, and agenda
* Josh to do *private* demographic research, and note provenance (esp whether background knowledge or sourced from bio, etc)
* Josh will email team Saturday night to indicate if we need to go all hands on deck as reviewers
* Monica to send out kickoff email to reviewers

## 2023-05-05
Present: julia, Monica, Stephen, Josh
Video call: [Jitsi](https://meet.jit.si/fossy-allstar-track-team)

* Check-in
* Everyone registered?
* CFP
    * Deadline slated for extension
    * Office hours
    * [Current submissions](https://2023.fossy.us/reviews/section/community/all/)
    * Invitations
        * Expected proposals
            * Chris Neugebauer (disclaimer: Josh's husband) on event organizing
            * Michael Downey/Leslie Hawthorn on "Move Fast & Fix THings: FOSS in a Broken World"
        * Getting beyond usual suspects

Action items:

* [x] julia to put together a card for action of preparing for review process
* [x] julia to create 2 cards per person for reaching out to reviewers and speakers

## 2023-04-21

Present: Monica, Julia, Josh
Video call: [Jitsi](https://meet.jit.si/moderated/d8a8079fb6c4211f76cef700abfbd7e3e46614e09532d0f32995afc4a7422589)

* Check-in
* Assorted questions
    * Lodging recommendations?
    * When are folks getting in?
        * Josh and Julia tentatively aiming for day before
    * Do we have a shared CFP date close?
        * Probably
* Meta
    * Roles 
        * Straw proposal for roles: program chair, volunteer wrangler, team leader, A/V, comms
        * Nixing A/V, scoping tightly for year 1
        * We don't have access to official comms, so let's make that a distributed responsibility
        * Volunteer wrangler might be more than one role:
            * on-site speaker wrangling
            * reviewer wrangling
            * track wrangling
        * Looking at our team, what do we want to do?
            * julia is team leader
            * Monica is track liaison
            * Josh is program chair
            * Leaving space for Stephen's availability and interest
    * Communication tools
        * Nix Matrix, double down on HackMD and email?
            * Yes decentering Matrix, using email
        * HackMD doesn't support tagging or spreadsheets
        * julia to research
    * Meeting time
        * This time slot?
            * Yes!
        * Weekly? Biweekly?
            * Biweekly for now
* CFP
    * CFP text – good with our proposed text?
        * Broadly yes, however, let's update our list of suggested topics in view of track listing
    * Other tracks
        * Full listing @ https://2023.fossy.us/pages/tracks.html
        * What is Science of Community?!
            * Perhaps related to Molly de Blanc
            * Perhaps the diff name from "Research for All" org'd by Molly de Blanc, Kaylea Champion, Mako Hill, and Aaron Shaw
            * We'd prefer they use the original name Research for All
            * We're concerned about confusing prospective speakers
        * Decision to keep or drop "community" hinges on above question
    * Types of talks: Presentation (40-45 min), Short Presentations (20-25 min), or Lightning Talks (5-10 min)


Action items
* ✅ ALL: register @ https://2023.fossy.us/dashboard/ 
* Monica to find out if tickets for track leads and volunteers are comped (probably yes)
* Monica to find out what Science of Community is
* ✅ julia to do research on project management tools with more nuance than HackMD
* ✅ Josh to update calendar invite to make it biweekly, add a Jitsi link
* ALL (esp Josh) to start thinking about prospective speakers and reviewers to invite to CFP, to share with Monica


## 2023-04-10

Present: Monica, Josh, Stephen
Link: https://meet.google.com/vgv-tyyk-uzu

* Check-in
* Health & Safety
    * Is a blocker for promotion and recruitment
    * Josh let them know
    * FOSS@Play plans to set a strong baseline, independent of FOSSY's own plans
* Call for papers
    * When is this slated to open? Will this be shared dates across all tracks? UNKNOWN
    * Want to coordinate with organizers of tracks that have overlap with ours
    * Recruiting other reviewers
        * It may end up just being us
        * But let's try to invite some people on certain topics
    * Content brainstorming
        * Keynote – Stephen suggests Bradley on subject of Harvey Birdman rule to keep a community together
        * Richard Fontana spoke about it 10 years ago at FOSDEM so it would be good to see how Harvey Birdman has changed: <https://archive.fosdem.org/2013/schedule/event/copyleft_next/>
* Call for volunteers
    * Reference doc (thx julia!) https://hackmd.io/BnGvRRUOSHKhLcteqHsELA
    * Roles to be filled
    * Wranglers of volunteers
    * Make a new doc for this in HackMD
* Planning timeline
    * 04/10 - Week of Planning
    * 04/17 - Week of CfP and CfV Writing 
    * 04/24
    * 05/01 - 
    * 05/07 - 
* ... in no particular order ...
    * Planning infra
    * AV
      * Stephen's experience at Cleveland Clinic recently for a medical symposium
      * What experience do we want?
          * GOOD Q and A experience and balance between online and in-person
          * Written Q and A for onsite!
      * How does this tie into health & safety?
      * How are other tracks looking at this, if at all?
    * Other accepted tracks: DEI, FOSS@Play, FOSS for Education, Open Work (govt and edu), AI + Data, BSD, Containers
* Approach to Q&A
    * Want it to be moderated
    * Get all things in writing
    * A balance of in-person and online
    * Can then answer questions after-the-fact
    * Will discuss at upcoming meeting
* Josh's thoughts
    * How do we manage ownership of tasks?
        * One person responsible for one thing
        * Unity of Command/ Cockpit Resource Management
        * Don't overrely on conservacy staff
        * For day-f, make sure there's relief
        * Lead-up
            * CFP
            * Review of CFP
            * Program Design
            * Recruitment (Speakers, Volunteers)
            * Promotion
            * Speaker Manager
        * Day Of (On-Site)
            * Track Host 
            * Runner
            * Q&A Moderator (could be responsibility of host)
        * Day Of (On-Line)
            * Chat moderation
            * Social
        * Post-Conference 
            * Speaker Thank Yous
            * Retrospective (with feedback from attendees)
            * Process Baking 

