311 Data Weekly PM Meeting Agenda

[MBasil03]

Overview

This issue tracks meeting agendas for the weekly 311 Data PM meeting (every Thursday at 7pm PST)

Agenda Quick-links

• TODO add all dates (see example)

2023

• August 10, 2023

Instructions

Accountability Checks

For each member, add them as assignee in search criteria and paste as a link over their name:

Use this as a base URL

https://github.com/hackforla/311-data/issues?q=is%3Aopen+is%3Aissue+-label%3A%22Feature%3A+agenda%22+-label%3AEpic+-label%3A%22Feature%3A+GitHub+Board%2FOnboarding%22

e.g.

• Ryan Chase

---

Template

## YYYY-MM-DD - 311 Data PM Weekly Meeting
_[Back to Top](#)_

### AGENDA
_Timezones listed as Pacific Time._

- [ ] 7:00PM _5 min_ - Check-in
- [ ] 7:05PM _10 min_- Weekly Audit
- [ ] 7:15PM _45 min_- Topic Requests + Questions for Bonnie
- [ ] 8:00 fin

### Accountability Checks

### Topic requests/questions:
- [ ] Weekly Audit: https://github.com/hackforla/311-data/issues/1134
- [ ] Review PM Team [project board](https://github.com/orgs/hackforla/projects/63/views/1?filterQuery=label%3A%22Role%3A+Product+Management%22)

### Notes:

### Action Items:

### Resources/Instructions

---
### Attendees:
- [ ] Ryan
- [ ] Cotton
- [ ] Bethlehem 
- [ ] London

[ryanfchase]

2023-08-10 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Intros + Review Agenda
• 7:15PM 30 min- Review Lead Issue Review (Tech Stack Old vs New) #1529
• 7:45PM 15 min- Establishing Road Map
• 8:00 fin

Topic requests/questions:

• finish cleaning up Design + PM issues and close out Lead Issue Review (Tech Stack Old vs New) #1529
• Graem has notes for Github issues + new issue assignment moving forward
• come up with rules for new issues
  • close all Tech Stack: Missing + Tech Stack: Old
  • remove label Tech Stack: New
  • enforce roles and sizes for new issues
  • come up with New Issue Approval column rules (e.g. sign off from 1 PM)

---

Attendees:

• Ryan
• Sanju
• Muhammad
• Graem
• Anna

[ryanfchase]

2023-08-24 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Updates from the week
• 7:15PM 30 min- Project Board Review
• 7:45PM 15 min- Discussion
• 8:00 fin

Topic requests/questions:

Still need to clean up labels on new issues. It looks like engineering tickets are continuing to use Tech Stack: New, I suggest simplifying our system so we can disregard those holdover labels.

Proposed Steps

• close all Tech Stack: Missing + Tech Stack: Old
• remove label Tech Stack: New

Other suggested rules

• enforce roles and sizes for new issues
• come up with New Issue Approval column rules (e.g. sign off from 1 person on PM team)

---

Attendees:

• Ryan
• Sanju
• Muhammad
• Graem
• Anna
• Cotton
• Holly
• Edwin

[ryanfchase]

2023-08-31 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 15 min- Project Board Review + Create issues for outstanding PM team tasks
• 7:20PM 15 min - @sanjumv reviews his latest updates to our groundwork doc
• 7:35PM 25 min- Discussion*
• 8:00 fin

*All discussion is tentative bc Bonnie WILL have things to say

Topic requests/questions:

• Ask About HunggingFace team

---

Attendees:

• Ryan
• Sanju
• Muhammad
• Graem
• Anna
• Cotton
• Holly
• Edwin

[ExperimentsInHonesty]

Add to our agenda

• BW: Reviewing the zoom setup spreadsheet. To talk about the 1st week planning meeting Wednesday. You currently have an all meeting scheduled every week.
• BW: Creating a Weekly Label Check issue https://github.com/hackforla/product-management/wiki/Weekly-Label-Check
• BW: review references to CfA https://github.com/search?q=repo%3Ahackforla%2F311-data%20%22code%20for%20america%22&type=code

