CoC_Commitee_Documentation/meeting-notes/meeting notes 2023-06-28.md

Meeting 28 June 2023 - Conduct Committee

Attendees:

Tim Lion Arjan Mattronix

Agenda:

• Onboarding to Git
• Git Structure
• Action Points from Workgroup
• Designation of Roles

Onboarding to Git

• Registration - Code.techinc.nl - Onboarding CoC Committee [X]
• Ensure Everyone Present is able to login
• Create CoC repository and ensure it's public [X]
• Onboard Kai []
• Define a Structure

Git Structure

Repositories:

• CoC: used for all drafts and the released CoC
• CoC Committee Documentation

CoC:

Branches

• Main: Used for the production, reviewed and ALV voted version of the CoC
• Revision: Drafts that have been voted by all members of the CoC Commitee (we think it's ready for board review)
• Draft
• Per Member of Committee an Editorial Branch, e.g. coc-mattronix-drafts

Pull Requests

Committee members

• From member Branch to Drafts (approved by majority)
• From Draft to Revision (approved by majority)
• From Revisions to Main (after approval at ALV)

Non-Committee Members

• Pull Request or email to conduct@techinc.nl

CoC Committee Documentation

Branches

• Main
  • For notes and useful documents
  • Folder for meeting notes

Pull Requests

• per change merge by self. always merged before or at meeting

Committee members

• From member Branch to Drafts (approved by majority)
• From Draft to Revision (approved by majority)
• From Revsions to Main (after approval at ALV)

Action Points from Workgroup

• Review the Existing CoC and analyse it for anything that may be useful to the goals of the CoC committee.
• Analyse why the existing CoC is not widely used, known or adopted.
• Draft the new CoC
• establish a process to submit edits and changes
• Review the Existing dispute Committee processes
• Draft new process for Dispute Committee

Review the Existing CoC and analyse it for anything that may be useful to the goals of the CoC committee

Consensus by 3/4 present members: no CoC defined or in draft, we have searched the wiki, we have asked the board. The best we could find is a dispute procedure.

[19:56] <T_I_M> Justa! vraagje, we hebben gezocht naar de huidige C.O.C maar geen van ons is het gelukt om deze te vinden. Heb jij een link naar de huidige C.O.C?
[19:57] <justa> ja
[19:57] <justa> mom
[20:00] <justa> Er is een dispute procedure
[20:00] <justa> gelinkt vanaf dezelfde plek als de Drew draft
[20:00] <justa> https://wiki.techinc.nl/images/0/0c/DisputeProcedure-v1.0.pdf
[20:00] <justa> https://wiki.techinc.nl/SubGroups/Dispute/new-framework
[20:01] <T_I_M> dus verder dan een proposed dispute procedure? is het nooit gekomen? en is dit in jullie ogen een C.O.C maar dan een andere benaming
[20:12] <T_I_M> de documenten (snel) gelezen te hebben, is er nooit een C.O.C geweest, de documenten zijn enkel een dispute procedure, een stap na de C.O.C
[20:19] <justa> ik denk het niet idd
[20:19] <T_I_M> oke dank,
[20:26] <justa> Sowwy

Analyse why the existing CoC is not widely used, known or adopted

Because it does not exist.

Draft the new CoC

• Interview Drew on what the issues are that he ran into involving the CoC and dispute process (Vote at next meeting)
• Establish outline of CoC Document, in this case I think we should review other CoC's from other orginizations and hackerspaces pick one we all each like and review them all for similarities and useful ideas.
• All information reviewed and used should be shared on the documentation repository ahead of future meetings and referenced in draft phase.

Process

1. Review Existing CoC's from other organizations and our own drafts (store and share existing CoC's on documentation wiki)
2. Establish outline of CoC
3. Weekly/Biweekly Drafting of section or sections by each member of the CoC Committee
4. review of existing CoC's Sections
5. review of sections and edits
6. Vote and Merge of sections and edits
7. repeat

establish a process to submit edits and changes

Four Phase Philosophy:

• Editiorial Phase: each member of the committee reviews external information, information from other organizations, and creates drafts they think fit each section or outline for comparison.
• Draft Phase: Group meeting to review edits from the editorial phase, the goal is to vote in a mix of all the edits. This may take multiple meetings per section.
• Techinc Member Draft Phase: Members of Techinc review drafts at any time they please and submit changes or pull requests for review and vote by the CoC Commitee.
• Revision Phase: After majority vote of the CoC Commitee we submit our request for the next ALV to vote in the live CoC Document, we notify everyone of the review and allow extension of the Member Draft Phase until 1 week before the ALV.

Editorial Phase to Draft

• From CoC Committee member Branch to Drafts (approved by majority of the CoC Commitee)

Draft Phase & Techinc Member Draft Phase

• Accept input from Techinc members
• Accept voted edits from Techinc members
• From Draft to Revision (approved by majority)

Revision Phase

• From Revsions to Main (after approval at ALV)

Review the Existing dispute Committee processes

to review in the future. the focus is CoC at this time.

Draft new process for Dispute Commitee

to review in the future. the focus is CoC at this time.

Designation of Roles

• CoC Committee Member (Member of TechInc who is not part of the board): Li0n, Tim, Arjan, Kai, Mattronix
• CoC Committee Communications (Responsible for updating TechInc members on progress and managing wiki events): Mattronix
• CoC Committee Events: Edit Wiki events: Li0n

Action Points Next Meeting

1. Vote on: Interview Drew on what the issues are that he ran into involving the CoC and dispute process (Vote at next meeting) []

2. Homework: Review the following CoC's before next meeting

• https://www.tog.ie/code-of-conduct/
• https://ballarathackerspace.org.au/code-of-conduct
• https://lamm.space/code-of-conduct/
• https://pdxhackerspace.org/code-of-conduct.pdf

3. Homework: Find other CoC's you think are interesting

Next Meeting Date July 12th @ 19:00

https://wiki.techinc.nl/CoC_Committee_Meeting_2023-07-12