Instance Managers Circle Meeting: Q1 2022 (Combined Agenda and Minutes)

This information copied from Notion with the idea that we will be moving both agendas and minutes to discourse for ease of access
Facilitators:
Meeting 1: Konrad
Meeting 2:

Note takers:
Meeting 1: Laurie
Meeting 2:

Meeting times - two choices:
24 January 3pm/1500 hrs UTC (Meeting link: Instance Managers Circle Meetings: January 2022 Access code: 789257 )
or
25 January 9pm/2100 hrs (Meeting link: Instance Managers Circle Meetings: January 2022 Access code: 789257)
Meetings are also in Global Calendar - Please contact Laurie Wayne if you need access to that!

Notes from last meeting: https://www.notion.so/openfoodnetwork/Instance-Managers-Circle-Quarterly-Meeting-October-2021-bf75a9281f4c4cccb0f5585c0383c352

Participants:

  • Australia
  • Brazil
  • Belgium
  • Canada
  • Colombia
  • Costa Rica
  • France - Rachel, Meeting 1
  • Germany - Konrad, Meeting 1
  • Greece
  • India
  • Ireland
  • Italy
  • Jordan
  • Iberian peninsular (Catalonia, Spain, Portugal)
  • New Zealand - Bernie, Meeting 2
  • Philippines
  • Russia
  • South Africa
  • Turkey
  • UK - Nick, Meeting 1
  • USA - Laurie (both)

Meeting 1 recording:
https://bbb.de.meet.coop/playback/presentation/2.3/23ba20e4353b214b0db238b1b0f08288b5e1270e-1643036126986

# Agenda

  • [ ] DISCUSSIONS

    • Basic and core instances (documenting): when all open questions are confirmed, each instance manager should find another instance manager to go through the spreadsheet and discuss their instance‚Äôs activities and what their designation should be. Instance managers fill out the chart for another instance, not for their own.
    • Participation: we understand that each instance has common issues (especially around funding and technical tasks) and we believe that participation in the community, in the form of monthly global check ins and a quarterly Instance Managers meeting can create an opportunity for collaboration, problem solving, and contribution - so may benefit the instance and the community. It‚Äôs ok to be asynchronous, logging status in the spreadsheet, for the monthly meeting, and IM meetings are one hour four times per year.
  • [ ] PROPOSALS and DECISIONS:

  • Each open question in the spreadsheet was discussed in the order reflected in the table below. Full discussion available in video recording linked above for more detail. As of the end of Meeting 1, these open questions from the core/basic instance spreadsheet have been tentatively answered (to be confirmed by Meeting 2 participants):

Topic Decision
Use additional junior and senior subgroups for Basic and Core instances No
Is it a basic instance’s responsibility to join and participate in Slack, Github/Gitbook, Discourse, Notion, Miro, or others for collaboration with the global community? Yes
Is it a basic instance’s responsibility to attend quarterly instance manager circle meetings and monthly global check ins? Yes
Is it a core instance’s responsibility to (that is, is this a requirement rather than a suggestion) to participate actively in circles other than the instance manager’s circle? Yes
Is it either type of instance’s responsibility to contribute to the User Guide? Core only
Contribute 40% of net income (after basic financial viability) annually from user fees, grants, sponsorships and any other sources to the Global Pot Remove optional
Is it a basic instance’s responsibility to create a business model or sustainability plan for the instance? Yes
Is it a basic instance’s responsibility to maintain email services like Gmail or Sendgrid, support tools like Vtiger, accounting tools like Xero or Quickbooks, and integrations support with tools like Zapier, beyond those strictly necessary to be done by sysadmins. Yes
Is it a basic instance’s responsibility to actively support or contribute to meetings, presentations, research or other communications beyond the OFN community No
Actively contribute to community conversations, including generating topics, comments, and collaborating on work that benefits the global community (average minimum time expectation: 8 hours per week, ideal: 16 hours per week) No time expectation
Do basic instances have to develop into core instances? It might be okay to stay a basic instance. Okay to stay basic
  • [ ] NEXT MEETING: Quarter 2 - Two choices
    • 25 April 2pm/1400 hrs UTC or
    • 26 April 10pm/2200 hrs UTC
2 Likes

Great work, thank you to all! especially to @lauriewayne1 and @konrad for the effort on these circles. Last Monday and Tuesday I did not feel good both physically and emotinally, so sorry to miss…

Sooo,

‚Äė‚Äô * Basic and core instances (documenting): when all open questions are confirmed, each instance manager should find another instance manager to go through the spreadsheet and discuss their instance‚Äôs activities and what their designation should be. Instance managers fill out the chart for another instance, not for their own.‚Äô‚Äô

Who would like to go with OFN TR and I can go through the spreadsheet for their instance :slight_smile: