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= FESCo meeting process = | = FESCo meeting process = | ||
This guide explains how to manage and run a FESCo | This guide explains how to manage and run a FESCo Matrix meeting. Many of the steps here could well apply to other groups that hold regular meetings on Matrix as well. | ||
== Pre-meeting == | == Pre-meeting == | ||
One day before the Tuesday meeting, do the following tasks: | |||
1. First check | 1. First, check for any open issues: | ||
https:// | https://pagure.io/fesco/issues | ||
2. | 2. For each issue: | ||
* Make sure to check with and invite stakeholders who may not aware of the issue. In case an already-closed ticket was reopened or a repeat vote is proposed, make sure to include people who participated in the previous round. | |||
* Consider deferring issues where stakeholders have not had adequate notice or are not available for discussion. | |||
* When an issue should be discussed in the meeting, click on 'Edit Metadata' and add the `meeting` tag. Please note that only members of [https://pagure.io/group/fesco fesco] group on pagure can add the `meeting` tag. | |||
* When an issue is older than a week and was already voted upon by enough FESCo members, close it appropriately and remember it for the digest section in the meeting announcement. | |||
3. Generate an email to the devel@lists.fedoraproject.org list with the following template: | 3. Also check for tickets that were closed after last meeting with an in-ticket vote to mention them in the respective section | ||
4. You may want to ping the Change Wrangler to ask if there are any new Changes to discuss | |||
5. Go through the report of `meeting` issues, adding a comment that "This issue will be discussed at the next meeting on …" to each one, and then add them to a copy of the template below: | |||
Following is the list of topics that will be discussed in the FESCo | https://pagure.io/fesco/report/meeting_agenda | ||
meeting | |||
6. Generate an email to the devel@lists.fedoraproject.org list with the following template: | |||
{{#tag:pre| | |||
Schedule for Tuesday's FESCo Meeting ({{#time:Y-m-d|tuesday}}) | |||
}} | |||
{{#tag:pre| | |||
Following is the list of topics that will be discussed in the | |||
FESCo meeting Tuesday at 17:00 UTC in #meeting:fedoraproject.org | |||
on Matrix. | |||
To convert UTC to your local time, take a look at | |||
http://fedoraproject.org/wiki/UTCHowto | |||
or run: | |||
date -d '{{#time:Y-m-d|tuesday}} 17:00 UTC' | |||
Links to all issues to be discussed can be found at: | |||
https://pagure.io/fesco/report/meeting_agenda | |||
= Discussed and Voted in the Ticket = | |||
Title of issue | |||
https:// | https://pagure.io/fesco/issue/### | ||
DECISION (+X, Y, -Z) | |||
= Followups = | = Followups = | ||
#NNN Title of issue | |||
.fesco NNN | https://pagure.io/fesco/issue/NNN | ||
= New business = | = New business = | ||
#NNN Title of issue | |||
.fesco NNN | https://pagure.io/fesco/issue/NNN | ||
= Open Floor = | = Open Floor = | ||
For more complete details, please visit each individual | For more complete details, please visit each individual | ||
report of the agenda items can be found at | issue. The report of the agenda items can be found at | ||
https:// | https://pagure.io/fesco/report/meeting_agenda | ||
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 | ||
this e-mail, file a new | reply to this e-mail, file a new issue at | ||
e-mail me directly, or bring it up at the end of the meeting, during | https://pagure.io/fesco, e-mail me directly, or bring it | ||
the open floor topic. Note that added topics may be deferred until | up at the end of the meeting, during the open floor topic. Note | ||
the following meeting. | that added topics may be deferred until the following meeting. | ||
}} | |||
Replace NNN with the | Replace NNN with the issue numbers and add in Title of issues. | ||
Sample: | Sample: | ||
<pre> | |||
Schedule for Tuesday's FESCo Meeting (2024-01-15) | |||
Following is the list of topics that will be discussed in the FESCo | |||
meeting Monday at 17:00 UTC in #meeting:fedoraproject.org on Matrix. | |||
To convert UTC to your local time, take a look at | |||
http://fedoraproject.org/wiki/UTCHowto | |||
or run: | |||
date -d '2021-06-21 17:00 UTC' | |||
Links to all | Links to all issues below can be found at: | ||
https:// | https://pagure.io/fesco/report/meeting_agenda | ||
= Followups = | = Followups = | ||
# | #724 sponsor request - sdake | ||
.fesco 724 | https://pagure.io/fesco/issue/724 | ||
#1221 Working Group Status Reports | |||
https://pagure.io/fesco/issue/1221 | |||
= New business = | = New business = | ||
# | #751 F17 Feature: DIET - https://fedoraproject.org/wiki/Features/F17_DIET | ||
.fesco 751 | https://pagure.io/fesco/issue/751 | ||
# | #752 F17 Feature: Rework Live CD - https://fedoraproject.org/wiki/Anaconda/Features/ReworkLiveCD | ||
.fesco 752 | https://pagure.io/fesco/issue/752 | ||
