14:01:05 <russdeffner> #startmeeting
14:01:05 <MeetBot> Meeting started Fri Mar 16 14:01:05 2018 UTC.  The chair is russdeffner. Information about MeetBot at http://wiki.debian.org/MeetBot.
14:01:05 <MeetBot> Useful Commands: #action #agreed #help #info #idea #link #topic.
14:01:18 <russdeffner> #topic Activation Working Group March 16
14:01:43 <russdeffner> Greetings and welcome to the first AWG meeting in quite some time...
14:02:15 <hot_slack_bot> <p.ulbrich> :wave:
14:02:20 <russdeffner> We'll do some general 'housekeeping' to start since it's been so long...
14:03:04 <russdeffner> I did some wiki-cleaning this week, so I think the info on https://wiki.openstreetmap.org/wiki/Humanitarian_OSM_Team/Working_groups/Activation is now 'up-to-date'
14:03:37 <russdeffner> oh, let me try to do that more 'bot-friendly'...
14:04:02 <hot_slack_bot> <smit1678> :wave: i’m here, sorry i’m late
14:04:06 <russdeffner> #link https://wiki.openstreetmap.org/wiki/Humanitarian_OSM_Team/Working_groups/Activation is the first place to start for AWG info
14:05:17 <hot_slack_bot> <blake_hot> Hi
14:05:36 <russdeffner> On of the more important things for everyone here is to review the current Terms of Reference...
14:06:25 <russdeffner> #link https://docs.google.com/document/d/1uf60-HUF9GyP68-DzzksEa8RLqFkUrsNSq6vhiiXa64/edit?usp=sharing - the ToR is basically the guidebook for what we do in the AWG
14:07:15 <russdeffner> So, those are the basics - in a nutshell, this group manages the Disaster Mapping program at HOT
14:07:39 <russdeffner> For those who don't know me, my name is Russell Deffner and I'm based in Colorado, US
14:08:13 <russdeffner> Been involved with HOT for about 5-6 years now, mostly as a volunteer in the Disaster Mapping program, also do contract work and am a voting member
14:08:16 <hot_slack_bot> <r_aytoun> Sorry late, hi everyone
14:08:59 <russdeffner> I want to quickly say a big Thank You to Philipp who has volunteered to help co-lead this working group; Philipp do you want to quickly introduce yourself
14:09:09 <hot_slack_bot> <p.ulbrich> Thanks Russ
14:09:21 <russdeffner> And everyone who is here, please give a line or two intro so you're logged with the bot
14:09:25 <hot_slack_bot> <p.ulbrich> It is a pleasure!
14:10:14 <hot_slack_bot> <p.ulbrich> I'm Philipp Ulbrich, based in London and Warwick, UK - been involved with HOT since around October
14:11:44 <russdeffner> Thanks Philipp
14:11:59 <russdeffner> We'll give a bit of time for folks to type intros
14:12:23 <hot_slack_bot> <p.ulbrich> yes, looks like several people are typing
14:12:42 <hot_slack_bot> <blake_hot> Hi, Blake, activation coordinator for 4 years
14:13:44 <hot_slack_bot> <smit1678> hello, I’m Nate Smith, Director of Technology at HOT and been active in HOT for the last 6 years
14:14:08 <hot_slack_bot> <cdmayhall> Hello everyone! I'm Chris Mayhall and I am new to HOT. I'm based in Texas and have a background in computer science. I currently manage about 30 GIS websites for municipalities all over Texas.
14:14:52 <hot_slack_bot> <r_aytoun> I am Ralph Aytoun, a retired cartographer. Involved with HOT since 2014 mainly with London Mapathons and validating, but help with other projects and universities.
14:15:09 <russdeffner> Excellent!
14:15:17 <russdeffner> Thanks everyone for coming
14:15:47 <russdeffner> Anyone else out there, please keep typing but we'll keep the meeting moving...
14:16:10 <russdeffner> The last time this group was heavily active, we made some changes...
14:16:31 <russdeffner> One was that we moved from taking 'traditional' meeting minutes to using Trello...
