During the TC office hours today  we discussed the question of resuming having formal meetings of the TC to ensure we are in compliance with the section of the bylaws that says "The Technical Committee shall meet at least quarterly."  As not all TC members were present today, we decide to move the discussion to the mailing list to ensure all members have input into the decision.
A bit of background ------------------- The TC used to hold formal weekly meetings with agendas, roll call, etc. We stopped doing that in an attempt to encourage more asynchronous communication and to include folks in all time zones. Those meetings were replaced with less formal "office hours" where TC members were encouraged to be present on IRC in case the community had questions or issues to raise in a synchronous forum. The bylaws section that describes the membership and some of the expectations for the Technical Committee specifically requires us to meet at least once quarter year. We have had meetings at the PTGs and summits, which while not recorded via a roll call were open and documented afterwards with summaries to this mailing list. With the change in event schedule, we will no longer have obvious opportunities to hold 4 in-person meetings each year. During the discussion today, we established the general consensus that our current informal office hours do not constitute a "meeting" in the sense that any of us understand this requirement. As a result, we need to consider changes to our current meeting policy to ensure we are in compliance with the foundation bylaws. Today's discussion ------------------ A few folks expressed concern that we work to ensure these meetings *not* be seen as a replacement for asynchronous communication, and that we continue to encourage ad hoc discussions to continue to happen on the mailing list or during office hours. I think we agreed we could do that by managing the agenda carefully (i.e., the chair or vice chair would need to add topics to the agenda, rather than allowing anyone to add anything as we have done in the past). We also talked about only allowing recurring topics on the agenda, but I would prefer that we not write too many hard rules at the outset. We discussed how frequently we should meet, and everyone seemed to agree that weekly was too often and quarterly was not often enough. I proposed monthly, and there was some general support for that. We also talked about whether to find a new meeting time or to use one of the office hour times. As things stand now, the proposal is to try to find a time a few hours earlier than office hours on the first Thursday of each month for the meetings. The earlier time is so that APAC participants (Ghanshyam, in particular) do not need to stay up until midnight or later to participate. Next steps ---------- TC members, please reply to this thread and indicate if you would find meeting at 1300 UTC on the first Thursday of every month acceptable, and of course include any other comments you might have (including alternate times). Thanks, Doug  http://eavesdrop.openstack.org/irclogs/%23openstack-tc/%23openstack-tc.2018-10-04.log.html#t2018-10-04T15:02:31  https://www.openstack.org/legal/technical-committee-member-policy/ (item #4) __________________________________________________________________________ OpenStack Development Mailing List (not for usage questions) Unsubscribe: openstack-dev-requ...@lists.openstack.org?subject:unsubscribe http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-dev