2019 04 11 Committee Meeting Minutes

Ruby New Zealand Incorporated

2019-04-11 Committee Meeting - Minutes

2019-04-11 7.15pm - 8.15pm

Present: (All committee members)

• Merrin
• Steve
• Andrew
• Rebecca
• Pete
• Mathew
• Laura
• Anthony

Opened: 7.18pm

Minutes:

• Merrin short introduction
• Review handover checklist
  • 1Password set up for officers, GMs can request if necessary
  • GDrive and GitHub set up for everyone
  • Slack admin access for moderation rotation + President & Secretary
    • Carried unanimously
  • When do we need to file annual financial records?
    • Steve to send report to Andrew for filing
• Discuss how we want to collaborate
  • Would like to add a wiki to organise our collaboration asynchronously and systematically.
    • Create a public wiki for sharing our public collaborations
    • Use Google Docs for private collaborations
  • Tidy up google docs structure:
    • Split into current committee, old committee, set up archive. Set up github for public wiki
    • Andrew to structure existing RubyNZ Google Docs
  • Scheduling of meetings
    • Proposal: second Thursday of each month
      • Reschedule if public holiday
      • Carried unanimously
• Discuss publicizing minutes (Proposal from Merrin & Andrew)
  • Purpose: Accountability, involve community
  • Discussion on appropriate process for releasing in reasonable amount of time
  • Motion to formalise process of sharing minutes with committee for redactions. Upon approval on Slack, publish redacted minutes publicly on github wiki
    • Carried unanimously
  • Motion to include this meeting in aforementioned process
    • Carried unanimously
• Discuss community behaviour
  • Motion to form subcommittee to review CoC, investigate and improve online community and moderation
    • Carried unanimously
    • Who to join: Anthony Laura Mathew Pete
    • Subcommittee to give proposal to full committee for approval
  • Moderation policy & assignments/rotation
    • Merrin explains previous setup (rotation) and moderation policy
    • Discussion on sharing moderation happenings in new moderation channel.
    • Discussion about committees being sidetracked by moderation & CoC
    • Motion to set up new moderation channel to centralise discussion and provide support to points of contact
      • Carried unanimously
    • Motion to assign Anthony, Matt, Rebecca, Andrew (volunteers) as points of contact
      • Carried unanimously
      • Role of receiving complaints, communicating situations in moderation channel
  • Discuss announcement; thanks to previous committee members, introduce new committee members, discuss moderation policy/current rotation
    • Merrin to draft announcement for approval, everyone to give one sentence blurb
    • Did not vote
• Discuss strategic planning (Merrin)
  • Look at new opportunity. Assess risk. Make sure we have a clear idea of vision, and how we know we are achieving what we want to achieve.
  • Subcommittee: Merrin, Pete, Andrew, Anthony
  • Motion to set up subcommittee for strategic planning
    • Motion carried unanimously
• Review slack integrations
  • Merrin has added RSS feed for security channel
  • Andrew to remove unnecessary integrations
  • Committee welcomed to suggest new integrations
• General business
  • Discussion about resignations of Samuel and Charlie in previous committee
  • Discussion around moving committee forward with positivity, to create shared values to base community on
  • Set up rolling agenda document - or document to track points of discussion
  • Discussed using alternate Slack due to free account message quota
    • Did not decide to change

Closed: 8.25pm