WAI-AGE Task Force teleconference page

Page Contents

Meetings
Minutes
Scribes
Minuting Instructions

Meetings

Teleconference schedule:

15 July 2009 (no meeting)
29 July 2009
12 August 2009
26 August 2009
9 September 2009
more dates tbc
5-6 November 2009 - EOWG face-to-face meeting during W3C Technical Plenary

Meeting time is 15:30 - 17:00 CET - see timeanddate.com for local times.

Teleconference details

Teleconference bridge :
- +1.617.761.6200 (US)
- +33.4.89.06.34.99 (UK)
- +44.117.370.6152 (France)
- Code: 9243# (WAGE#)
IRC:
- Channel: #waiage
- Server: irc.w3.org
- Port: 6665

Face to face meetings:

None currently planned for 2009, but possibility of meeting with EOWG in California in November
23-24 October 2008 (in conjunction with the Education and Outreach Working Group meeting during the W3C TPAC meeting) - minutes - 23 October; 24 October

Minutes from Task Force meetings

2009 minutes:

2008 minutes:

Scibe rotation list

Scribes, please check for your name on the following list and be prepared beforehand to set up the meeting.

Scribes:

Previous Scribes:

Nacho Madrid - 2008/10/28; 2008/08/21; 2008/06/30

How it works:

The person at the top of the list is the scribe for the next meeting.
If you are near the top of the list, please join the teleconference several minutes early, set up Zakim and RRSAgent for logging, and be prepared to scribe.
If you are near the top of the list and will not be able to attend, please make sure that you send regrets to the WAI-AGE Task Force mailing list <public-wai-age@w3.org> so that the next person on the list can be prepared to scribe.
You can "pass" if you do not want to scribe for any reason. If you are at the top of the list and do not want to scribe, please send a message to the list before the meeting so that the next person on the list can be prepared to scribe.
If you would like to scribe an upcoming meeting and your name is not at the top (for example, if that week is a good time for you to scribe but the upcoming month would not be), send a messge to the list volunteering to scribe for that week.
Note that draft meeting minutes are available online immediately. If there is anything that should not be in the public record (such as personal information that was entered in IRC), please help ensure that Andrew or other WAI staff removes it before the minutes are publicized.

Minuting Instructions

Adapted with thanks to Shawn from EOWG Minuting Instructions.

Before the meeting

Scribes, please do this several minutes before the start of the meeting. I think you can do this up to 1 hour before the scheduled meeting time.

Enter the following commands in the #waiage IRC channel:

/invite zakim #waiage
zakim, this will be WAI_(AGE TF)
/invite rrsagent #waiage
rrsagent, make logs public

Scribe: YourName
ScribeNick: your irc nickname
Meeting: WAI-AGE
Chair: Name
Regrets: Name, Name

During the Meeting

Enter the following commands in the #waiage IRC channel.

To indicate who is at the meeting:
Present: Name, Name, Name
To add names:
Present+ Name
Regrets+ Name
At the start of a new topic:
Topic: What the new topic is
To record what someone says, put their name or initials and a colon:
Andrew: strongly support change
What to record:
- You don't need to record everything that it said, just the "jist" of the relevant comments
- Make sure to record final decisions carefully
- Feel free to ask for clarifications of who is speaking, for important things to be repeated, for someone to scribe their own thoughts (if they are in IRC), or for the meeting to pause momentarily so you can catch up with scribing

At the end of the meeting

Do the following right after the meeting (because the agenda and regrets get wiped away after the meeting):

Type: rrsagent, draft minutes

After the Meeting: Editing Draft Minutes

After most meetings Andrew will clean up the minutes - the following is provided just in case ...

Download the content from: http://www.w3.org/YYYY/MM/DD-waiage-minutes.html
Agenda: Copy the agenda items from the Agenda email and paste it at the top of the minutes under the <h1>, see example. Make sure to markup up the lists and include the links.
Regrets: Make sure you have listed any regrets from the mailing list
Review the minutes, and:
- Add info as needed for clarification, e.g., documents that were referrred to but did not get in the minutes. [you can add information in brackets] However, be careful not to add content that was not discussed in the teleconference.
  - Especially make sure that the action items at the end make sense out of context.
- Delete extraneous material; e.g., side comments about dogs barking upstairs, people being out sick, etc.
- Check that important words aren't missing; e.g., missing "not" in the sentence "I do like that solution" when the person said "I do not like that solution"
Delete:
- <h1>- DRAFT -</h1>
- "See also: IRC log."
Put the date in with the <h1> (instead of as an <h2>)
Confirm that the <title> got set. If it says "SV_MEETING_TITLE", change that to "WAI-AGE TF - date"
Confirm that the major agenda topics are listed in the Contents section, marked up as <h2>, and linked to the topics below. Add other headings (e.g., <h3>) as appropriate to help group the information and facilitate skimming for specific sub-topics.
If there are no action items, add "[none]" to the link in the Contents section:
Summary of Action Items [none]
Skim the "Scribe.perl diagnostic output" section, see if you need to make any edits based on the notes, and delete it.
Spell check the document
Validate the HTML
Email the minutes to Andrew <andrew@w3.org> & Shadi <shadi@w3.org>

Thanks!

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