[ryanfchase]

2023-09-07 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 25 min- @sanjumv Product Vision discussion
• 7:30PM 20 min- general discussion + discuss if Thurs meetings are required
• 8:00 fin

Topic requests/questions:

• BW: Reviewing the zoom setup spreadsheet. To talk about the 1st week planning meeting Wednesday. You currently have an all meeting scheduled every week.
• BW: Creating a Weekly Label Check issue https://github.com/hackforla/product-management/wiki/Weekly-Label-Check
• BW: review references to CfA https://github.com/search?q=repo%3Ahackforla%2F311-data%20%22code%20for%20america%22&type=code

Notes:

Goals:

• Record Sanju's notes on Product Vision(?) OR come up with feedback form

Action Items:

Resources/Instructions

---

Attendees:

• Ryan C.

[bberhane]

2023-09-13 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 20 min- Address topic requests
• 7:25PM 20 min- Project management updates from Bonnie?
• 7:45PM 15 min- Product vision discussion?
• 8:00 fin

Topic requests/questions:

From PM breakout room

• Milestones
• Which teams should we reference when considering how to proceed with V3?
• Are there any other teams that have pivoted?

RC

• Vote on new time for weekly PM meeting
• What Google Drive permission level should be giving new members (non PMs)
• Fix contents for this issue's original post
• Check Engineering Onboard & Offboard issue Onboard & Offboard: Engineering #1578
• Where do we put never-closing issues on the Project Board

Notes:

Action Items:

Resources/Instructions:

Groundwork on project - https://docs.google.com/document/d/1aQqAn_OOBZhpyHZcAklTqgdH8SDWAMmDep12v64k324/edit

---

Attendees:

• Ryan
• Sanju
• Anna
• Cotton
• Bethlehem
• Muhammad?
• Graem?

[ryanfchase]

Add as TODO for next meeting:

• remove outdated slack channels
• @ryanfchase needs to review Privacy Policy Update Update Privacy Policy #1581
• @bberhane & @cottonchristopher makes an issue for Milestones Spike

[annaseulgi]

Please add to agenda for 9/21 meeting:

• Design would like to go over the team count/clarify from previous meeting

[luca-navarrete]

Add to the next agenda:

- [ ] Review with Bonnie 
  - [ ] Slack channels (active/dormant/archived)
  - [ ] Slack channel pins and bookmarks

[bberhane]

2023-09-21 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 30 min- Topic Requests
• 7:35PM 15 min- Design request: team count clarification
• 7:50PM 10 min- Update on milestone spike/discussion
• 8:00 fin

Topic requests/questions:

• Design would like clarification on determining team count per last week's discussion
• Slack channels, pins, bookmarks (see Slack Channels: Organization and Cleanup #1589)
• @ryanfchase needs to prepare Update Privacy Policy #1581 and then hand off to engineering

Notes:

Goals:

Action Items:

Resources/Instructions:

---

Attendees:

• Ryan
• Sanju
• Anna
• Cotton (will be out)
• Bethlehem
• Graem
• Bonnie
• Luca

[ryanfchase]

2024-08-22 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min - Introductions, New Joiners
• 7:15PM 15 min - Review Topic Requests, assign
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

• Review Baron's Requirement
• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Onboard Sumit Sharma
• Onboard Robleh Farah

Parking Lot (leftover topic requests)

• Make ticket review ticket for cleaning up 311-Data and 311-Data Write permissions: Review and update github access for read/write/maintainers #1494
  • Also we need to maybe clean up the calendar invites
• we can now properly get started on Contact Page support ticket criteria: Determine requirements for support issues from contact page #1769
  • I think this is completed, I need a PM to confirm this is done: Set up bot for 311-Data issue creation automation #1753
  • related: we'll need to create a new Support board, and we should migrate old data as requested by Bonnie's above comment: 311 Data Weekly PM Meeting Agenda  #1546 (comment)

Notes:

Action Items:

Resources/Instructions

Baron's Requirement

---

Attendees:

