2024-10-29 CC Working Group Meeting Notes

Date

Oct 29, 2024

Participants

Andrés González
Cassie Zamparini
Emad Ehsanrad
Xavier Antoviaque

📝 Summary (automated)

The meeting focused on the Open edX Summit, addressing issues with time zone changes and meeting link updates. Key points included the voting process for summit proposals, with a preference for a forum poll for core contributors. The voting period was set for two weeks, starting the following Wednesday. Proposals were reviewed, with some needing clarification before voting. The importance of testing the Sumac release was emphasized, with 4% of tests completed. The team discussed post-summit actions, including tracking project progress on GitHub and ensuring all tickets are updated.

Time Confusion

Cassie and Xavier discussed the confusion created by a recent timezone change which coincided with a change in meeting links, causing attendees to either join meetings late or misjudge their timing. Xavier noted problems with calendar syncs when official calendars are updated without syncing the individual's copies, causing further confusion. They noted the need for a better system though no solutions were proposed immediately.

Voting Process and Summit Follow-up

Cassie Zamparini discussed the polling system to use for the voting process, which was due to begin the following week. She emphasized the ease of a simple voting system could improve involvement but also raised concerns about ensuring only core contributors were eligible to vote. Xavier suggested using existing tools like forum surveys to keep the process contained to contributors only. Cassie also proposed a timeline for the voting, suggesting an announcement be made in the current week to prepare members and to set a voting period of two weeks to accommodate any contributors who might be unavailable in a shorter timeframe.

Review of Summit Proposals and Action Items

The main agenda item, discussed approximately 10 minutes into the meeting, was reviewing the status of proposals from a recent summit. Xavier Antoviaque steered the conversation, with Cassie sharing details. They decided to proceed with most proposals as they did not have serious unresolved issues. They aimed for clarity and completeness before voting. For some proposals with pending questions or clarity needed, they agreed to reach out directly to proposers for clarifications. This process aimed to ensure all understood the propositions thoroughly prior to the voting phase.

Encouragements for Proposal Reviews

To increase involvement and feedback on the proposals before the voting began, it was planned to remind and encourage core contributors to review the proposals actively and provide comments to foster productive discussions.

Next Steps

Implement a simple polling system for voting, ensuring that only core contributors are eligible to vote.

Cassie Zamparini to announce the voting schedule within the week to prepare contributors.

Direct follow-up with proposers who need to clarify their summit proposals before voting.

Plan to use the existing ticketing system for tracking project progress post-vote, ensuring all updates are meticulously documented.

Encourage thorough testing and review of proposals by all core contributors.

Meeting participants left with clear tasks and timelines, looking towards an efficient voting process and subsequent implementation of the summit's outcomes.

🎥 Recording and Chat Log

Discussion topics

Discussion topics for the agenda are tracked at https://github.com/orgs/openedx/projects/62/views/1 - to add a topic to the agenda, add a ticket to the project, in the column “Upcoming meeting agenda”.