14:16:49 <russdeffner> #link https://trello.com/b/ogU4Wjd6/hot-activation-wg - the AWG Trello
14:17:22 <russdeffner> I also took some time to clean this up a bit
14:17:57 <russdeffner> There's still some projects 'out there' that we need to decide to either move forward or archive, but we can get to that later...
14:18:40 <russdeffner> The "Next meeting agenda" list is what I want to look over first
14:18:59 <russdeffner> Unless, I guess I should ask if anyone has anything pressing/want to ask first?
14:20:16 <russdeffner> Ok, so first on the agenda there is approving the last minutes...
14:20:44 <russdeffner> Which, I'm totally not sure when that was or if there are minutes, etc.
14:21:06 <russdeffner> So, it brings the question - if we're using Trello, is there a need for that anymore?
14:22:32 <hot_slack_bot> <p.ulbrich> last minutes on Trello appear to be from March 2016?
14:22:41 <hot_slack_bot> <r_aytoun> We need to have a list of working projects somewhere so that people know what is on the go and can add to it or make suggestions
14:23:36 <russdeffner> Yes, I saw that too; I really didn't think we went all of 2017+ without a meeting
14:24:01 <russdeffner> But, that's probably why I completely forgot how to run this bot, etc. :)
14:24:27 <russdeffner> Ralph, do you mean TM projects?
14:25:21 <hot_slack_bot> <r_aytoun> No, I mean projects like review the ToR,
14:25:55 <russdeffner> Yes, I think that is partly why we switched to Trello
14:25:56 <hot_slack_bot> <p.ulbrich> what wold be the alternative to Trello?
14:26:36 <hot_slack_bot> <p.ulbrich> i mean, is there an alternative to Trello for this type of things?
14:27:15 <hot_slack_bot> <blake_hot> Rolling grocery
14:27:17 <russdeffner> I'm looking now, I actually archived two Lists "Projects Assigned" and "Pending Items"
14:27:31 <russdeffner> ...because they weren't being used
14:27:37 <hot_slack_bot> <blake_hot> Gdoc
14:27:57 <hot_slack_bot> <r_aytoun> I joined AWG in mid 2017 and we had regular weekly meetings during the activation season which stopped when it became quiet.
14:27:58 <russdeffner> But we could have a list of "projects needing work" or something
14:29:04 <russdeffner> However, to pull this back around - first question is 'do we want to approve previous meeting minutes' or drop that from the rolling agenda?
14:29:39 <hot_slack_bot> <p.ulbrich> or maybe we could leave it only as a kind of reactive option, in case there are any objections
14:29:40 <hot_slack_bot> <p.ulbrich> ?
14:29:56 <hot_slack_bot> <p.ulbrich> for a certain period of time?
14:30:26 <russdeffner> i.e. a chance at the beginning to bring up stuff from last time, otherwise we're moving on?
14:30:36 <hot_slack_bot> <p.ulbrich> yes
14:31:15 <hot_slack_bot> <r_aytoun> Certainly need previous minutes to keep unfinished business on the agenda to be completed
14:31:22 <russdeffner> sounds good to me, would anyone rather see the more traditional/formal approvals
14:32:55 <russdeffner> Ok, I'll change that to 'unfinished business'
14:33:20 <hot_slack_bot> <r_aytoun> That way we have continuity from the previous meetings
14:33:20 <russdeffner> So, now I guess let's have the discussion - Trello? or something else?
14:34:42 <hot_slack_bot> <r_aytoun> Do we have something else at this stage?
14:35:23 <hot_slack_bot> <p.ulbrich> and what would be the reason for changing? is because Trello is underused at the moment? if we change, would that tool be likely to be used more?
14:35:39 <hot_slack_bot> <p.ulbrich> is it...
14:35:59 <russdeffner> Well honestly, nothing that does the same thing, but we see this in almost all our WGs that use Trello; it takes effort - usually from one or two people to keep it flowing
14:36:59 <russdeffner> We have thrown around the idea of Google Sites in the past
14:37:19 <russdeffner> I'm not sure it would be any better (or worse) though
14:37:33 <hot_slack_bot> <blake_hot> Rolling gdoc is good for agenda trello for linger
14:38:20 <russdeffner> Yes, that would basically put us back to the 'traditional' method of minutes, etc. but does work
14:39:40 <hot_slack_bot> <blake_hot> Emphasize rolling in one doc is nice
14:40:15 <russdeffner> I guess if we 'embed' the gdoc in the Trello and make sure action items are turned into Trello cards, it might help motivate Trello progress
14:41:45 <hot_slack_bot> <p.ulbrich> so, the doc would be used for which tasks? the minutes...?
