2023-05-26 & 29 All-Staff

[altsalt]

SeaGL 2023 All-Staff

• Friday, May 26, 2023. 11am Pacific Time (2023-05-26 19:00 UTC)
• Monday, May 29, 2023. 4pm Pacific Time (2023-05-30 00:00 UTC)
• Agenda
• Shared Pad
• Jitsi URL
• Previous meeting minutes
• Mailing list
• Matrix Space
  • Matrix Staff Space
  • Matrix All-Staff Room
• 2023 Shared Calendar
• 2023 Calendar iCal
• 2022 Retrospective

Procedural

Check-in round

Friday

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

Monday

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

Minute of silence (get into the SeaGL headspace)

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

Agenda

Previous TODOs

03/03-06

• [ ] create chairs recruitment blog post, maybe with application and social graphic (Salt, Monica, and anyone who can help)
  • https://docs.google.com/document/d/1Cp1HChTID-C9gXIfnLBWuGRYVQY6XVbzk7vOPSUvr7g/
  • probably highest priority thing to write
• [ ] explore options for better timeline tracking (Salt, AJ, wilco)

03/17-20

• [ ] set time for bi-weekly outreach meeting (Salt)
  • proposing Thursdays at 6pm PT, still deciding on off-week or on-week
• [ ] update list of places to post flyers (everyone)
  • https://docs.google.com/spreadsheets/d/1j9GtqLxhm4v2l6XcKAjB_Lvu5z_d4L_YfAZUiUdSmTc/
  • https://seagl.org/fliers/2023/

03/31-04/03

• [ ] reschedule weekly finance meetings (Salt)
• [ ] spread word about open SeaGL CfP far and wide (everyone)
  • https://seagl.org/cfp
  • letting people know about it is a big deal!

04/14-17

• [ ] clean, combine, compile pass on committee pad (Salt)
  • https://pad.seattlematrix.org/p/SeaGL_2023_committees
• [ ] follow up on pending reimbursement request (Norm)
  • https://github.com/SeaGL/organization/issues/328
• [ ] add Public Health add-on to Sponsor Prospectus (Salt)
• [ ] update Public Health language at end of Sponsor Prospectus (Salt)
• [ ] send out IDEA outreach message (Salt)
  • https://pad.seattlematrix.org/p/SeaGL_2023_IDEA
  • if you have groups you have personal connections with or think would be interested please send it on

04/28-5/01

• [ ] reach out to King County and see if they know anything about getting bulk tests for events (??)
• [ ] add suggestions of groups that support maginalized people in tech for IDEA message (everyone)
  • https://pad.seattlematrix.org/p/SeaGL_2023_IDEA
• [ ] add Matrix feed bot and channel, for when social media goes out so people know to repost (Tech)
• [ ] create list of various hashtags that we should be including on social media posts (#Outreach)
• [ ] write staff onboard docs, include list of expectations (Salt, wilco)

05/12-15

• [ ] post flyers around town and in your office (everyone)
  • flyers: https://seagl.org/fliers/2023/
  • add details when posting to the list so we don't waste effort: https://docs.google.com/spreadsheets/d/1j9GtqLxhm4v2l6XcKAjB_Lvu5z_d4L_YfAZUiUdSmTc/
• [ ] open gh issue to discuss how coc removal will be enforced (Salt)

Committee Updates

Attendee Experience

CoC

IDEA

Finance

Partnerships

Programming & Flow

Promotion & Outreach

SRE & Technical

Volunteers

New Items

Open discussion (~5 minute, if time)

Wrap-up

05/26-29 - New TODOs

Upcoming blog/social posts

• [ ] draft ready for review by 3/13 3/25 4/4 ??: Chairs recruitment (Salt, Ruth, Aarti, Monica)
  • any assistance with this appreciated
• [ ] draft by 4/7 ??: sponsor prospectus up (der.hans)
  • compilation of past posts
  • mention public health policy
  • prospectus
• [ ] application to public health pledge

Timeline

• ~~Tentatively ??: Decide on virtual only or hybrid event: ~~
• Second week of March: CFP opens
• First week of April: Launch Keynote request for nominations
• At least open for two weeks: Close Keynote nominations
• ??: Sponsorship prospectus opens
• First week of May: Reach out to Keynote speakers
• Start of May: UW organised, or look at other venues
• End of May: CFP closes
• Beginning of June: CFP Review 1
• End of June: Select Speakers
• End of June: Notify Speakers
• First week of August: move to weekly all hands
• First week of August: Finalize Speakers [this is the date the speakers need to have confirmed by, and that we'll need to have pulled waitlisted people up]
• End of August: Finalize Program
• ??: Full tech run-through of technologies at Tech Meeting
• ??: Documentation run-through of technologies at Tech Meeting
• ??: Tech training for volunteers
• First week of October: Pre-recorded talk videos in the hands of SeaGL
• November 3-4 (Friday/Saturday): SeaGL 2023

Tech timeline:

• https://pad.seattlematrix.org/p/SeaGL_Tech#L5

All-Hands Meetings

• Friday, June 9 @ 11am Pacific Time (2023-06-09 19:00 UTC)
• Monday, June 12 @ 4pm Pacific Time (2023-06-13 00:00 UTC)

Committee Meetings

• Attendee Experience:
• CoC:
• IDEA: Every Saturday @ 9am Pacific Time? (this conflicts with WSeaLUG, so I will have to find another time to host this)
• Finance:
• Partnerships: co-located with Finance meeting
• Programming & Flow: Every second Thursday, 12pm Pacific Time (20:00 UTC) alternate week from the all-hands
• Promotion & Outreach: Every other Thursday, 6pm Pacific Time (02:00 UTC) on the same week as all-hands
• SRE & Technical: Every other Sunday, 2pm Pacific Time (21:00 UTC) on the same week as all-hands
• Volunteers:

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

Friday

Monday

Check that we have note taker(s) for next meeting

Meeting adjourned!