• Ryan
• Cotton
• Bethlehem
• Robleh

[bberhane]

2024-08-29 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board
• Discuss with Bonnie: Configure Google Analytics platform for 311-Data to gather user interaction data #1592
• Review with Bonnie: Write copy for 311 Data Story #1758

Notes:

Action Items:

• Finish onboarding Sumit: Onboard & Offboard: Product #1561 (comment)

Resources/Instructions

---

Attendees:

• Ryan
• Cotton
• Bethlehem
• Sumit

[ryanfchase]

Meeting notes from 2024-08-29

• need to modify Contact Us page to first create an entry on a ETL spreadsheet that contains all the PII. Then we review each of those lines to determine if a ticket needs to be created
  • add checkbox to ask if this is related privacy policy
• on-hover (over un-selected NC), display pop-up modal with NC name
  • need some way to know what the adjacent NCs are, if an NC is selected
  • ticket created ✅ Display NC names on hover via pop-up modal  #1807
• Home icon should just be a pin, would also be useful to show if there are 311 service requests that have that same address
• handle when multiple SRs appear at the same address (currently, they stack and you lose access to the "lower" SRs)
• we're not sure what to do about "similar color" SR problem
• having too many dots / too much information is inevitable with more data. This could be managed by moving the user to a different view that allows them to parse at a more granular level (RC suggests table view, but something that's more human readable than a map). Sumit notes: this may on the heavy side of work required
• long load times for heavy datasets: consider limiting to 1 month load at a time
  • RC says: would be good to create a release just for this -- worried about affecting Launch timeline (people are "putting up" with this, and RC really wants to get to launch)

[bberhane]

2024-09-05 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 10 min-Accountability check
• 7:25PM 35 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

• Ryan
• Bethlehem
• Cotton

Topic requests/questions:

• Bonnie left a comment for us to review on Story of 311: Write copy for 311 Data Story #1758 (comment)
• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board
• Configure Google Analytics platform for 311-Data to gather user interaction data #1592

Notes:

Action Items:

• PMs to draft new product roadmap for post-launch
• Make tickets discussed in product planning meeting 311 Data Product Planning Monthly Agenda #1528 (comment)

Resources/Instructions

• Pre-launch checklist
• Action Steps V2

---

Attendees:

• Ryan
• Cotton
• Bethlehem

[ryanfchase]

Adding some notes taken from PM CoP on 9/6/24:

VRMS

Q: If we add/modify zoom meetings via VRMS,
Do we still need to modify the Zoom Setup sheet
(on the shared drive?)

A: the VRMS meeting tracking is just meant for meeting info to appear on the hackforla.org website. Therefore, the process for changing zoom meetings (adding/deleting/modifying meetings) will be as follows:

• modifying the Zoom Setup sheet in the shared drive
• modifying the team's meeting on VRMS.
• modifying the zoom meetings via the relevant Zoom account

Incubator Adoption Status

• we think the Incubator is really meant to platform all projects with a backend component (which requires hosting on AWS, Azure, etc)
• 311 Data is listed on this adoption spreadsheet, but we are flagged as Frontend-Only, meaning we aren't needed on the spreadsheet

[bberhane]

2024-09-12 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

• Ryan
• Bethlehem

Topic requests/questions:

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board
• Ryan
• Bethlehem
• Review Write copy for 311 Data Story #1758
• Ask Bonnie Configure Google Analytics platform for 311-Data to gather user interaction data #1592

Notes:

Action Items:

• PMs to begin post-launch product roadmap (let's review views on board)

Resources/Instructions

Pre-launch checklist
Action Steps V2

---

Attendees:

• Ryan
• Cotton
• Bethlehem

[bberhane]

2024-09-12 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

• Ryan
• Bethlehem

Topic requests/questions:

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board
• Review Write copy for 311 Data Story #1758
• Ask Bonnie: Configure Google Analytics platform for 311-Data to gather user interaction data #1592

Notes:

Action Items:

• PMs to complete Action Items spreadsheet
• Create post-launch product roadmap (let's play with board views per Product CoP meeting)