14:42:37 <russdeffner> Yes, most of the groups who use that method basically set a brief agenda (i.e. insert your notes here) and become minutes
14:42:59 <hot_slack_bot> <p.ulbrich> ok, thanks
14:43:13 <russdeffner> I don't necessarily think any of them are good at carrying items from one meeting to next though
14:43:40 <russdeffner> And actions are often lost/forgotten
14:44:32 <russdeffner> So, let me suggest that this needs some more thought and let's Table it for more research/discussion
14:44:46 <russdeffner> Want to keep us to the hour and have a couple additional things
14:45:20 <russdeffner> Mainly, does everyone like IRC for our meeting platform?
14:45:29 <hot_slack_bot> <p.ulbrich> regarding lost actions - how about the mail reminders on Trello? If whoever is assigned the task manages the deadlines?
14:45:38 <russdeffner> I actually think it's written into the ToR, so if not, we need to edit that
14:46:19 <russdeffner> To your point Philipp, that's why I would like to keep Trello for action items so we can assign people and dates, etc
14:46:44 <hot_slack_bot> <p.ulbrich> :+1:
14:48:50 <hot_slack_bot> <r_aytoun> I have problems logging in to irc through  irc://irc.oftc.net #osm and am only here because of the slack link
14:49:33 <russdeffner> Ya, I've had the IRC client freeze a few times in the last hour
14:50:11 <russdeffner> But we have had feedback in the past from non-english speakers that this way they could still participate versus voice
14:50:27 <hot_slack_bot> <mikel.maron> hey all — join us here in 10 minutes for an informal chat with new HOT Voting Member nominees
14:50:46 <russdeffner> However, we could just stick to the #disaster-mapping channel if no one here is really using IRC
14:51:11 <russdeffner> Except then I wouldn't have this meeting bot :)
14:51:30 <russdeffner> Hi Mikel, we should be able to conclude AWG on time
14:52:56 <russdeffner> For now, we'll say this at least works for everyone; we'll keep Mumble as an option if we really want to talk about something
14:53:21 <russdeffner> But please feel free to bring alternative solutions next time
14:53:27 <russdeffner> How about schedule?
14:53:35 <hot_slack_bot> <p.ulbrich> shall we read and comment on the ToRs until the next meeting?
14:53:48 <russdeffner> Does every other Friday at 1400UTC work?
14:54:04 <russdeffner> Always feel funny asking that to the people here :)
14:54:57 <russdeffner> If no objections, let's stick to it for now and if I hear from people that can't make it, we'll stay flexible
14:55:14 <hot_slack_bot> <smit1678> :thumbsup:
14:55:36 <hot_slack_bot> <p.ulbrich> sounds good
14:56:14 <russdeffner> And to your point Philipp, and good parting words from me - here is your AWG homework...
14:56:29 <hot_slack_bot> <r_aytoun> Good for me
14:56:31 <russdeffner> Please do read over the ToR, make suggestions/comments/etc
14:56:33 <hot_slack_bot> <p.ulbrich> ha, thanks! :D
14:56:52 <russdeffner> Also, for those who haven't yet...
14:57:09 <russdeffner> Take a look over the Activation Protocol and Courses
14:57:50 <hot_slack_bot> <p.ulbrich> thought on the side: it would be great to have more a better gender balance
14:57:51 <hot_slack_bot> <r_aytoun> :+1:
14:57:58 <russdeffner> was going to try and find links, but it's in the Trello
14:58:16 <russdeffner> Yes, thank you Philipp
14:59:03 <russdeffner> Any suggestions to make the Disaster Mapping program more welcoming to women and LGBTQ, I am listening.
14:59:38 <russdeffner> Ok, that's a wrap, thanks everyone for joining the AWG today!
14:59:42 <russdeffner> #endmeeting