Re: [chairs] Retracting: An alternative way to publish your meeting minutes

["Jim Amsden" <jamsden@us.ibm.com>]

Chet,
Since the normative record of the meeting
minutes is the mailing list, then it would seem any references in issues
should be to the email in the archive. 

Also, we would expect issues to be managed
and addressed in the issue database (JIRA or GitHub), not meeting minutes
or email. Since changes to the issues are sent to the mailing list, issue
state changes are available there too (as the primary means of communication
within the TC).

So I don't see exactly why it is necessary
to retract the suggestion. But a TAB recommended way of dealing with issues
and meeting minutes might provide some consistency even if there are options.

What I was looking for is a way to reduce
the overhead of managing TC meetings. Since we have to go to the calendar
entries anyway to record attendance and note achievement of quorum, it
is also convenient to place the meeting minutes in the same place. Having
a link the event provides indirect, but relatively simple navigation to
the minutes. The only potential issue is with past calendar events being
deleted due to reschedules. 

Do all event deletions and reschedules
only effect the selected and future events, and not past events? If this
is not the case, then we would also loose records of meeting attendance
which are needed to determine voting privileges. 



Jim Amsden, Senior Technical Staff Member
OSLC and Linked Lifecycle Data
919-525-6575




From:      
 Chet Ensign <chet.ensign@oasis-open.org>
To:      
 Anish Karmarkar <anish.karmarkar@oracle.com>
Cc:      
 chairs@lists.oasis-open.org,
OASIS TAB <tab@lists.oasis-open.org>
Date:      
 07/11/2018 01:34 PM
Subject:    
   [chairs] Retracting:
An alternative way to publish your meeting minutes

---

Anish, thanks. That's a great way to approach the minutes. 

Let me also add that since sending the note, I have been
alerted to other reasons why using the Kavi calendar entry as the primary
location for meeting minutes is not a good idea. 

So my apologies to you all for not investigating further
before sending the note around. I'll be more careful in the future. For
now though, I'm retracting my suggestion. 

Best, 

/chet 



On Wed, Jul 11, 2018 at 12:59 PM, Anish Karmarkar <anish.karmarkar@oracle.com>
wrote:
What I have done for the TCs that I have chaired is to
upload minutes separately and then include the *link* to the uploaded minutes
in the calendar entry instead of inlining the minutes in the cal entry.
This allows members to navigate to the minutes three different ways: 1)
via the event, 2) mailing list, 3) doc archive

I have found that to be useful.

The additional advantage of having an event independent URL for the minutes is that it can be used to record issues acceptance/closure/resolution in JIRA.

--Anish

On 7/11/18 8:30 AM, Chet Ensign wrote:
And this time I will attach the screen shots! 

---------- Forwarded message ----------

Hello chairs, 

My thanks to Jim Amsden of the OSLC TCs for alerting me to the utility of the minutes field on your TC event page. 

When you create an event on your TC calendar, you'll see fields for a description of the event (typically used for meeting details) and the agenda. 

Once the event has been created, if you choose the modify option, you will see an additional field for minutes. (See OASIS-event-page.png attached.) 

If you enter your meeting minutes there, they will be permanently associated with the meeting itself. (See OASIS-event-page-minutes.png attached.) 

In addition, saving the event will automatically send an email to the TC mailing list with the minutes included. So you will get the extra benefit of having your minutes searchable in the email archive. 

The only disadvantage I see is that if you delete the event series, the minutes will be lost along with the old meeting entries. However, the record will still exist in the archive. 

Also, a reminder that the TAB's Best Practices for Meeting Minutes can be read at http://docs.oasis-open.org/templates/TCHandbook/Best-practices-for-meeting-minutes-v1.0.html. 

As always, let me know if you have any questions. 



--

/chet 
----------------

Looking forward to Borderless Cyber 2018, 3-5 Oct, Washington, D.C.
Organized by The World Bank, OASIS, and Georgetown University

Chet Ensign
Chief Technical Community Steward
OASIS: Advancing open standards for the information society
http://www.oasis-open.org

Primary: +1 973-996-2298
Mobile: +1 201-341-1393 




--

/chet 
----------------

Looking forward to Borderless Cyber 2018, 3-5 Oct, Washington, D.C.
Organized by The World Bank, OASIS, and Georgetown University

Chet Ensign
Chief Technical Community Steward
OASIS: Advancing open standards for the information society
http://www.oasis-open.org

Primary: +1 973-996-2298
Mobile: +1 201-341-1393