2021-09-20 All-hands

[altsalt]

2021-09-20 SeaGL 2021 weekly all-hands (T-7)

• September 20th, 2021. 1700 Pacific Time
• Agenda
• Shared Pad
• Jitsi URL
• Previous meeting minutes

Procedural

Check-in round

• Attendees:
• Apologies:
• Facilitator:
• Note Taker(s): Ben
• Note Taker next meeting:

Metrics (previous --> current)

• Remaining meetings: 6
• Committee budgets: 0 -->
• Sponsors: 3 --> 6
• Talk Proposals: 46
• Confirmed Keynotes: 4
• Keynote nominations: 38

Previous meeting feedback

• Everyone is feeling the pressure building as the weeks fly by
• Everyone is excited to push things forward and clear off checklists
• Everyone welcomes Dorian

Minute of silence (get into the SeaGL headspace)

• Review agenda
• Consider tensions, progress updates, blockers, questions
• Gather personal notes, tasks, emails

Agenda

Previous TODOs

3/8

• [ ] #75 transition fiscal sponsorship away from the FSF (Salt and Deb)
• [ ] #78 Document the new project management system (Salt)
• [ ] #79 Finalize committee descriptions (Salt)
• [ ] #80 Fill out SeaGL 2021 staff lead seats (Salt)
  • still looking for: 1x Promotion/Outreach, 1x Volunteers, 1x IDEA, 2x CoC
• [ ] #83 Ship 2020 speaker swag (Salt)

5/17

• [ ] #122 Send instructions for staff@ to help with YouTube video transcription. (Keith)
• [ ] #112 All committees have had their first meeting, and figured out whether a regularly scheduled one makes sense (Chairs)
• [ ] #69 Put out a call for more volunteers, especially for Volunteer Lead and OSEM/Rails developer (Outreach)

5/31

• [ ] #123 Clean-up email ratsnest (Salt, Tech)
• [ ] #124 Close out 2020, that list in the corner we never look at...
  • https://github.com/SeaGL/organization/projects/1
  • Waiting until 2020 videos are up and swag has shipped
• [ ] #130 select 2021 theme (Everyone)

7/12

• [ ] #138 talk to Monica about ubuntu community fund sponsorship for live graphical notes (nathan)
• [ ] #139 all committees submit budget requests for 2021 (committee chairs)
• [ ] #137 write post about becoming incubator project, give background about fiscal sponsors, vision of future (Salt)
• [ ] #140 review site and public documentation for fiscal sponsor updates (der.hans)

7/26

• [ ] #143 reach out to friend who worked on OSEM (Sri)
• [ ] #148 start brainstorming how and when a geeky fashion show would take place (Everyone)

8/09

• [ ] add language about release license to talk acceptance (Programming)
• [ ] announcement about 2021 keynotes (Outreach)

8/23

• [ ] gather 2020 volunteer emails from Lucy, send to Lacey (hans)
• [ ] take on and contact one or more sponsors (Everyone)
  • add your name to the sheet and cc sponsors@seagl.org when taking somewhere on
  • https://docs.google.com/spreadsheets/d/1AZx2F2zmOQD-lfBdHj9YWNqvndj8lShrXjrbS43-8Es/edit
• [ ] submit name suggestions for seagl colors (Everyone)

9/13

• [x] send email with poll for 2021 theme (Salt)
• [ ] get conference tabling gear from storage before OSS (Salt)
• [ ] design handbill four-to-a-page handouts for OSS (Outreach)
• [ ] print handbill four-to-a-page handouts for OSS (Salt)
• [ ] ask OSI whether they want a "booth" at seagl (Salt)
• [ ] reach out to SCC about how we can thank them (Salt)
• [ ] talk to Deb about fsf as a non-profit sponsor (Salt)

New Items

9/20 - New TODOs

Open discussion (~5 minute, if time)

Wrap-up

Upcoming blog/social posts

• [ ] ASAP: Keynotes (Ben) [Rachel, Nathan]
• [ ] Final Program (Rachel, Nathan)
• [ ] SeaGL Archive site and videos (Ben)
• [ ] Request for Volunteers (Lacey)
• [ ] Becoming OSI incubator project, give background about fiscal sponsors, vision of future (Salt)

Timeline

• May 10 (Monday)*: Launch Keynote request for nominations
• May 24 (at the earliest): Close Keynote nominations
• June 15 24 (Tuesday)**: CFP opens
• July 12 (Monday)*: announce 2021 sponsorship opportunities
• August 19 (Thursday)*: CFP closes
• Week Of Aug 23 (choose w/ committee): CFP Review 1
• Week Of Aug 30 Sept 13 (choose w/ committee): Select Speakers
• September 6 (Monday)*: Notify Speakers
• September 19 (Monday): Finalize Speakers [this is the date the speakers need to have confirmed by, and that we'll need to have pulled waitlisted people up]
• September 26 (Monday)*: Finalize Program
• November 5-6 (Friday/Saturday)***: SeaGL 2021

* means a blog post accompanies
** there should be at least one additional blog post, asking for more specific things, halfway through the CFP being open

Next Meeting

• Next regular weekly all-hands: Monday, September 27 @ 5pm PT
  • Remember, weekly meetings until the conference!

committee meetings

• Programming and Flow: Tuesday, September 28 @ 17:00 PT
• Outreach: Tuesday, September 28 @ 12:00 PT
• Tech: Wednesday, September 29 @ 17:00 PT
• Finance and Partnerships: Thursday, September 30 @ 16:00 PT

Sign-off round (what's next, appreciations, suggestions)

Meeting adjourned!

[altsalt]

New Topics

Add staff "sponsor" orgs (Salt)

• We'd like to offer all staff the opportunity to promote one FLOSS organization they work with at the thanks level (thanks for donating your time here rather than there!)

Budget request process (Salt)

1. the requester opens an issue on GH which includes the amount requested and whether there is a deadline
2. the requester tags this issue with both the finance committee and the requesting committee, also the conference year if it is relavent
3. the finance committee will review by the next meeting (at the latest) and respond in the GH issue with the decision
4. once the purchase has been made, the requester responds with the amount to be reimbursed on the GH issue, which includes an @ ping to the finance committee chair
5. the finance committee chair responds on the GH issue with the date the reimbursement was issued or with a request for more information
6. the requester closes the GH issue once the reimbursement has been received

[altsalt]

https://github.com/SeaGL/organization/blob/main/meetings/2021/20210920-allhands.md