2021-06-02 All-hands Catch-up

[altsalt]

2021-06-02 SeaGL 2021 memorial day bi-weekly all-hands catch-up

• June 2nd, 2021. 1700 Pacific Time
• Agenda
• Shared Pad
• Jitsi URL
• Previous meeting minutes

Procedural

Check-in round

• Attendees:
• Apologies: Salt
• Facilitator:
• Note Taker(s):
• Note Taker next meeting: Nathan

Metrics (previous --> current)

• Keynote nominations: 12 --> 35
• (keep brainstorming!)

Previous meeting feedback

• many kudos:
  • keith: great meeting, hope to be more around in next couple of weeks
  • andrew: seems to be a good meeting format
  • deb: great to see everyone, like going through tickets
  • norm: new to all of this, interest, will need to not use tablet for meetings
  • der.hans: good meeting, look forward to catching up
  • rachel: still receiving benefit of rules without them being as strict, meetings running much more smoothly
  • salt: thanks, want to work on integrating the issues a bit, would like to hear from people we haven't heard from for a while
• GH issue emails are a bit noisy (keith has offered help for anyone having this... issue)
• Comb GH issues a bit more beforehand to expedite things

Minute of silence (get into the SeaGL headspace)

• Review agenda
• Consider tensions, progress updates, blockers, questions
• Gather personal notes, tasks, emails

Agenda

Previous TODOs

3/8

• transition fiscal sponsorship away from the FSF #75 transition fiscal sponsorship away from the FSF (Salt and Deb)
  • Salt: OSI has tentatively approved our request, needed a sustainability statement, Salt drafted it, still working on final approval
• document the new project management system #78 Document the new project management system (Salt)
  • Salt: underwater with finals week projects/grading, but it is on track for Mid-June
• finalize committee descriptions #79 Finalize committee descriptions (Salt)
  • Salt: underwater with finals week projects/grading, but it is on track for Mid-June
• fill out SeaGL 2021 staff leads list #80 Fill out SeaGL 2021 staff lead seats (Salt)
  • still looking for: 1x Finance, 1x Promotion/Outreach, 1x Partnerships, 2x Volunteers, 1x IDEA, 2x CoC
• Asynchronously review feedback from last year's retrospective #81 Set up asynchronous method to review feedback from last year (Salt)
  • Salt: still waiting for more responses, welcoming of any suggestions
• publish 2020 videos #82 Publish 2020 videos (Tech)
• ship 2020 speaker swag #83 Ship 2020 speaker swag (Salt)
  • Salt: underwater with finals week projects/grading, but it is on track for Mid-June, bit blocked by Talk to programming and partnerships about what to include in 2020 gift shipments #106

5/3

• Talk to programming and partnerships about what to include in 2020 gift shipments #106 Talk to programming and partnerships about what to include in 2020 gift shipments (Salt)
  • Salt: Ideally, this will include update about talk recordings
• Prepare 2021 Sponsor Prospectus #110 Prepare 2021 Sponsor Prospectus (Finance and Partnerships)
  • Salt: Hans and Christy should be sure to sync

5/17

• Send instructions for everyone to help with YouTube video transcription #122 Send instructions for everyone to help with YouTube video transcription. (Keith)
  • Hans: will we have standalone transcripts as well?
  • Nathan: I haven't heard anything about this, but we should be careful, as not all talks can stand on their own with just a transcript and no slides
  • Salt: Dealing with some permission issues, but it sounds like folks will be able to login soon, a list of video links has been created and will go out for signups soon
• Flesh out 2021 timeline #85 Add 2021 timeline to pad, ask for addition in GH issue (Salt)
• 2021 format blog post #56 Review draft of virtual announcement blog post and LGTM (Rachel and Ben)
  • Salt: PR still open bit seems like it has been reviewed
  • Salt: lets update the post date since it's been a while, and get it published ASAP
• Add the note to template that "Meeting minute notes are public by default." #65 Add the note to template that "Meeting minute notes are public by default." (Salt)
• Review then migrate public issues from staff repo to org repo #66 Review then migrate public issues from staff repo to org repo (Salt)
• Linux Magazine website ads #59 Finalize and send 2021 ads to Linux Magazine (Ben)
• Each committee has organized first 2021 meeting #112 All committees have had their first meeting, and figured out whether a regularly scheduled one makes sense (Chairs)
• Add Ben Cotton to the announce list moderators list (Salt)
• Add a box for Fediverse contact on the keynote nomination form (in addition to existing Twitter) (Rachel)
  • Hans: Thank you for adding this new field!
• Share/retweet keynote nomination link #67 Share/retweet keynote nomination link (Everyone)
  • Nathan: Thanks everyone for your help in promoting this
  • Nathan: closing tonightish
• Reach out to James Mason, lead of LFNW and OSEM maintainer #68 Reach out to James Mason, lead of LFNW and OSEM maintainer (Andrew)
• Put out a call for more tech volunteers, especially for OSEM/Rails on social media #69 Put out a call for more tech volunteers, especially for OSEM/Rails on social media (Outreach)
• Start planning and announcing the 2021 career expo #70 Start planning and announcing the 2021 career expo (der.hans)
  • Hans: announced to previous organizers, scheduling meetings/correspondance
• Write email to SeaGL announce list #71 Write email to SeaGL announce list (Outreach)

