Best Practice: Organizing a Committee

Arctos Committees are groups of people working towards specific goals.

Status of this Document

This is DLM’s half-baked list of things that are neat by way of https://github.com/ArctosDB/internal/issues/356. Someone please adopt this and make it better!

Organization

The following items have been helpful.

• Meeting time choice (eg when2meet) should explicitly state whether the time applies to a single or recurring meeting.
• Meetings should be added to the Arctos calendar. Meetings which will not take place should be removed.
• An agenda should exist, and should contain
  • The schedule
  • The zoom link
  • The overall goals of the Committee
  • Topics of discussion for the next meeting
• The agenda should be updates as early as possible to facilitate planning
• An indication of who will participate in any upcoming meetings would be very helpful (possibly google calendar function?)

Recommendations

• Work to fully express goals as functional needs.
  • Do not get lost in the technical details, which will be worked out with the help of Arctos Staff after functional needs are understood.
• Come up with a presentation to The Community; changes originating in Committees still go through the regular development pathway, which starts with Issues.
• Support the tools necessary to enact your goals; this may involve writing or organizing proposals.

Google Calendar

• (How does one get access to the Arctos Calendar?)
• Meeting agendas should be added to the calendar invite (in whatever way magicks the nifty google docs thing)
• Zoom link should be inclided, but not in the ‘location’ slot (which does weird things with maps)
• The zoom link should be added in whatever way results in a link, not whatever results in the long list of numbers