Dev Team Meeting Notes Protocol

Before the meeting, it's a good idea to read previous notes and to do some research on your own on effective notes/minute taking: You want to be succinct but still include the important topics. OSE Developer meetings usually last 1 hour and always manage to fit all notes on a single slide; if someone wants more details they are encouraged to watch the video.

Meeting Protocol

1. Join the jitsi meeting: https://meet.jit.si/OpenSourceEcology
2. Go to the Current Meeting page and click edit link below the presentation.
3. Find the Notes slide (usually the second slide).
4. Begin taking notes as soon as Marcin starts the meeting.
   1. Note that there are two columns, start with the first and when it's full go to the second column.
   2. If old notes got copied from previous meeting, clear them out.

Recording Meeting on Jitsi

1. Use the three dot button in the lower right of the Jitsi screen to bring up the menu.
   If you don't see it, draw the cursor to the lower part of the screen to bring up the toolbar with the three dots.
2. Click on "Record" on the popup menu. This will cause a box to appear in the middle of the screen.
3. It will say "Recording" then on the next line "Upload to DropBox." Do not be fooled.
   
4. You will have to click on the x inside the oval next to the dot.
5. It will say "Recording" then "Upload to DropBox" then "Logged in as..." with your email, the amount of space in your DropBox (OSE meetings fill up the DropBox fast), then "Are you sure you would like to start recording?"
6. Click "Confirm".
7. Be sure to log in a few minutes early to make sure everything is connected.
   1. The first time you record a meeting you will probably have to log into your DropBox. If you're like me that's a password process, so start early.
   2. DropBox doesn't hold many meetings. It might be too full to record the entire meeting, in which case you will need to create a new DropBox to use, with a different email, obviously, or purge the DropBox you have. I missed recording a meeting because my DropBox was too full.
8. To stop recording run the cursor to the bottom of the screen to bring up the toolbar, click on the three dots, then click on "Stop Recording."
9. This will bring up a popup menu, which will say "Recording" then "Are you sure you would like to stop recording?" then "Confirm". Click "Confirm".

Archiving Protocol

Within about 24 hours of a meeting, Marcin makes the meeting recording available on youtube, at which point the Current Meeting should get moved to the Development Team Log page and the Current Meeting page needs to be updated with the next meeting.

Archive Current Meeting: Google Slides

1. Open Development Team Log, click the Edit tab and scroll down to the last meeting archived.
2. Make a copy of the last archived meeting and paste the copy right above it, change the date to the new meeting you are about to be archiving.
3. Open Current Meeting in another tab, click the Edit link in the top right corner (not the edit link below the slide).
4. Copy the embedded presentation (everything between and including the <iframe> tag) and paste it into the Development Team Log editor tab you still have open, overwriting the existing copied <iframe>. Be sure to use an editable link.
5. Update the height and width properties of the <iframe> to match the other embedded presentations on the Development Team Log (should be width="480" height="299").
6. Save the page.
   1. Check that there is a new section for the meeting you are archiving and that the google slide points to the correct document and is of the correct size (like the others). (The YouTube video will be incorrect, we'll do that next.)

Archive Current Meeting: Set Edit/Google Slides

1. The sharing setting needs to say "Anyone on the internet can find and edit". If it says "Anyone with the link can edit" that will not work.
2. Click blue "Share" button in the upper right-hand corner of the page. The box that appears will say "Share with others" at the top.
3. Click "Advanced". It is in tiny letters in the bottom right-hand corner of the box. The top of the box that appears will say "Sharing settings".
4. Under "Who has access" click "Change". A box that says "Link sharing" at the top will appear.
5. Click "On- Public sharing on the web".
6. Next to "Access: anyone (no sign-in required)" click on the blue letters and set to "Can edit".
7. Click the blue button "Save", then on the next screen click the blue button "Done".

Archive Current Meeting: YouTube

1. Go to the YouTube video (on https://www.youtube.com/user/marcinose/) for the meeting you are archiving.
2. Click the "SHARE" button below the video.
3. Click "EMBED" button in the sharing panel that pops up.
4. Click on the generated <iframe> HTML source and copy it.
5. Go back to the Development Team Log tab (click Edit in the top right of the page if you're not already there).
   1. Paste the <iframe> HTML from YouTube right below the Google Slide presentation you previously copied from Current Meeting. (You want to overwrite the old youtube <iframe> that got copied when you originally made a copy of a previous archived meeting.)
   2. The youtube <iframe> should already have the correct height and width.
6. Save the page.
   1. Check that now the date in the meeting header, the google slide and the youtube video all have the same meeting date. You are done with archiving.

Setup Next Current Meeting: Google Slides

1. Go back to the Current Meeting tab (if you need to, exit from the edit mode by clicking ```Read``` link in the top) and click edit link below the google slide to go to google docs.
2. In Google Slides make a copy of the old meeting: File -> Make a copy...
3. Give it the date of the next meeting (and remove the "Copy" text that google automatically prepends to the name). Pick a folder where you want to save it and make sure that "Share it with the same people." checkbox is checked but that "Copy comments." is not checked. Click OK.
4. Prepare slides for next meeting:
   1. Replace the date with the new date.
   2. Leave the names of developer but clear out what they will talk about. (they will fill it in later right before or during next meeting)
   3. Clear out the minutes from the last meeting.
5. Publish the slides: File -> Publish to the web...
   1. Click Start Publishing.
   2. Go to EMBED section of the publishing panel and copy the HTML.
   3. On the Current Meeting page, in the wiki editor, replace the <iframe> you copied from publishing panel with the already archived slides that are there.
6. Go back to Google Slides, close the publishing panel, in the top right hand corner click SHARE, click to copy the link URL.
7. On the Current Meeting page, in the wiki editor, replace the old edit link with the new edit link you just copied from the share panel.