On the "virtual" side -- I've spent some time this week reviewing how the Kubernetes community conducts their weekly meetings. References are at the end of this message.
If we'd like to hold occasional virtual meetings among the dev and user community, here are some things that may help make them successful: 1. Agenda: Discussed and committed on the dev list in advance, published on Confluence, with speakers confirmed and topic durations assigned. 2. Video Call: To be dialed into by confirmed speakers, eliminating the need for heavy WebEx-style moderation, several minutes of "please mute, everyone mute...," or difficulty enforcing ASF code of conduct if someone joins an open call in bad faith. Google Meet appears to be free for up to 25 participating / presenting in a call. 3. Live stream / broadcast: Google Meet meetings can also be broadcast live to YouTube and recorded for non-participating attendees to watch (e.g., via EveryCord now that Hangouts on Air is discontinued). This would enable a model in which a smaller number of speakers could present, with anyone in the community able to join and watch live or at a later time. 4. Moderation: An emcee to introduce the agenda, hold speakers to time to ensure discussion on one item doesn't prevent the rest from being reached, and represent community Q&A. 5. Community Q&A: We could conduct Q&A with community members via ASF Slack during the call – e.g., a moderator reading questions shared via Slack, answered by presenters. Text-based Q&A also mitigates the risk of runaway "not really a question but more of a comment..." dialogue. 6. Notes: As others mentioned, notes should be prepared (live or after the fact) and archived on Confluence alongside the agenda. 7. Decisions: Happen on the dev list, though discussion and consensus-building may occur during calls like this. Hosting / moderating calls like this takes planning and effort, but it seems very doable if others feel it would be valuable to our dev and user community. Happy to help if so. – Scott --- References: [1] Meeting doc: https://github.com/kubernetes/community/blob/master/events/community-meeting.md [2] Agenda: https://docs.google.com/document/d/1VQDIAB0OqiSjIHI8AWMvSdceWhnz56jNpZrLs6o7NJY/edit#heading=h.en8cy6hno0c6 [3] K8s Zoom Guidelines: https://github.com/kubernetes/community/blob/master/communication/zoom-guidelines.md [4] K8s Moderation Guidelines: https://github.com/kubernetes/community/blob/master/communication/moderation.md [5] Example recorded meeting: https://www.youtube.com/watch?v=6uZScaWEb08 On 8/9/19, 10:27 AM, "sankalp kohli" <kohlisank...@gmail.com> wrote: @Dinesh/Nate: Yes we need to decide on the timing and we can always change them as we go @Joshua/Gary: We will publish notes on the mailing list. If we need to make a decision, we will still need to get it voted on the ML. We should not have a case where someone misses the boat because they could not attend one of these. So ML is a big part of this. Additional feedback welcome. On Fri, Aug 9, 2019 at 6:28 AM Gary Dusbabek <gdusba...@gmail.com> wrote: > Would publishing notes to the ML be sufficient? Apache board meetings work > this way. > > Gary. > > On Wed, Aug 7, 2019 at 4:51 PM Nate McCall <zznat...@gmail.com> wrote: > > > We can do the time mostly fair if we alternate back and forth between PST > > morning and evening. This will at least let most folks attend every other > > meeting. > > > > I agree with Josh's sentiment on the discussions. We can do it, we just > > have to be aware of it and defer things to Jira and/or ML. > > > > On Thu, Aug 8, 2019 at 12:42 AM Joshua McKenzie <jmcken...@apache.org> > > wrote: > > > > > The one thing we need to keep in mind is the "If it didn't happen on a > > > mailing list, it didn't happen <http://theapacheway.com/on-list/>" > > > philosophy of apache projects. Shouldn't constrain us too much as the > > > nuance is: > > > > > > *"Discussions and plan proposals often happen at events, in chats > (Slack, > > > IRC, IM, etc.) or other synchronous places. But all final decisions > about > > > executing on the plan, checking in the new code, or launching the > website > > > must be made by the community asyncrhonously on the mailing list."* > > > > > > So long as we keep that in mind (and maybe push it back to 8am PST > since > > > 9am can get pretty ugly for some of the more eastern european / asian > > > countries), makes sense to me. > > > > > > On Tue, Aug 6, 2019 at 6:07 PM Dinesh Joshi <djo...@apache.org> wrote: > > > > > > > Thanks for initiating this conversation Sankalp. On the ASF front, I > > > think > > > > we need to ensure that non-Pacific time participants can also > > participate > > > > in the discussions. So posting the notes and opening up discussions > > after > > > > the meet up to dev@ would be a great way of making sure everyone can > > > > participate and gets visibility. Additionally, we should consider > > > > scheduling this meetup in different timezones as far as logistics > allow > > > it. > > > > > > > > Dinesh > > > > > > > > > On Aug 6, 2019, at 2:58 PM, sankalp kohli <kohlisank...@gmail.com> > > > > wrote: > > > > > > > > > > Hi All, > > > > > There are projects (like k8s[1]) which do regular meetings > > > using > > > > > video conferencing tools. We want to propose such a meeting for > > Apache > > > > > Cassandra once a quarter. Here are some of the initial details. > > > > > > > > > > 1. A two hour meeting once a quarter starting at 9am Pacific. We > can > > > > later > > > > > move this to other times to make it easier for other timezones. > > > > > 2. Agenda of the meeting will be due 2 days prior to the meeting. A > > > > sample > > > > > agenda for next one could cover updates on 4.0 testing, any major > > bugs > > > > > found and/or fixed, next steps for 4.0, etc. > > > > > 3. Each agenda item will have a time duration and list of people to > > > drive > > > > > that item. > > > > > 4. We will have a moderator for each meeting which will rotate > around > > > the > > > > > community members. > > > > > 5. We need to figure out which video conferencing tool to use for > > this. > > > > > Suggestions and donation of tools are welcome. > > > > > 6. We will have meeting notes for each item discussed in the > meeting. > > > > > > > > > > Motivation for such a meeting > > > > > 1. We currently have Slack, JIRA and emails however an agenda > driven > > > > video > > > > > meeting can help facilitate alignment within the community. > > > > > 2. This will give an opportunity to the community to summarize past > > > > > progress and talk about future tasks. > > > > > 3. Agenda notes can serve as newsletters for the community. > > > > > > > > > > Notes: > > > > > 1. Does this violate any Apache rules? I could not find any rules > but > > > > > someone can double check > > > > > 2. Are there any other Apache projects which do something similar? > > > > > > > > > > This is a proposal at this time and your feedback is greatly > > > appreciated. > > > > > If anyone thinks this will not help then please provide a reason. > > > > > > > > > > Thanks, > > > > > Sankalp > > > > > [1] > https://github.com/kubernetes/community/tree/master/sig-storage > > > > > > > > > > > > --------------------------------------------------------------------- > > > > To unsubscribe, e-mail: dev-unsubscr...@cassandra.apache.org > > > > For additional commands, e-mail: dev-h...@cassandra.apache.org > > > > > > > > > > > > > > --------------------------------------------------------------------- To unsubscribe, e-mail: dev-unsubscr...@cassandra.apache.org For additional commands, e-mail: dev-h...@cassandra.apache.org