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.

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.