User:Duffy/Board secretary howtos draft

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Meeting schedule
Meetings occur on Mondays at 2:00pm US Eastern time.

Meeting Schedule

In addition to the email lists on which the Board will conduct its business, there will conference calls at least twice per month. The Board endeavors to hold a public meeting twice a month; right now they are held via IRC .

Board meetings are typically at 2 PM ET on Mondays. IRC meetings are typically on Fridays at 2 PM ET.

Secretarial Duty

Board Meeting Secretarial Schedule Archive

2010-12-03	IRC Office Hours
2010-12-06	Callaway (covering for Aillon)
2010-12-13	Dieter
2010-12-17	IRC Office Hours
2010-12-20	cancelled
2010-12-27	cancelled
2011-01-03	Duffy
2011-01-07	IRC Office Hours
2011-01-10	Kuratomi
2011-01-17	Reznik
2011-01-21	IRC Office Hours
2011-01-24	Simon
2011-01-31	In-person meeting at FUDCon (plus dial-in for those who aren't at FUDCon)
2011-02-04	IRC Office Hours
2011-02-07	Smoogen
2011-02-14	Stanley, Jon
2011-02-18	IRC Office Hours

= General Secretary Notes

• If you will not be present for duty, arrange for a substitute. The easiest way to do this is swap with the next person on the roster. Record your changes here.
• A Board meeting minutes template is available.

Secretary HOWTO for Phone Meetings

Take Meeting Minutes:

1. The Fedora Project Leader will send connection details for both the phone and Gobby sessions for the meeting at least a couple of hours before the meeting. Using these details, log into the Gobby session 5-10 minutes before the meeting start time.
2. Copy and paste the board meeting minutes template into the Gobby session.
3. Copy/paste the meeting agenda into the agenda section, as set by the Fedora Project leader
4. Fill in the current date, your name, and the meeting type at the top.
5. As board members begin to join the meeting, take note of those present and those whom are missing. Here is the full list of current board members.
6. As the meeting starts, take notes in the notes section in Gobby, using wikitext formatting.
   • The * bullet mark is very useful.
   • Attach names to statements for better transparency.
   • Note that other board members may assist in note-taking, and don't be afraid to ask for assistance when you'd like to speak but can't take notes on what you are saying at the same time.
7. Pay careful attention to when the following things happen during the meeting:
   • Discussion on a topic has ended (What is the status now? Was there a resolution? Are any tickets now closed? What are the next steps?)
   • Discussion moves to a new topic (Create a new header for the new topic)
   • An action item is proposed (Who will own the item - ask if there is an owner, and note it.)
   • A proposal is made (Note the proposal and proposer, and whether or not it was agreed on)

Sanitize & Publish Meeting Minutes to Wiki:

1. When the meeting finishes, let the other board members know when you plan to publish notes, no later than 24 hours later if at all possible (often this is an hour or two later).
   • Members departing Gobby implicitly agree with the published notes.
   • Please scan for any sensitive topics in the notes and if in doubt do not include them in the published notes, but ask about their inclusion on the private board list. Sensitive topics include:
     • Personnel issues
     • Embargoed security issues
     • Legal issues
     • Any other confidential matters
2. When you are ready to publish the meeting minutes, create a new page with a name following this format: Meeting:Board_meeting_YYYY-MM-DD.
3. Copy/paste the sanitized Gobby session into the wiki page.

Publish Meeting Minutes to Mailing List:

1. Email a copy of the notes to the advisory-board list, using the subject Fedora Board Recap YYYY-MM-DD.
   • You can use this link (only valid the same day as the meeting).

Publish Meeting Minutes to Board Blog:

1. Log into the board blog using your FAS credentials: https://blogs.fedoraproject.org/wp/board/wp-login.php
2. In the Posts tab for the Board blog, copy/paste a previous board meeting minutes announcement, and update it with details from the latest Board meeting.

Secretary HOWTO for IRC Meetings

Take Meeting Minutes During the Meeting:

1. Review Board_public_IRC_meetings the board public IRC meetings protocol.
2. 5-10 minutes before the meeting is set to start, join #fedora-board-meeting on irc.freenode.net.
3. Create a new page with a name following this format: Meeting:Board_meeting_YYYY-MM-DD.
4. Copy and paste the board meeting minutes template into the wiki page.
5. Make sure zodbot is present in the channel, and when it is time to start the meeting, type #startmeeting into the channel to start logging.
   • Use the #topic command to set the first topic for discussion.
     • For example, #topic New Fedora T-Shirts will set the topic to 'New Fedora T-Shirts' in both the channel and in the IRC log.
6. As the meeting runs:
   • Maintain A Speaking Queue
     • Keep a Gnote or other text editor window open to maintain a speaking queue.
     • If someone types ? into the channel, add them to the end of the queue in the order in which the ? was typed. Note they have a question.
     • If someone types ! into the channel, also add them to the end of the speaking queue. Note they have a statement.
     • When it is a speaker's turn to talk, allow them to talk and wait for them to type eof. When they type eof, remove their name from the top of the queue and call on the next person in the speaking queue.
   • Log proposals
     • Make sure that whenever anyone presents a proposal to the board that it is logged using the #idea tag.
       • For example, #idea Fedora should do x
     • When a proposal is seconded, set the proposal as the topic using #topic and open the queue to discussion of that proposal.
   • Keep the topic updates
     • When it's time to change topics please note the topic the meeting is changing to with the #topic command.
   • Note Vote Results
     • When the result of a proposal is clear, record the result as being agreed with meetbot (e.g. "#agreed Proposal: Eat more bacon was approved (+1: 6, 0: 0, -1: 1)")
7. When the meeting is over, run #endmeeting to end it.

Finish Meeting Minutes & Publish to Wiki

1. The meeting minutes should have a meetbot summary available on our meetbot page here: http://meetbot.fedoraproject.org/fedora-board-meeting/ The summary will be listed as an html file with no 'log'.
2. Read through the meetbot summary and transcribe as needed into the wiki page for the meeting minutes.
3. Download the fedora_board.YYYY-MMM-DD-HH.MM.log.txt file locally.
4. Install the irclog2html package
5. Run the following command on the terminal: irclog2html -s mediawiki $NAME-OF-THE-RAW-LOG-FILE
6. Open up the irclog2.html output and copy/paste it into the IRC section of your wiki notes.

Publish Meeting Minutes to Mailing List:

1. Email a copy of the notes to the advisory-board list, using the subject Fedora Board Recap YYYY-MM-DD.
   • You can use this link (only valid the same day as the meeting).

Publish Meeting Minutes to Board Blog:

1. Log into the board blog using your FAS credentials: https://blogs.fedoraproject.org/wp/board/wp-login.php
2. In the Posts tab for the Board blog, copy/paste a previous board meeting minutes announcement, and update it with details from the latest Board meeting.

Meeting Summaries

Some meeting minutes may feature additional content, such as public meetings with IRC or audio logging.