2024-11-20 Official Meeting Notes

Today:

Problem:

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

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.

Quorum Status:
Vote Record

• Agenda Item or Motion:

• Motion Made By:

• Motion Seconded By:

Voting Results:

• In Favor:

• Opposed:

• Abstentions:

Outcome:

Additional Notes: