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Working Meeting Process

Information for TC members about planning and conducting working meetings.

As explained in the General Member Information document, the TC conducts three working meetings on the 1st, 2nd, and 4th Wednesdays of each month at 11:00 am Eastern time. This document describes the norms for planning, conducting, and recording the results of working meetings. Working meetings primarily focus on advancing the TC's work products, as listed in the Work Product List.

Standing Agenda Format

The agenda for working meetings, generally, is:

  1. Introduction

    • Chair info
    • Record attendance
    • Link to work products page
    • Review & approve agenda

  2. Pull Requests for Agreement

  • List any PRs that are ready to go in the order they were distributed (i.e., older goes first, incentive to get in early). Generally such PRs have been discussed at previous meetings but there is no requirement for prior discussion.
    • Format: list PRs directly on this agenda page, no sub-pages
  • Simple "Any objection or discussion?" on each PR
    • if none, merge the PR
    • If any discussion, change PR to draft and defer to item 3 on agenda

  1. Draft Pull Requests for Discussion

    • List any PRs for discussion in the order they were distributed (i.e., older goes first, incentive to get in early), adding deferred PRs from item 2 last
      • Format: List PRs on this page, create sub-agenda item (i.e., 3.1, 3.2, ...) with detailed information for discussion
    • Time-bound discussion depending on number to be discussed and amount of agenda time allocated to remaining agenda items
    • Intent is to
      • (1) alert everyone to proposed changes and
      • (2) reach consensus on issues that arise
    • Defer resolution to email, Slack, later agenda items, and ad hoc meetings if concerns can’t resolve in timeslot
    • If draft PR is something discussed before and has no new changes, it can be skipped until changes have been made and/or consensus reached
    • Working meeting participants can agree that a PR presented for discussion is ready to be merged and approve such PRs.

  2. Special Topics

    • Dedicated agenda time (time bound) on any topic that was requested prior to meeting and added to agenda. In some meetings this might be 30 min dedicated to resolving some particularly thorny issue. In other meetings, it might be skipped entirely.
      • Format: List topics on this page, create sub-agenda item (i.e., 4.1, 4.2, ...) with detailed information for discussion

  3. Work Product Status/Next Steps

    • List all work products, in different order each meeting (see structure below)
    • Time bound discussion per work product on what is happening and what needs to happen to get work product into either agenda items 2 or 3

  4. Any Other Business

Agenda Coordination

Agendas are coordinated via a combination of:

  1. discussion on the TC mail list, where work product editors and the TC co-chairs and secretary can coordinate which work products need discussion time at a particular working meeting, and
  2. editing of the agenda in Lucid Meetings to capture the plans for a particular discussion.

All TC members are encouraged to raise other agenda topics as needed. We also have an #editors channel in Slack where anyone interested in meeting planning can chime in.

The Lucid Meetings settings for the working meetings permit anyone invited to edit the agenda. This enables the editors for a work product to directly edit portions of the agenda relevant to their items. The template for a work product discussion agenda is:

  • Editors: editor 1, editor 2
  • Link to the work product GitHub repository
  • Brief status summary: ... (with any relevant links)
  • GitHub issues and/or pull requests (PRs) up for discussion
  • Next steps: what's needed to progress toward Committee Specification (or OASIS Standard)

Recording Outcomes

The outcome of working meeting discussions should be captured primarily using GitHub mechanisms, through updates to issues and PRs. Action items can be captured in Lucid Meetings. Work product editors are also encouraged to send a brief summary of meeting results to the TC mailing list to keep TC members apprised of progress.