Attendees
- Esther M. Jackson - Advisory Committee
- Julie Faure-Lacroix - Advisory Committee
- Antonin Delpeuch - Advisory Committee
- Jan Ainali - Advisory Committee (first 10 minutes)
- Martin Magdinier - Project Manager
Discussions
Antonin off-boarding from the Advisory Committee.
Related conversation: Transitioning out of the project
Question: How do we keep the line of communication open with Antonin
- Reporting is happening in the monthly reports on the forum
- We want to schedule bi-weekly calls with the community to keep the line of communication open. This would be the place to coordinate the hiring/onboarding of the new person.
Actions and Next Steps:
- Steps for technical offboarding are listed in OpenRefine Playbook
- Martin to confirm with CS&S is there is any lead time for offboarding an Advisory Committee member on their side
- Esther to check with CS&S HR for guidance for an exit interview.
- We want to confirm the date Antonin will leave the Advisory Committee in the next call on Nov 21.
Opening Advisory Committee Call to the community.
What is the purpose of opening the meetings? That will help us figure out how to make this happen.
- A desire for increased transparency so that people can see the AC working more directly.
- Some other people who are active on the forum may wish to attend so that they can have a rapid exchange of ideas
- Being able to recruit new members for the Advisory Committee.
We need to decide the structure of those calls
- Town hall format where the Advisory Committee presents something?
- Question - ask me anything format?
- Opening the current call that are working meeting session.
Summary of the discussion between AC members:
- Having a moderator/facilitator for a meeting to keep the discussion on track
- Having a notetaker (rotating)
- Emphasizing to the community that this is a working meeting (not just a discussion, but trying to accomplish tasks)
- Giving attendees a way to suggest agenda items in advance so that we can set the agenda ahead of time and keep on track
Actions and Next Steps:
- To move quickly, we will start by opening the call to participants to listen in and ask questions.
- Participants will be invited upon request on the forum.
- Next call to be open Dec 12 and Dec 19th
- November 28th is Martin's performance review (see below) and is not open to the public
- December 5th is the monthly call with CS&S
Martin contract renewal
Martin requested that the Advisory Committee review his work over the last 12 months. This review will inform the renewal of the contract. Currently, we have no structured process. The advisory committee recognizes this is something lacking when managing previous contractors.
The conversation will be organized in two parts
(1) Review performance on projects carried out in 2024. This part will be only with the Advisory Committee and not open to the community
- Funding
- Community management and engagement
- Partnership
- Budget management
(2) Planning need for 2025 (with potential community participation), what should be the role of the project manager regarding -
- Fundraising
- Barcamp
- hiring/onboarding a new developer
- Community management vs direct contribution.
Actions and Next Steps:
- Esther to confirm with CS&S HR what is available.
- Planning to do the review during the November 28 call.
Other topics
Martin shared the following update
- Martin to update today the Developer Role with more emphasis on the Community part. See PR #395
- Martin is working with LJ from CS&S regarding next steps for fund raising strategy
- We received the updated Mission, Vision and Value from Bocoup following the survey results. See here. To be shared with the community and discussed in the next call.
- Martin updated the budget for funds to be spent before Dec 31
- Diversity Grant: $6,589 was not allocated. The amount is higher than originally planned as we didn't receive all the travel expenses for the BarCamp.
- 23 Wikimedia: $3,739.89 plan to update the training materials. This should be allocated by the end of the month.