Meeting Minutes

This document serves as a template and archive for community meeting minutes. Regular meetings ensure transparent governance and democratic participation in community decisions.

Meeting Types

Community Assemblies

  • Frequency: Monthly community-wide meetings
  • Purpose: Major community decisions and general updates
  • Participation: Open to all community members
  • Decision Authority: Community votes on proposals and policies

Working Group Meetings

  • Frequency: Varies by working group (typically bi-weekly)
  • Purpose: Focused work on specific projects and initiatives
  • Participation: Working group members and interested community members
  • Decision Authority: Working group decisions within delegated authority

Administrative Meetings

  • Frequency: Weekly administrative coordination meetings
  • Purpose: Operational coordination and urgent issue resolution
  • Participation: Administrators and moderators
  • Decision Authority: Operational decisions within established policies

Emergency Meetings

  • Frequency: As needed for urgent issues
  • Purpose: Address critical issues requiring immediate attention
  • Participation: Relevant stakeholders and decision-makers
  • Decision Authority: Emergency decisions subject to community ratification

Meeting Minutes Template

Meeting Header

# [Meeting Type] - [Date]

**Date**: [YYYY-MM-DD]
**Time**: [Start Time] - [End Time] UTC
**Platform**: [Matrix Room/Jitsi/Other]
**Meeting Chair**: [Name]
**Minutes Recorder**: [Name]

## Attendees
- [Name] (Role)
- [Name] (Role)
- [Name] (Role)

## Agenda
1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Discussion Format

## [Agenda Item Title]

**Presenter**: [Name]
**Duration**: [Time spent]

### Summary
[Brief summary of the item discussion]

### Key Points
- [Point 1]
- [Point 2]
- [Point 3]

### Decisions Made
- [Decision 1 with vote count if applicable]
- [Decision 2 with vote count if applicable]

### Action Items
- [ ] [Action item] - Assigned to [Name] - Due: [Date]
- [ ] [Action item] - Assigned to [Name] - Due: [Date]

Meeting Conclusion

## Next Steps
- [Next step 1]
- [Next step 2]

## Next Meeting
**Date**: [Next meeting date]
**Agenda Preparation**: [Who is responsible]

## Meeting Evaluation
**Effectiveness**: [Rating/feedback]
**Improvements**: [Suggestions for future meetings]

Recent Meeting Minutes

Community Assembly - 2024-12-15

Date: 2024-12-15 Time: 19:00 - 21:00 UTC Platform: Jitsi (jitsi.maidan.cloud) Meeting Chair: Community Member A Minutes Recorder: Community Member B

Attendees

  • 15 community members
  • 3 administrators
  • 2 moderators

Agenda Items

1. Platform Status Update

Presenter: Lead Administrator

Summary: Review of platform performance and recent improvements

Key Points:

  • All services running smoothly with 99.8% uptime last month
  • LibreChat AI service successfully integrated with Ollama
  • mdBook documentation significantly expanded
  • Security updates completed across all services

Decisions Made:

  • Approved: Continue current service configuration (unanimous)
  • Approved: Schedule monthly platform performance reviews (12-3 vote)

Action Items:

  • Document service uptime metrics - Assigned to Admin Team - Due: 2024-12-30
  • Create automated health monitoring dashboard - Assigned to Tech Team - Due: 2025-01-15
2. Community Growth Strategy

Presenter: Community Outreach Team

Summary: Discussion of strategies to welcome new members and grow the community

Key Points:

  • Current member count: 45 active users
  • Proposal for onboarding improvements using mdBook guides
  • Need for more community moderators as we grow
  • Success of recent Matrix chat reorganization

Decisions Made:

  • Approved: Create welcome package for new members (14-1 vote)
  • Approved: Recruit 2 additional moderators (unanimous)
  • Deferred: Decision on federation with other instances (needs more discussion)

Action Items:

  • Design new member welcome flow - Assigned to UX Team - Due: 2025-01-10
  • Open moderator applications - Assigned to Admin Team - Due: 2024-12-20
  • Research federation best practices - Assigned to Tech Team - Due: 2025-01-30
3. Financial Report

Presenter: Treasurer

Summary: Review of community finances and budget planning

Key Points:

  • Current monthly costs: €45 for VPS and infrastructure
  • Donation fund balance: €320
  • Projected 6-month runway with current expenses
  • Discussion of sustainable funding options

Decisions Made:

  • Approved: Maintain current donation-based funding model (unanimous)
  • Approved: Create transparency report on platform costs (13-2 vote)
  • Tabled: Discussion of optional paid services for future meeting

Action Items:

  • Publish financial transparency report - Assigned to Treasurer - Due: 2024-12-31
  • Research grant opportunities - Assigned to Fundraising Team - Due: 2025-02-01

Next Steps

  • Implement approved action items by assigned deadlines
  • Prepare agenda for January assembly meeting
  • Continue monitoring platform performance and security

Next Meeting

Date: 2025-01-15 Agenda Preparation: Community Facilitator Team

Meeting Evaluation

Effectiveness: 4.5/5 - Good participation and productive discussions Improvements:

  • Start with community celebrations/acknowledgments
  • Allow more time for Q&A on technical topics
  • Provide agenda items 48 hours in advance

Working Group Meeting - Documentation Team - 2024-12-08

Date: 2024-12-08 Time: 16:00 - 17:00 UTC Platform: Matrix #docs-team room Meeting Chair: Documentation Lead Minutes Recorder: Team Member C

Attendees

  • Documentation Lead
  • 4 documentation contributors
  • 1 community member observer

Agenda Items

1. mdBook Migration Progress

Presenter: Documentation Lead

Summary: Review of ongoing migration to mdBook platform

Key Points:

  • Successfully migrated governance documentation
  • Created templates for community guides
  • Integrated with deployment pipeline
  • Positive feedback from community members

Decisions Made:

  • Continue with phased migration approach
  • Prioritize user-facing documentation next

Action Items:

  • Complete service documentation migration - Due: 2024-12-20
  • Create contribution guidelines - Due: 2024-12-15
2. Documentation Standards

Presenter: Team Member D

Summary: Establishing consistent documentation standards

Key Points:

  • Proposed style guide for consistency
  • Template system for common document types
  • Review process for new contributions

Decisions Made:

  • Adopt proposed style guide with minor modifications
  • Implement peer review for all documentation changes

Action Items:

  • Publish style guide in mdBook - Due: 2024-12-12
  • Create review checklist - Due: 2024-12-15

Archive Instructions

Monthly Archives

  • Meeting minutes older than 3 months should be moved to archive pages
  • Archive by year and month: /governance/archives/2024/december.md
  • Keep summary index of archived meetings in this main document

Access Control

  • All meeting minutes are public by default
  • Sensitive discussions should be noted as "executive session" with limited notes
  • Personal information should be redacted before publishing

Version Control

  • All meeting minutes are version controlled in the platform repository
  • Changes to published minutes require annotation of what was changed and why
  • Original minutes should be preserved with amendments noted

Transparency Note: All community meetings are open to members unless specifically noted as executive session for sensitive matters. Meeting recordings are available upon request.