Date/time:
2016-12-06 4:00pm US Pacific
Attendees:
Meeting objective (from invite):
Assuming WG ratification in the ESCo meeting earlier in the day, let’s get together to plan out the kickoff meeting (tentatively scheduled for the 15th). The objective is to solidify the agenda for that meeting, which might include things like:
- Congratulations on ratification, thanks for continued involvement, bright future, etc. etc.
- Ways to ensure open & inclusive, but focused conversation to identify initial deliverables, work items, timelines, etc.
- WG meeting mechanics - cadence (other WGs meet fortnightly at 9am PT), meeting technology (other WGs use their own Webexes - other web conference facilities are typically blocked by at least one firm)
- ….other topics we think are important…
Notes:
- Keeping the same cadence as other WGs makes sense
- Wednesday or Thursday makes sense, though most of our previous meetings have been on Thursdays
- Let’s stick to Thursdays, alternating with the FOS WG (which is also on Thursdays)
- Setting the tone for the next meeting: having a material discussion on work items, tracks, assignments, etc. Second meeting would then focus on progress on those tasks.
- Use Foundation Webex - less risk if Anthony is unable to attend
- Initial meeting schedule (over holiday period):
- 15th Dec
- 12th Jan
- Then every 2 weeks from then on
- Make Confluence public but keep formational content private (members only)
- Paul: question on how to encourage participation?
- Peter M: suggest rewarding individual participation
- Identifying decision making process up front is ideal and then ask for objections - don’t lay out a smörgåsbord of options as that encourages endless debates about procedure (which ultimately no one really cares about)
- For coordination amongst ourselves, Symphony cross-pod now seems to be enabled for BNY - Peter Leong is using it.
- Can Anthony find out if he can have it enabled too?
- Paul: best way to solicit work items for people to work on?
- Peter M: I don’t have a good answer, except to say there are no “sticks”, only “carrots” - we have no authority over the participants and really need to focus on rewarding participation as the primary motivator e.g. call out active participants - make sure they know their efforts are appreciated
- Paul: we should ask for prep items from the group for the kickoff meeting on the 15th Dec
- Put them in the agenda wiki page
- Also a separate “call to action” (probably an email to the API WG mailing list)
Actions:
- Anthony to sync up with Peter Leong to get cross-pod enabled for his BNY Symphony account (Peter L already has it enabled, so it’s user-level entitlements that are preventing this from working for Anthony)
- Anthony & Paul to review mailing list content for sensitive material
- Anthony & Paul to propose the following decision making mechanic in the Dec 15th meeting (and ask if there are any objections):
- Use the standard Foundation voting rules, but voting rights are earned via attendance:
- Attendance is defined as 3 out of the last 4 meetings (“solid attendance for 2 months”)
- Delisting from the voting roster is symmetrical (miss 3 of the last 4 meetings)
- Use the standard Foundation voting rules, but voting rights are earned via attendance:
- Dec 15th meeting:
- Peter M to create a placeholder agenda (done - see here)
- Anthony & Paul to identify pre-work items for the group, and add them to that agenda
- Once the WG is formally ratified:
- Peter M to let Anthony & Paul know ASAP
- Anthony to send out congrats email to the list, including call-to-action for any pre-work we’d like participants to do before the Dec 15th meeting
- Peter M to coordinate “opening up” of Wiki & mailing list
- Note: existing wiki content to remain members-only
- Peter M to schedule meetings every 2nd Thursday at 9am US Pacific, commencing Dec 15th (skipping December 29th), using the Foundation Webex (once the congrats email has been sent)