# | #754 F17 Feature: ABRT Backtrace Deduplication - https://fedoraproject.org/wiki/Features/ABRTBacktraceDeduplication | ||
.fesco 754 | https://pagure.io/fesco/issue/754 | ||
# | #755 F17 Feature: Font Configuration Tool - https://fedoraproject.org/wiki/Features/FontConfigurationTool | ||
.fesco 755 | https://pagure.io/fesco/issue/755 | ||
# | #756 F17 Feature: English Typing Booster - https://fedoraproject.org/wiki/Features/english-typing-booster | ||
.fesco 756 | https://pagure.io/fesco/issue/756 | ||
= Open Floor = | = Open Floor = | ||
For more complete details, please visit each individual | For more complete details, please visit each individual issue. The | ||
report of the agenda items can be found at | report of the agenda items can be found at | ||
https:// | https://pagure.io/fesco/report/meeting_agenda | ||
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 | this e-mail, file a new issue at https://pagure.io/fesco/, | ||
e-mail me directly, or bring it up at the end of the meeting, during | 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 open floor topic. Note that added topics may be deferred until | ||
Line 102: | Line 133: | ||
== Day of meeting == | == Day of meeting == | ||
1. Send out a reminder | 1. Send out a reminder Matrix message a bit before the meeting to the [https://matrix.to/#/#devel:fedoraproject.org #devel:fedoraproject.org Matrix room]. | ||
2. Generate a text file from the following template: | 2. Generate a text file from the following template: | ||
{{#tag:pre| | |||
!startmeeting FESCO ({{#time:Y-m-d|tuesday}}) | |||
!meetingname fesco | |||
Chairs: @conan_kudo:matrix.org, @ngompa:fedora.im, @nirik:matrix.scrye.com, @humaton:fedora.im, @zbyszek:fedora.im, @sgallagh:fedora.im, @jistone:fedora.im, @dcantrell:fedora.im, @decathorpe:fedora.im, @salimma:fedora.im | |||
!topic Init Process | |||
!topic #NNNN TICKET TITLE | |||
!fesco NNNN | |||
!agreed DECISION (+X, Y, -Z) | |||
... | ... | ||
!topic Next week's chair | |||
!action NAME will chair next meeting | |||
!topic Open Floor | |||
!endmeeting | |||
}} | |||
You can copy and paste in lines from this file as the meeting progresses. | You can copy and paste in lines from this file as the meeting progresses. | ||
== Meeting time == | == Meeting time == | ||
Line 130: | Line 159: | ||
2. Wait a few for people to show up. Confirm there are at least (5) voting members present for Quorum. If not, cancel meeting. | 2. Wait a few for people to show up. Confirm there are at least (5) voting members present for Quorum. If not, cancel meeting. | ||
3. Go through each topic. Watch time on each and if | 3. Go through each topic. Watch time on each and if 15 minutes are reached, one of the following actions may be taken: | ||
* If there is a vote to continue, then discussion continues for an additional 15 minutes. | |||
* If there is no vote to continue the discussion after the initial 15 minutes, ask those members who are discussing the issue to clearly write up their thoughts and position on a wiki page for consideration at the next meeting. Each view point can list their thoughts as a separate proposal, or work off-line with others, to come up with a single proposal acceptable to them all. The wiki page is used in the next meeting to guide discussions and voting. | |||
== Post meeting == | == Post meeting == | ||
1. When | 1. When !endmeeting runs it displays links for the logs. Use the .txt and then .log.txt files to send an e-mail as a reply to the meeting schedule e-mail. | ||
The subject should be: | |||
{{#tag:pre|Summary/Minutes from today's FESCo Meeting ({{#time:Y-m-d|tuesday}}) | |||
}} | |||
Send the e-mail right after the meeting to not forget it. | |||
2. Process through tickets comment/close them as appropriate. | 2. Process through tickets comment/close them as appropriate. | ||
[[Category:FESCo]] [[Category:FESCo policy]] | [[Category:FESCo]] [[Category:FESCo policy]] |
Latest revision as of 09:36, 25 June 2024
FESCo meeting process
This guide explains how to manage and run a FESCo Matrix meeting. Many of the steps here could well apply to other groups that hold regular meetings on Matrix as well.
Pre-meeting
One day before the Tuesday meeting, do the following tasks:
1. First, check for any open issues:
https://pagure.io/fesco/issues
2. For each issue:
- Make sure to check with and invite stakeholders who may not aware of the issue. In case an already-closed ticket was reopened or a repeat vote is proposed, make sure to include people who participated in the previous round.
- Consider deferring issues where stakeholders have not had adequate notice or are not available for discussion.
- When an issue should be discussed in the meeting, click on 'Edit Metadata' and add the
meeting
tag. Please note that only members of fesco group on pagure can add themeeting
tag. - When an issue is older than a week and was already voted upon by enough FESCo members, close it appropriately and remember it for the digest section in the meeting announcement.
