Migrate Jupyter meetings to LF Zoom account

[jasongrout]

We need to migrate our zoom meetings off of our NumFOCUS zoom account. We can use zoom through Linux Foundation.

Current proposal

Some options for meeting zoom channels:

1. (Recommended) Have a shared zoom meeting channel for the project. It looks like all of our meetings that use zoom are scheduled between 7am-5pm PT, so we could create a 10-hour zoom meeting each day during that slot that we can use as a shared channel. If we have meetings outside of this time slot, we could create two more channels to cover the 24-hour day.
   • (+) A shared channel can promote community, in that there are serendipitous meetings between people coming and going using the shared channel. Sometimes people from an earlier meeting will stay around for later meetings, etc.
   • (+) Simple for the community to transition, very similar to our existing single zoom room. We just change one zoom link to another zoom link.
   • (-) There can be resource contention if two groups would like to meet at the same time, or if an earlier meeting runs long. (We can use breakout rooms or a secondary channel if resource contention becomes an issue).
2. Create separate LF zoom meetings for each Jupyter meeting.
   • (-) Could be harder to schedule since we have a bottleneck of about 3 people who can schedule and manage meetings, but perhaps this isn't so bad once recurring meetings are set up?
   • (+) Each Jupyter meeting gets its own dedicated space, recordings, etc. No resource contention.
   • (+) Fits how calendar zoom meetings usually work - a different zoom for each meeting.
   • (+) Fits how LF intends its meeting system to be used.

Recommendation: I propose we go with option 1, a shared zoom channel hosted by LF, which I think is the smoothest transition from our current system. (Note that these two options are not mutually exclusive; we can have the shared channel, and if some group wants a separate meeting, we can set one up.)

EDIT: See below for connection information for this shared zoom channel.

FYI, some constraints of the Linux Foundation (LF) zoom system:

1. LF will not create a single perpetually open zoom channel like we have now.
2. LF discourages us from distributing raw zoom links that bypass their signin process, but I am willing to do so to not create a disruption in the community.
3. A LF zoom meeting can last for up to 10 hours and the most frequent repetition is daily.
4. It seems that if you try to connect to a meeting during a time it is not scheduled, zoom kicks you out after about 5 minutes.
5. We only have 3 admins, i.e., people that can set up meetings. LF typically recommends having just 2-3 admins per project. The permissions are coarse, so it's not possible to just make some set of people only in charge of scheduling meetings.

What do you think?

[jasongrout]

We experimented in the last EC meeting with using the LF Zoom. One thing we tried was making several recordings during the meeting. All 4 of our zoom recordings showed up in the LF project management site (and there is an option in LF to make the recordings show up for individuals that attended in their LF individual dashboard as well). Basically, PCC linked to the zoom page for the recordings, which it seems uses an unlisted URL for its security rather than true authentication. I could download the transcript file, the audio file, and the video files for the recordings. Unfortunately, it seemed that the video was 640x360, so rather low resolution. I'll ask about that.

[Ruv7]

@jasongrout owns next step which is to write a message we can send to the wider Jupyter community.

[jasongrout]

Edit: I copied the proposal up to the description to make the pertinent info easier to find

[fperez]

Thanks @jasongrout for doing all this. I find the extra authentication layer extremely annoying, but so be it. Not a hill I have time to die on.

[jasongrout]

Thanks @jasongrout for doing all this. I find the extra authentication layer extremely annoying, but so be it. Not a hill I have time to die on.

FYI, we don't have to have the extra auth layer if we just distribute the zoom links themselves.

[jasongrout]

Of course, the two options above are not mutually exclusive - we could have the shared channel, and if someone wants a different recurring zoom meeting, it's easy to set up.

[jasongrout]

We've had a few days for the SSC to weigh in and for the SSC to have a weekly meeting (thanks to those who did weigh in with reactions on the original post). I'll go ahead with option 1, creating a zoom meeting that spans the times we usually use for meetings, which can be a drop-in replacement for our numfocus meeting, and I'll distribute that zoom link to the EC and SSC. If people want more meetings, please contact me and I'm happy to set up separate zoom meetings as requested.

[jasongrout]

Here is the info for a public Jupyter Zoom channel, active from 1200-2200 UTC daily (5am-3pm PT), which can be used to replace the current Jovyan jupyter channel provided by NumFOCUS. Please let me know if you want to create more zoom meetings for Jupyter business.

Jupyter Zoom Channel 1200-2200 UTC (0500-1500 PT)

https://zoom.us/j/95228013874?pwd=Ep7HIk8t9JP6VToxt1Wj4P7K5PshC0.1

Meeting ID: 95228013874
Meeting Passcode: 659973

One tap mobile:
US (iOS): +12532158782,,95228013874#,,,,*659973# or +13462487799,,95228013874#,,,,*659973#
US (Android): +12532158782;95228013874#;659973# or
+13462487799;95228013874#;659973#
Or dial:
US: +1 253 215 8782 or +1 346 248 7799 or +1 669 900 6833 or +1 301 715 8592
or +1 312 626 6799 or +1 646 374 8656 or 877 369 0926 (Toll Free) or 855 880 1246 (Toll Free)
Canada: +1 647 374 4685 or +1 647 558 0588 or +1 778 907 2071 or +1 204 272 7920
or +1 438 809 7799 or +1 587 328 1099 or 855 703 8985 (Toll Free)
International numbers: https://zoom.us/u/alwnPIaVT