OGB 2008/004/2009 Procedures

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Procedures that implement the OGB Meetings policy for the 2009-2010 board follow:


Overview
Agendas, recordings, minutes and related meeting artifacts will be archived and a summary page with links to all will be maintained at http://www.opensolaris.org/os/community/ogb/meeting_minutes/ (the OGB Meetings page)

Meetings
Agendas
  • Agendas will be created on the Genunix wiki using a page name format of YYYY_MM_DD_OGB_Agenda and a tagged with Category:OGB_Agenda. (If, for any reason it is a private meeting (as outlined in OGB_2008/007), the agenda should instead be posted to ogb-private@opensolaris.org.)
  • The OGB Secretary will ensure that an agenda template is in place at least a week in advance and that a link to it is in place on the OGB website.
  • An agenda created on the genunix.org wiki (or sent to ogb-private@opensolaris.org for private meetings) shall be considered the de-facto archived source.
  • Items on the agenda shall be in the following categories, in this order: Procedural, Business, Current items, and Future Items. Procedural items cover OGB formalities; Business items cover community formalities; Current items are the main proposals that the OGB is working on, and are coming to the meeting for review or resolution; Future items should be worked through to assess urgency and allocate resources, not discussed in detail.

Tribble Motion: add above structure to the agenda.

  • Any OpenSolaris Member may submit items for the agenda. See OGB_2008/005 for details.

Phipps Motion: Rescind and strike reference to 2008/005 above and add the following:
Any OpenSolaris Member may submit items for the agenda by request to the OGB-Discuss mailing list. Optionally, the requester may also add the item to the OGB future agenda items wiki page; if they don't, it will be added by the OGB Secretary. OGB Members or the OGB Secretary may add any item on the OGB future agenda items list to the agenda template for the next meeting at any time before the meeting commences if they believe those items to be sufficiently mature.
"Sufficiently mature" items will:
  • have been socialised among the OGB,
  • has an OGB "sponsor"
  • have a motion or discussion brief prepared on a wiki page, together with a summary of the discussion to date,
  • be ready for a discussion likely to lead to significant progress or a definitive decision at the OGB meeting.


Minutes

  • Minutes shall be taken by the OGB secretary.
  • The OGB secretary shall decide, as appropriate, whether to allow an optional review period to solely the OGB members prior to publishing them.
  • Where possible, the meeting shall be recorded and a digital recording shall be produced, uploaded to http://dlc.sun.com/osol/ogb/audio-recordings/ and linked from the OGB meetings page



Tribble Motion: remove the audio requirement.

  • Meeting minutes shall be considered published and archived when sent to ogb-discuss@opensolaris.org and linked from the OGB meetings page (or simply sent to ogb-private@opensolaris.org for private meetings).
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