Next steps:

* ✅ Josh to request adding Stephen and julia on the track organizer mailing list
    * Use smkellat@gmail.com for Stephen.  If needed, you can call him "Professor Kellat" as needed to handle social requirements.
~~* Monica to connect with complementary track organizers on coordinating CfPs
~~* Monica to set up Jitsi or BBB, and find a kanban board
* Follow up email
    * _Set up a weekly meeting_ - Monica to send out poll
    * _Brainstorm reviewers and invited speakers_
    * Monica will report on conversations w/ other tracks re: topics

## 2023-03-03

Present: Monica, Julia, Josh
Link: https://meet.google.com/ucw-tzje-azt

* Check-in
* Action item follow up
    * SFC doesn't know many details yet, will need to play by ear
* Review themes: https://hackmd.io/QrA7JshaQIKvFTGC5DpXCg
    * Round robin review / Julia taking notes in that doc
    * Next 20 years of open source - let's promote this out of themes, make a dedicated session we run or have conference-wide thing
    * Monica suggests allowing submitters to pick top 3 themes (enthusiastic agreement)
    * Discussion of title: Julia notes "Community" as the "everything else bucket" is an antipattern in the culture
        * We'll take this offline as an action item
* Volunteer roles ➡️
* Proposal draft: https://hackmd.io/DU4jxiiNQjGBIfQ0vUTqfg
    * Proposal draft forces us to choose only 2 people
    * EVERYWHERE ELSE we will share the whole team
* Next steps
    * Midweek async check-in on Matrix
    * Meet on 10th for decisions
    * Meet on 17th for final edits and submission
* STICKERS! SIG OUCH! We want to make sure disability and chronic illness is salient in discussion

Next steps:

* ALL brainstorm a couple titles each
* ALL propose a theme mapping based on today's discussion
* MONICA to brainstorm volunteer roles with STEPHEN

## 2023-02-17 | Intros and brainstorming

Present: Monica Ayhens-Madon <mayhens@gmail.com>, Julia Ferraioli <me@juliaferraioli.com>, Stephen Kellat <smkellat@gmail.com>, Josh Simmons <josh@josh.tel>

* Intros
  * Monica (GA) / Stephen (PA) on Eastern Time
  * Julia (WA) / Josh (CA) on Pacific Time
* Proposals due Sunday, March 19
* Brainstorming
  * Anything from 1-4 days
  * Limiting factor may be bandwidth
  * Other people may be thinking about organizing such a thing, and could join us as organizers and reviewers
  * Community ends up being a grab bag, we probably won’t have a lack of content
    * Eg docs, community management, contributor experience, governance, sustainability
  * Straw proposal: 3-4 days, pick a theme per day
    * Scheduling gets messy, may not be able to have strict theme per day
    * Pick ~8 themes to suggest in CFP, and maybe aim for themed blocks rather than days depending on how proposals turn out
  * Look at other tracks to join forces or inform where we _don’t_ need to focus
  * Accessibility
    * Hybrid event
    * Monica notes Stephen may be able to help here on the tech side
    * Stephen notes shorter presentations are better for that, 15-25min + Q&A
    * Need to incorporate virtual attendees for Q&A
    * Virtual/hybrid hallway track
    * Want to make sure virtual attendees feel included
  * Accessibility
    * No hint that Conservancy is planning live captions, **but we want captions**
    * Josh can connect with Karen about captioning
  * Josh as primary proposer / Monica as secondary (Julia willing)
* Things to brainstorm
  * Themes
  * How these topics fit into the broader ecosystem
  * Audience
* Themes
    * Open source and education (broadest possible interpretation)
* Want to challenge ourselves to uplift people
    * CFP clinics
    * First time speakers
    * Underrepresented and up-and-coming voices
* Volunteers! 
    * We don’t want to torture ourselves or burn ourselves out
* Let’s meet frequently on the way
    * Async next Fri-Sun
    * **Sync meeting Friday, March 3rd @ 8am PT/11am ET**


Next steps:

* ✅ JOSH to connect with Karen on captioning, keynotes, open spaces, lightning talks
* ✅ JOSH to put out call for other organizers in #conservancy
* ⏳ JULIA to break down volunteer roles
* ✅ JULIA to start a Matrix channel
* ✅ MONICA to start the Hackmd doc
* ✅ MONICA to send next calendar invite
* ✅ ALL brainstorm themes offline
