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Date

Disclosures

Expand
titleRISC-V Disclosures Video
RVI_Disclosures_Female_Short.mp4

Participants

Expand
titleMeeting Participants

Name

Affiliation

Agenda

  •  Previous Tech Chairs meeting minutes: September 25, 2024
  •  New BoD Policy and Robert’s Rule of Order Technical Session Q & A (John Hengeveld - 60 min)
    •  Policy document:
      View file
      nameRISC-V Policies Procedures v105.pdf
    •  Robert’s Rules and RISC-V Policies and Procedures Update: link
    •  Session video: link
    •  policies@riscv.org
  •  Meeting Planning for 2025 (Andrea, Jeff, Rafael, Greg S. - 30 min)
    •  Meeting Schedule Discussion (see Draft of Meeting Scheduling Below)
    •  Meeting Tooling Changes (RVI Zoom to LF LFX)
    •  LFX Migration Plan
    •  https://openprofile.dev/
  •  November Board Specification Status (Andrea - 10 min)
  •  Jira and Confluence Migration Update (Rafael - 5 min)
Expand
titleDraft of Meeting Scheduling Changes

Today:

Screenshot 2024-11-20 at 10.22.37.png

Problem:

https://tech.riscv.org/calendar/

Screenshot 2024-11-20 at 10.24.41.png

Proposal:

Default Time Zone and Scheduling Guidelines

  • Time Zone: all meetings are scheduled in US Pacific Time (PT) due to historical reasons.

  • Meeting Hours: schedule meetings within the 7 am to 11 am PT window to make them accessible across time zones.

  • Annual Scheduling: schedule meetings for a full year and renew annually.

Governance Meetings

  • Day: Wednesdays from 7 am to 9 am PT are reserved exclusively for Governance meetings.

  • Order:

    • 1st Wednesday: TSC

    • 2nd Wednesday: TSC Tech Chairs

    • 3rd Wednesday: CSC

    • 4th Wednesday: TSC Tech Chairs

Technical Groups (TG), Special Interest Groups (SIG) and Work Group (WG) Meetings

  • Timing: meetings should be scheduled within the 7 am - 11 am PT window. If necessary, meetings may extend to the 11 am - 4 pm PT period, but only if all active members can attend.

  • Duration: meetings should ideally last 30 minutes for efficient discussions. Meetings may extend to 1 hour if needed, but try to leverage mailing lists as much as possible.

  • Agenda: publish the agenda 48 hours before the meeting. If no agenda is available, cancel the meeting at least 24 hours in advance.

Concurrency Limit

  • Simultaneous Meetings: only 2 meetings can happen at the same time.

  • Restrictions: concurrent meetings must involve TGs or SIGs from different Horizontal Committees under TSC or CSC Work Groups and should not cover related topics.

Tools, Documentation, and Recording

  • Scheduling Platform: use LFX to schedule all meetings.

  • Documentation: store all meeting resources in Confluence (each group will have its own Space).

  • Requirements for All Meetings:

    • Notes: detailed notes covering key discussion points and outcomes.

    • Action Items: assigned follow-up tasks with responsible individuals noted.

    • Recording: record meetings for those unable to attend.

First-Come, First-Served Scheduling

  • Time Slot Allocation: time slots are allocated on a first-come, first-served basis for fairness.

  • Calendar Check: always consult http://tech.riscv.org/calendar  before scheduling a meeting.

Presentations

Title

Presenter

File

1

November BoD Specification Status

Rafael, Andrea

link

2

New BoD Technical Policies and Procedures Sessions Recording

John Hengeveld

link

3

LFX Migration Plan

Andrea, Jeff, Rafael, Greg S.

link

Votes

No Votes.

Notes & Action Items

Expand
titleVote

Quorum Status:
Vote Record

  • Agenda Item or Motion:

  • Motion Made By:

  • Motion Seconded By:

Voting Results:

  • In Favor:

  • Opposed:

  • Abstentions:

Outcome:

Additional Notes:

Notes & Action Items

  •  
Meeting Minutes

New BoD Policy follow-up didn’t happen, but a lot of discussion emerged on:

  • What defines an official meeting where votes should be taken?

  • Does the new BoD Policy consider that a lot of discussion will happen outside meetings, and granting voting rights only to meeting attendees will not work?

  • Active Participant vs. Observer.

  • Meeting Time:

    • No silver bullet exists to solve conflicting meetings.

    • Krste and Greg suggested that the RVI Staff conduct a poll to identify meeting hotspots to resolve conflicts.

      • The perception is that the current structure is OK but requires some adjustments.

      • When the new BoD is in place with the Active Participant vs. Observer roles, how will that impact meeting scheduling, as the number of active participants and observers can vary (up or down)?

    • Should CSC and TSC have combined meetings?

      • Duplicating meetings to accommodate specific geographies is not ideal, as it is perceived that the effort to coordinate increases significantly.

LFX:

  • How to access LFX?

  • Can an LFX meeting invitation accommodate details like links to meeting minutes?

Jira/Confluence Migration:

  • Each TG/SIG/IC will have its own Confluence Space.

  • Questions:

    • What is the side-by-side comparison between Google Workspace and Confluence?

    • Does Confluence offer the same level of resources as Google Workspace?

    • What is the timeframe for the Confluence rollout?

BoD Updates:

  • Add SBI 3.0.

  • Add the new RVM TG.

  •  RVI Staff to run a pooling to identify meeting hot stops in order to solve conflicts.
  •  RVI Staff to create a side-by-side comparassion between Confluence ang Google Workspace.
  •  RVI Staff will follow up with John Regenveld from Intel on his available to join the next Tech Chairs meeting.
  •  RVI Staff needs to ensure all LFX meeting contains a link to the previous meeting minutes.

Adjournment

  • Motion to Adjourn Made By: Rafael Sene

  • Seconded By: Andre Gallo

  • Time Adjourned: 8:45 am PT

...

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