2008 04 14 OGB Agenda

final draft

Policy on the creation, announcement and archiving of OGB agendas, meeting materials and minutes

Procedures that implement the above policy for the 2008-2009 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

• Regular meetings of the OGB will be held on Mondays from 2pm-3pm Pacific time unless explicitly canceled or rescheduled. (Making this a standing meeting serves as a blanket advance notice to all)
• Unless otherwise noted, OGB meetings are open to all. Conference call info can be found at http://www.opensolaris.org/os/community/ogb/meeting_minutes/call_details/

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

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
• 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).

Final draft

Policy on OGB activity/issue naming, tracking and archival

Issues that come before the OGB for discussion and resolution should be tracked and archived in a consistent manner.

Procedures that implement the above policy for the 2008-2009 board follow:

• Potential items for the agenda should be submitted to http://defect.opensolaris.org using the Community > OGB > Business category
• Any discussion of that issue should be attached to the bugzilla entry, along with all supplementary material.
• Any OGB member, or OGB secretary, can mark an issue as ACCEPTED, should they feel that the item is ready for inclusion on an OGB agenda.
• Proposals for the OGB will be given names of the form OGB YYYY/ccc. The format is the name of the body (OGB), space, the current year (2008), a slash and a sequential issue number (starting with 001 for the first issue raised that year.
• The person ACCEPTing the bugzilla item shall also:
  • Prepend the above proposal name to the DESCRIPTION field in bugzilla
    • Example: OGB 2008/005 - Policy on OGB activity/issue naming, tracking and archival
  • Create a page on the genunix wiki with a page name of the form OGB YYYY/ccc
  • Use the template Template:OGB_ISSUE to populate the wiki page, including annotation about its current status. The Category:OGB_ISSUE page contains a list of all OGB issues.
  • Add the item to the current (or desired) agenda's "Business" section.
• The OGB secretary, having sent out the formal agenda, should mark that issue as FIXINPROGRESS.
• Once the issue has reached a conclusion, the OGB Secretary should
  • Mark the bugzilla issue as either CLOSED FIXED (if approved) or CLOSED WONTFIX (if denied)
  • Tag the wiki page with either Category:OGB_APPROVED or Category:OGB_DENIED so that the corresponding Category:OGB_APPROVED or Category:OGB_DENIED page can be used to list them all.