Resources/Instructions

Pre-launch checklist
Action Steps V2

Attendees:

• Ryan
• Cotton
• Bethlehem

[ryanfchase]

2024-09-19 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board
• Review timeline for Story of 311

Notes:

Action Items:

Resources/Instructions

---

Attendees:

• Ryan
• Cotton
• Bethlehem
• Robleh

[ryanfchase]

2024-09-26 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board
• Urgent: Onboard London

Still in progress:

• Story of 311 Data, About Page
  • ticket: Write copy for 311 Data Story #1758

Questions for Bonnie

• Q. the Contact Us form and responses are located in the 311-data@hackforla.org personal drive... do we:
• a. do we move Contact Us form to shared drive & the responses go in the shared-drive PII folder?
• b. do we keep the form and responses in the 311-data personal drive, and perhaps create a PII folder there for the responses?

When User fills out contact form:

1. (automation) User receives a response thanking them for their feedback
2. (automation) form response is populated on a Responses folder ❗ in PII Folder ❗
3. (automation) PM Review ticket gets created so that it is tracked on our board

When a PM reviews the submission in the Responses (PII) file

1. (PM) If the response is suitable, PM checks off <PROMOTE_TO_SUPPORT_BOARD> cell
2. (automation) a support ticket is created on the 311 Support Board

Note: this will tie in to support ticket format tx: #1769

• updates to usertesting.com terms of service email?
• ticket: Unmoderated Usability Study RPV1.2 #1729
  Bonnie needed more time. Possibly looked at on Friday (9/27), but best to follow up next week. Rong says there is little rush since we do not have an Unmoderated test coming up.

PM Tickets to complete drafting:

• PM: Create Emergent Requirement Wiki + Template #1831
• PM: Create Decision Record Wiki Page #1830

Notes:

Action Items:

Resources/Instructions

---

Attendees:

• Ryan
• Cotton
• London

[ryanfchase]

2024-10-03 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board

From UIUX

• Team to review: Design System Updates: Search/Filter Modal #1600
• Design System Updates: Header Redesigns #1628

For Bonnie

• finish this issue together Review and update github access for read/write/maintainers #1494
• moving this ticket to Icebox: Recruit volunteers for team open roles #1765
• SR use-case spreadsheet: Create Use-Case Spreadsheet for NC Based on SR Type #1745
• Continue Story of 311: Write copy for 311 Data Story #1758
• Bethlehem and Ryan go to 311 Data council meeting on Oct 5

Notes:

Action Items:

• Complete onboarding London

  • email forwarding

• PMs to meet 12pm to 3pm PT on Sat Oct 5

Resources/Instructions

---

Attendees:

• Ryan
• Cotton
• Bethlehem
• London

[ryanfchase]

Action Items for next agenda

As per CoP Notes...

• Create 311-Data Marketing epic: Create project and CoP marketing epics marketing#62

Share most up to date version of August Action Steps Spreadsheet:

• https://docs.google.com/spreadsheets/d/14otyz2v-vYOnW9zJxpWTLSySTK4sJ2pDRO5wfre7e4Q/edit?gid=0#gid=0

[ryanfchase]

Next agenda for Bonnie:

Regarding Launch (from dev lead)

• Ask about setting a hard date for launch
• consider using story points to pick estimation date
• are there any considerations for project board date fields? We were told to use these sparingly.

Regarding UXR + Wiki (from uxr lead)

• Who is the the wiki's intended audience, with regard to published UXR studies? HfLA volunteers, prospective team members? Someone external?

[ryanfchase]

2024-10-20 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

Recurring

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board

New Requests

Regarding Launch (from dev lead)

• Ask about setting a hard date for launch
• consider using story points to pick estimation date
• are there any considerations for project board date fields? We were told to use these sparingly.

Regarding UXR + Wiki (from uxr lead)

• Who is the the wiki's intended audience, with regard to published UXR studies? HfLA volunteers, prospective team members? Someone external?

