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W3C Solid Community Group Meeting Guidelines

To reach consensus where no consensus has been reached before.

It is recommended that meetings adopt the guidelines in this document as well as the W3C Process where applicable.

The Solid Code of Conduct and Positive Work Environment at W3C: Code of Conduct must be followed by all meeting participants.

Meeting Recordings and Transcripts

No audio or video recording, or automated transcripts without consent. Meetings are transcribed and made public. If consent is withheld by anyone, recording/retention must not occur.

There is a minutes template (Markdown) that can be used.

Roles in Meetings

Below are some common roles and their descriptions as useful guidelines. It is not a complete or strict list of duties.

Participants

  • Includes everyone present in the meeting.
  • Participants may switch roles provided that it is clear to the other participants and there are no conflicts of interest.
  • Participants other than the moderator should add themselves to the queue to talk, remove themselves, or allow others to go ahead.
  • State name to scribe. Be concise. Stay within topic.
  • Should consider it their responsibility to help the scribe by offering to type summary into the chat; correct the log or improve fields marked by scribes during meeting; offer to fill in when scribe needs to speak.
  • Makes recommendations to improve meeting minutes, e.g., PRs.
  • Can recommend meeting topics before or during the meeting.
  • Participants should first attempt to use chats and repositories to work out concerns about the minutes or group decisions before meetings. Specific responses, e.g., clarifications or objections to previous group decisions can be proposed as topics to the meeting agenda.
  • Only Solid Community Group members may vote or raise objections during the meeting.

Guests

  • Anyone can join a public meeting as a guest whether invited by someone or not.
  • Guests cannot vote or raise objections in discussions.

Moderator

  • Defines and announces meeting agenda prior to the meeting.
  • Runs the meeting agenda; announcements, topics.
  • Generally stays neutral in discussion but can participate in discussions if announces in advance their "hat" at that time.
  • Acknowledge the attendance of participants and awareness of roles, and who is missing and the implications for the meeting.
  • Facilitate reaching consensus.
  • Asks participants to approve prior meeting minutes. If no objections, notes approval to scribe.
  • Ensures minutes are taken and posted in due time.

Scribes

  • Transcribes the meeting as is: captures discussions, records actions and decisions.
  • Stops transcribing on speaker's request.
  • Requests assistance to improve transcription, e.g., mark text that needs correction or improvement (???), ask speaker or moderator for clarification.
  • Publishes minutes "soon after" the meeting (unless an another arrangement is made - to ensure it is on the same day).
  • Announces (draft and published) minutes in chats and elsewhere.

Solid Community Group Chair

  • May adopt or request to take on a role before or during the meeting.
  • Provides guidance to processes, charters and the Solid ecosystem.
  • Follows up on Community Group related actions.