3. Also check for tickets that were closed after last meeting with an in-ticket vote to mention them in the respective section
4. You may want to ping the Change Wrangler to ask if there are any new Changes to discuss
5. Go through the report of meeting
issues, adding a comment that "This issue will be discussed at the next meeting on …" to each one, and then add them to a copy of the template below:
https://pagure.io/fesco/report/meeting_agenda
6. Generate an email to the devel@lists.fedoraproject.org list with the following template:
Schedule for Tuesday's FESCo Meeting (2024-08-20)
Following is the list of topics that will be discussed in the FESCo meeting Tuesday at 17:00 UTC in #meeting:fedoraproject.org on Matrix. To convert UTC to your local time, take a look at http://fedoraproject.org/wiki/UTCHowto or run: date -d '2024-08-20 17:00 UTC' Links to all issues to be discussed can be found at: https://pagure.io/fesco/report/meeting_agenda = Discussed and Voted in the Ticket = Title of issue https://pagure.io/fesco/issue/### DECISION (+X, Y, -Z) = Followups = #NNN Title of issue https://pagure.io/fesco/issue/NNN = New business = #NNN Title of issue https://pagure.io/fesco/issue/NNN = Open Floor = For more complete details, please visit each individual issue. The report of the agenda items can be found at https://pagure.io/fesco/report/meeting_agenda If you would like to add something to this agenda, you can reply to this e-mail, file a new issue at https://pagure.io/fesco, 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 issue numbers and add in Title of issues.
Sample:
Schedule for Tuesday's FESCo Meeting (2024-01-15) Following is the list of topics that will be discussed in the FESCo meeting Monday at 17:00 UTC in #meeting:fedoraproject.org on Matrix. To convert UTC to your local time, take a look at http://fedoraproject.org/wiki/UTCHowto or run: date -d '2021-06-21 17:00 UTC' Links to all issues below can be found at: https://pagure.io/fesco/report/meeting_agenda = Followups = #724 sponsor request - sdake https://pagure.io/fesco/issue/724 #1221 Working Group Status Reports https://pagure.io/fesco/issue/1221 = New business = #751 F17 Feature: DIET - https://fedoraproject.org/wiki/Features/F17_DIET https://pagure.io/fesco/issue/751 #752 F17 Feature: Rework Live CD - https://fedoraproject.org/wiki/Anaconda/Features/ReworkLiveCD https://pagure.io/fesco/issue/752 #754 F17 Feature: ABRT Backtrace Deduplication - https://fedoraproject.org/wiki/Features/ABRTBacktraceDeduplication https://pagure.io/fesco/issue/754 #755 F17 Feature: Font Configuration Tool - https://fedoraproject.org/wiki/Features/FontConfigurationTool https://pagure.io/fesco/issue/755 #756 F17 Feature: English Typing Booster - https://fedoraproject.org/wiki/Features/english-typing-booster https://pagure.io/fesco/issue/756 = Open Floor = For more complete details, please visit each individual issue. The report of the agenda items can be found at https://pagure.io/fesco/report/meeting_agenda If you would like to add something to this agenda, you can reply to this e-mail, file a new issue at https://pagure.io/fesco/, 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 Matrix message a bit before the meeting to the #devel:fedoraproject.org Matrix room.
2. Generate a text file from the following template:
!startmeeting FESCO (2024-08-20) !meetingname fesco Chairs: @conan_kudo:matrix.org, @ngompa:fedora.im, @nirik:matrix.scrye.com, @humaton:fedora.im, @zbyszek:fedora.im, @sgallagh:fedora.im, @jistone:fedora.im, @dcantrell:fedora.im, @decathorpe:fedora.im, @salimma:fedora.im !topic Init Process !topic #NNNN TICKET TITLE !fesco NNNN !agreed DECISION (+X, Y, -Z) ... !topic Next week's chair !action NAME will chair next meeting !topic Open Floor !endmeeting
You can copy and paste in lines from this file as the meeting progresses.
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 (5) voting members present for Quorum. If not, cancel meeting.
3. Go through each topic. Watch time on each and if 15 minutes are reached, one of the following actions may be taken:
- If there is a vote to continue, then discussion continues for an additional 15 minutes.
- If there is no vote to continue the discussion after the initial 15 minutes, ask those members who are discussing the issue to clearly write up their thoughts and position on a wiki page for consideration at the next meeting. Each view point can list their thoughts as a separate proposal, or work off-line with others, to come up with a single proposal acceptable to them all. The wiki page is used in the next meeting to guide discussions and voting.
Post meeting
1. When !endmeeting runs it displays links for the logs. Use the .txt and then .log.txt files to send an e-mail as a reply to the meeting schedule e-mail. The subject should be:
Summary/Minutes from today's FESCo Meeting (2024-08-20)
Send the e-mail right after the meeting to not forget it.
2. Process through tickets comment/close them as appropriate.