FESCo meeting process

FESCo meeting process

This guide explains how to manage and run a FESCo IRC meeting. Many of the steps here could well apply to other groups that hold regular IRC meetings as well.

Pre-meeting

1 "business day" before the meeting is scheduled, do the following tasks: (So, Friday if meetings are Monday, etc)

1. First check the trac ticket items that have the 'meeting' keyword:

https://fedorahosted.org/fesco/report/9

2. You may want to ping the Feature Wrangler to ask if there are any new features to discuss.

3. Every other week, create a new meeting ticket for WG status reports. Do this on odd numbered weeks as determined by running date +"%V".

4. Generate an email to the devel@lists.fedoraproject.org list with the following template:

Schedule for Wednesday's FESCo Meeting (YYYY-MM-DD)

(Replace "Wednesday's" with the day of week for the meeting)

Following is the list of topics that will be discussed in the FESCo
meeting Wednesday at 17:00UTC in #fedora-meeting on irc.freenode.net.

To convert UTC to your local time, take a look at
  http://fedoraproject.org/wiki/UTCHowto

or run:
  date -d 'YYYY-MM-DD 17:00 UTC'


Links to all tickets below can be found at: 
https://fedorahosted.org/fesco/report/9

= Followups =

#topic #NNN Title of ticket
.fesco NNN
https://fedorahosted.org/fesco/ticket/NNN

= New business =

#topic #NNN Title of ticket
.fesco NNN
https://fedorahosted.org/fesco/ticket/NNN

= Open Floor = 

For more complete details, please visit each individual ticket.  The
report of the agenda items can be found at
https://fedorahosted.org/fesco/report/9

If you would like to add something to this agenda, you can reply to
this e-mail, file a new ticket at https://fedorahosted.org/fesco,
e-mail me directly, or bring it up at the end of the meeting, during
the open floor topic. Note that added topics may be deferred until
the following meeting. 

Replace NNN with the ticket numbers and add in Title of tickets.

Sample:

Schedule for Monday's FESCo Meeting (2012-01-23)

Following is the list of topics that will be discussed in the FESCo
meeting Wednesday at 17:00UTC in #fedora-meeting on irc.freenode.net.

To convert UTC to your local time, take a look at
  http://fedoraproject.org/wiki/UTCHowto

or run:
  date -d '2012-01-23 HH:MM UTC'

Links to all tickets below can be found at: 
https://fedorahosted.org/fesco/report/9

= Followups =

#topic sponsor request - sdake
.fesco 724
https://fedorahosted.org/fesco/ticket/724

#topic Working Group Status Reports
.fesco 1221
https://fedorahosted.org/fesco/ticket/1221

= New business =

#topic F17 Feature: DIET - https://fedoraproject.org/wiki/Features/F17_DIET
.fesco 751
https://fedorahosted.org/fesco/ticket/751

#topic F17 Feature: Rework Live CD - https://fedoraproject.org/wiki/Anaconda/Features/ReworkLiveCD
.fesco 752
https://fedorahosted.org/fesco/ticket/752

#topic F17 Feature: ABRT Backtrace Deduplication - https://fedoraproject.org/wiki/Features/ABRTBacktraceDeduplication
.fesco 754
https://fedorahosted.org/fesco/ticket/754

#topic F17 Feature: Font Configuration Tool - https://fedoraproject.org/wiki/Features/FontConfigurationTool
.fesco 755
https://fedorahosted.org/fesco/ticket/755

#topic F17 Feature: English Typing Booster - https://fedoraproject.org/wiki/Features/english-typing-booster
.fesco 756
https://fedorahosted.org/fesco/ticket/756

= Open Floor = 

For more complete details, please visit each individual ticket.  The
report of the agenda items can be found at
https://fedorahosted.org/fesco/report/9

If you would like to add something to this agenda, you can reply to
this e-mail, file a new ticket at https://fedorahosted.org/fesco,
e-mail me directly, or bring it up at the end of the meeting, during
the open floor topic. Note that added topics may be deferred until
the following meeting.

Day of meeting

1. Send out a reminder IRC message a bit before the meeting to the #fedora-devel IRC channel.

2. Generate a text file from the following template:

#startmeeting FESCO (YYYY-MM-DD)
#meetingname fesco
#chair abadger1999 dgilmore jwb kylem mattdm mitr mmaslano nirik pjones  sgallagh t8m
#topic init process
#topic #NNN TICKET TITLE
...
#topic Next week's chair
#topic Open Floor
#endmeeting

Note mmaslano and jwb are FESCo liaisons for Environment and Stacks WG and Workstation WG, not full FESCo members.

You can copy and paste in lines from this file as the meeting progresses.

3. Start an email replying to the agenda post. Rename the subject to: Summary/Minutes for today's FESCo meeting (YYYY-MM-DD)

4. Also, CC: meetingminutes@lists.fedoraproject.org

Meeting time

1. Use the lines up to 'init process' to start the meeting.

2. Wait a few for people to show up. Confirm there are at least (5) voting members present for Quorum. If not, cancel meeting.

3. Go through each topic. Watch time on each and if 15minutes are reached, ask if people want to keep discussing that topic or move on.

Post meeting

1. When #endmeeting runs it displays links for the logs. Use the .txt and then .log.txt files in your email created above. Send out right after meeting. (If you wait, it's very easy to forget). (Make sure and CC: meetingminutes@lists.fedoraproject.org too)

The subject should be:

Summary/Minutes from today's FESCo Meeting (YYYY-MM-DD)

2. Process through tickets comment/close them as appropriate.