Notes:

Bullet point the crap out of this paragraph: Methodology: A User-Centered Approach

• conducted collaborative workshops with NCs, partner with Super by design
• Empower LA: expertise in NCs
• Super Design: expertise in running design workshops

What We Built

• consider making a few ChatGPT edits (ask it to edit and make it more readable)
• a comparison that generated charts utilizing abc, and exported the images (consider removing the "disaggregation" part)
  • or just list the different charts (see Figma)

Want the doc to be pithy

• Throw everything + the kitchen sink
• then refine it and make it more documented

Bonnie's Recap from the beginning (skipping section 1):

Section 2 (early days hfla:

• built the site
• but Bonnie also said "nothign gets made unless its accessible"
• Dashboard was not accessible
• Devs started getting stuff frm design
  • decided a redesign was needed, rather than just glamming up the old (not working) stuff
• Thus we started working on the version of the app we have now
• Lead dev said
  • you should just use plotly, so that Devs dont need to bespoke create the charts
  • make the css once, then all charts will comply
  • Bonnie's problems:
    • nobody really learned the subject matter, couldn't convey it to data science
    • data science needed to go and determine what the interesting charts that can be made out of this (e.g. datascience cop lead knows how to do this). But 1st time volunteers dont have this skillset.
    • Asking end users what kind of charts they need doesnt work bc they're not data savvy

One member at EmpowerLA was running trainings on making "data-advocates" on each NC board

Current Plan

• get history ready

• get launched

• start talking to other LA based data organizations

• then partner with them on what direction to move forward into

  • need a city-wide combined approach

• Reach out to Trilliam regarding Vite

The DisneyLand Principle

• over the loudspeakers, people are always reminded of how awesome and amazing everything is
• we have to talk about how the move to the no-cost system is REALLY (REALLY) out of the box
  • how some projects just stop if it cant get funding
  • but this is a radical new approach to bring a new idea to market at zero-cost
• users, after reading this, need to know "ohhh that's why I waited so long"
• low cost solutions never cut it. People never put in the energy to commit to low cost

Action Items:

As per CoP Notes...

• Create 311-Data Marketing epic: Create project and CoP marketing epics marketing#62

Share most up to date version of August Action Steps Spreadsheet:

• https://docs.google.com/spreadsheets/d/14otyz2v-vYOnW9zJxpWTLSySTK4sJ2pDRO5wfre7e4Q/edit?gid=0#gid=0

Resources/Instructions

---

Attendees:

• Ryan
• Cotton
• Bethlehem
• London

[ryanfchase]

2024-10-17 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

general

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board

ticket help

• Ryan wants to get added to the PII folder so we can work on: Determine requirements for support issues from contact page #1769

Notes:

Action Items:

Resources/Instructions

---

Attendees:

• Ryan
• Cotton
• Bethlehem
• London

[ryanfchase]

2024-10-24 - 311 Data PM Weekly Meeting

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AGENDA

Timezones listed as Pacific Time.

• 7:00PM 5 min - Check-in
• 7:05PM 10 min- Weekly Audit
• 7:15PM 45 min- Topic Requests + Questions for Bonnie
• 8:00 fin

Accountability Checks

Topic requests/questions:

• Weekly Audit: Weekly Audit: Missing Labels From Issues #1134
• Review PM Team project board

UX Research Requests

• issue: UXR: Collect and Organize previous UXR documents in shared drive #1849
  • meeting notes: UXR: Collect and Organize previous UXR documents in shared drive #1849 (comment)
• issue: UXR Spike: Comparison of Hack for LA Wikis #1850
  • doc to review: B2d2 Google Doc
• Other items
  • (TWE Internship) Action Steps spreadsheet template
• I've received a request from another HfLA project UXR lead asking about the UserTesting platform
  • would be good to follow up with Bonnie to see if anything can be done about this

Dev Question

• Vite migration ticket has considerations on deployment: migrate build tooling from webpack to Vite #1778
  • do we have plans for creating staging + prod builds? How do we do this with Github Pages?

Notes:

Action Items:

Resources/Instructions

---

Attendees:

• Ryan
• Cotton
• Bethlehem
• London