2021-06-14 All-hands

[altsalt]

2021-06-14 SeaGL 2021 bi-weekly all-hands

• June 14th, 2021. 1700 Pacific Time
• Agenda
• Shared Pad
• Jitsi URL
• Previous meeting minutes

Procedural

Check-in round

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

Metrics (previous --> current)

• Keynote nominations: 35 -->
• (keep brainstorming!)
  • Rachel would like to see more, form is still open, keep bringing folks up! Even if you think of it during the meeting.
  • https://docs.google.com/forms/d/e/1FAIpQLSdr6ijEpmdFFkvSQEV1rS7oWsQ3Ti83xeteBuhEKJ7FsTCpVw/viewform?usp=sf_link

Previous meeting feedback

• 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
• Andrew: still confused about my task, biggest thought is that no one in charge of tech stuff re: OSEM
  • need more people power to move it forward
  • probably not upgrading OSEM this year and that's ok(?)
  • this bugs Andrew a LOT
  • Sri will introduce Don to Kenny as a sysadmin type person
• Don: pains me to hear something so neglected
• Sri: glad to be here and help out, looking forward to SeaGL 2021
• Rhiannon: glad to have something else to do and help out with
  • (Don will invite her to tech committee!)
• Deb: glad we've stopped glossing things over in terms of OSEM and enjoyed the smaller group of people

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)
• document the new project management system #78 Document the new project management system (Salt)
• finalize committee descriptions #79 Finalize committee descriptions (Salt)
• 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)
• publish 2020 videos #82 Publish 2020 videos (Tech)
• ship 2020 speaker swag #83 Ship 2020 speaker swag (Salt)

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)
• Prepare 2021 Sponsor Prospectus #110 Prepare 2021 Sponsor Prospectus (Finance and Partnerships)

5/17

• Send instructions for everyone to help with YouTube video transcription #122 Send instructions for everyone to help with YouTube video transcription. (Keith)
• 2021 format blog post #56 Update date of virtual announcement blog post and LGTM (Rachel and Ben)
• 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)
• 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)
• Write email to SeaGL announce list #71 Write email to SeaGL announce list (Outreach)

5/31 - New TODOs

• Clean-up email ratsnest #123 Clean-up email ratsnest
  • Gather list of various email lists and aliases
  • Send emails to chairs of any committees and ask for confirmation about list names and participants
  • Follow up with non-responders at next meeting
• 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...
  • https://github.com/SeaGL/organization/projects/1
• Bye freenode :'( #125 Transition from Freenode to Libera.Chat
  • queue up social media posts about Freenode → Libera.Chat transition #128 queue up social media posts about Freenode → Libera.Chat transition
  • unbridge Matrix channel from Freenode (Salt)
  • [/] migrate (tombstone) Matrix channel to Seattle Matrix channel (Salt)
  • bridge Seattle Matrix channel to Libera.Chat
  • remind everyone to move and use Matrix on #SeaGL:seattlematrix.org / #SeaGL:matrix.org or IRC on Libera.Chat #SeaGL
• enable Team Drive for Google Org #129 enable Team Drive for Google Org (Salt or Nathan)
• add transition to OSI banking as blocker for prospectus issue (Salt)
• Prepare 2021 Sponsor Prospectus #110 send out draft of sponsor prospectus to seagl2021@ (Finance)
• select SeaGL 2021 theme #130 select 2021 theme (Everyone)
  • add previous brainstorming to this issue (Salt)

New Items

• Engage with Linux Foundation events running in Seattle, September 27-October 1 #131 Engage with Linux Foundation events running in Seattle, September 27-October 1

6/14 - New TODOs

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

• Next regular bi-weekly all-hands Monday, June 28 @ 5pm PT
• (add committee meetings here?)

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

Meeting adjourned!

[altsalt]

https://github.com/SeaGL/organization/blob/master/meetings/2021/20210614-allhands.md