New Items

• Clean-up email ratsnest #123 Clean-up email ratsnest
• Close out 2020, that list in the corner we never look at... #124 Close out 2020, that list in the corner we never look at...
  • Salt: please review 2020 Wrapup tickets and take yours or pass them to someone else, so we can get these wrapped up

IRC (Nathan)

• PR to update web site to change to Libera.chat seems like it was merged
• no announcement seems to have been made thus far
• Salt: blockers are having a blog post and a functioning bridge into Libera.chat from Matrix
• Salt: Matrix is having issues with some channels unbridging from Freenode
• Salt: we need to upgrade the Matrix channel version either way, so this seems like a good time to transition from Matrix.org to Seattle Matrix instance
• Nathan: shouldn't let Matrix/Blog Post block us, just put out a Tweet and migrate $now
• Salt: I have procedure in mind for how to handle shutting down channel, agree we can at least de-link for now

Keynote Next Steps (Nathan)

• Numbers are looking much better, up to 35 now
• next steps: voting will be sent out to staff
• we are considering using civs rather than google form
• Salt: would you consider using https://star.vote ?
• Salt: ++ for using some form of ranked choice voting instead of a google form

Lightning Talks (Nathan)

• we had a proposal for lighting talks
• Sri and Alison are going to head up the initiative
• should consider whether or not we can use specific branding for "auto-slide-progression talks"

Team Drive (Nathan)

• programming committee votes against move off Google mid-planning
• can we enable this organizational feature of Google drive?
• Salt: sure!

5/31 - New TODOs

• queue up social media posts and unbridge Matrix channel from Freenode
• enable Team Drive for Google Org (Salt or Nathan)
• add transition to OSI banking as blocker for prospectus issue (Salt)
• send out draft of sponsor prospectus to seagl2021@ (Finance)
• select 2021 theme (Everyone)
  • add previous brainstorming to this issue (Salt)
• verify Wednesday meeting time is 5pm Pacific (Salt)

Open discussion (~5 minute, if time)

Wrap-up

Upcoming blog/social posts

Timeline

• May 10 (Monday)*: Launch Keynote request for nominations
• May 24 (at the earliest): Close Keynote nominations
• June 15 (Tuesday)**: CFP opens
• August 5 (Thursday)*: CFP closes
• Week Of Aug 23 (choose w/ committee): CFP Review 1
• Week Of Aug 30 (choose w/ committee): Select Speakers
• September 6 (Monday)*: Notify Speakers
• September 19 (Monday): Finalize Speakers [this is the date the speakers need to have confirmed by, and that we'll need to have pulled waitlisted people up]
• September 26 (Monday)*: Finalize Program
• November 5-6 (Friday/Saturday)***: SeaGL 2021

* means a blog post accompanies
** there should be at least one additional blog post, asking for more specific things, halfway through the CFP being open

Next Meeting

• Catch up meeting on Wednesday on June 2nd, at 5pm PT (8pm ET)
  • Deb will facilitate for folks that can't make Monday's meeting
• Next regular bi-weekly all-hands Monday, June 14 @ 5pm PT

Sign-off round (what's next, appreciations, suggestions)

• Nathan: in the heat of it for programming, nice to have a committee
• Norm: still looking for place to fit in and help out, preferably not as committee lead, wants to help with video transcriptions
• Hans: welcome/welcome back everyone, nice to hear the programming committee has new folks
• Ryan: going to dig through GitHub issues and see where I can help out
• Christy: looking forward to connecting offline with finance to work on prospectus and talk about sponsors, thanks to everyone for being involved
• Salt: <3

Meeting adjourned!

[altsalt]

https://github.com/SeaGL/organization/blob/master/meetings/2021/20210602-allhands.md