Synchronous meetings are done by the board of directors monthly, and we publish the minutes of those meetings regularly. Similarly in the Outreachy meetings, we’ve been recording and publishing minutes. I consider both meetings to be particularly useful for finalizing decisions that involve two or more people (board for resolutions, smaller meetings for informal equivalents).
To make both compatible as possible with the Apache Way, the date and times are scheduled ahead of time and are generally open to anyone who wants to attend or get clarity on something in real time. Publishing minutes after meetings as well as using mailing lists for the asynchronous aspects of the group seems to strike a careful balance. I’d expect other synchronous meetings at Apache (regardless of which committee(s) it involves) to be done similarly. I wouldn’t expect formal minutes like we publish for the board, but making public notes about what was discussed makes the meetings accessible to those who either can’t attend synchronously or those with accessibility issues. On Thu, Oct 3, 2019 at 14:26, Katia Rojas <[email protected]> wrote: > +1 > "the meetings will be just to provide a time to work on things" > > Synchronous meetings are an additional channel. I think that it worked well > with the Outreachy program and not all of the members attended the video > calls. At the end of the meeting we provided access to the meeting notes, > to make it transparent; and to make it possible for people to contribute on > the discussed topics async :) > > Katia > > > On Thu, Oct 3, 2019 at 7:33 PM Kenneth Knowles <[email protected]> wrote: > > > I've encountered this question many times, in projects I contribute to > and > > mentor. > > > > My current (evolving) take on this is that the mailing list needs to be > an > > authoritative and descriptive record of the project. A lurker should know > > what is going on by subscribing. A newcomer should be able to catch up by > > reading archives. For any decision, someone should have their voice > heard - > > a chance to have a different opinion and change the course of the > project - > > via only the email list. You can achieve all of that and still have > > off-list working meetings. > > > > The key is in just what Gris said: "the meetings will be just to provide > a > > time to work on things". I would guess that almost every active Apache > > project has people working off-list in person having many meetings and > > calls. But the list is what drives the project. > > > > This is all talking about normal project PMCs. I'm not sure if this all > > applies to an operational arm of ASF. > > > > Kenn > > > > On Thu, Oct 3, 2019 at 9:31 AM Griselda Cuevas <[email protected]> wrote: > > > > > It can, and that will be the preferred way. I'm not going against the > > > Apache Way, I'm providing additional channels to move the project > forward > > > making it as transparent and collaborative as possible. > > > > > > I will also hold these meetings as we have done with the Outreach work, > > > which has proven to be going well. > > > > > > Again, the meetings will be just to provide a time to work on things > that > > > are needed and email can't facilitate. No need for everyone to attend. > > > > > > > > > > > > On Wed, 2 Oct 2019 at 23:30, Patricia Shanahan <[email protected]> wrote: > > > > > > > > > > > On 10/2/2019 9:08 AM, Gris Cuevas wrote: > > > > > > > > > Hi Justin, > > > > > > > > > > Meetings are not mandatory and there is not a need for them yet. > The > > > > > time selection is so the Bitergia team has a block of time where > > they > > > > > know they can have a hold of someone in our working group > > > > > predictably. > > > > > > > > > > Since we are under a contract with Bitergia, milestones need to be > > > > > achieved/met in a timely manner and meetings can provide a way to > > > > > unblock things and progress in a constant rhythm. > > > > > > > > > > I do want to give a time where you could make it in case it's > > needed, > > > > > could you propose 2 days of the week and times that will work for > > > > > you? I will add this to the Doodle. > > > > > > > > > > In the meantime, let's continue work through mail, Jira and > > > > > Confluence. I already briefed the Bitergia team in these channels. > > > > > > > > > > > > There is one way in which ASF has been so successful at D&I that it > is > > > > hardly noticed. People can fully participate regardless of time zone, > > > > shift, whether one does ASF activities on the job or during leisure > > > > time, and time-based responsibilities. > > > > > > > > Given people scattered around the world, and with different life > > > > circumstances, finding a meeting time that is convenient for everyone > > is > > > > practically impossible. > > > > > > > > Instead, ASF tries to avoid doing things synchronously. Can't keeping > > > > track of milestones, progress, and barriers to progress be done by > > > > e-mail, rather than a synchronous meeting? > > > > > > > > > > -- Matt Sicker <[email protected]>
