Recently Community Members have been requesting meetings with the Steering Committee and it has become apparent that the community would benefit from clear rules on who and when can call for a Steering Committee meetingh and should those meetings be allowed to be private. The following proposal is intended to codify these rules.
Ask the originator of the topic to provide additional information that will be reviewed in a separate meeting
The originator of the topic should (but is not required to):
Share a write-up of the topic ahead of time
Clearly articulate what it is asking for from the Steering Committee, given its responsibilities
Ad-hoc Steering Committee Meetings
Scheduled by any Steering Committee member
If a Community Member wants to schedule an Ad-hoc meeting they have to convince at least 1 SC Member that it is warranted (SC Sponsor)
Guidelines to SC Sponsor for when an Ad-hoc Meeting should be scheduled
The business is important enough that it should not wait till next scheduled meeting
The topic will require a long discussion which cannot be accommodated during Monthly Meeting
Public and open to all Community members
In extreme cases the SC Sponsor can ask for a private meeting:
SC Sponsor will decide who to invite
Majority of the SC Members have to agree to the meeting being private
Guidelines for when an Ad-hoc Meeting should be private:
There are NDAs in place that legally prohibit the public disclosure of discussed information.
It is about serious concerns regarding one or more Community Member, WP Lead or Steering Committee Member that are unrelated to KPIs, strategy, governance or any other typical Steering Committee business. Examples: harassment, discrimination, etc.
Budget reduction discussions with WP Leads where WP Lead is seeking input from Steering Committee on personnel reduction strategies and does not want to expose those publicly before a communication plan is in place.
Any other situation in which public disclosure may result in harm to person or project.
The meeting will only be held if decision-making majority is present, e.g. 3 out of 5. Otherwise it will be rescheduled.
A written overview of the topic must be provided reasonable amount of time before the meeting to the Steering Committee members and the community.
In extreme cases the SC Sponsor can ask for a private Ad-hoc meeting without supplying any information about the topic ahead of time, if there is a risk that leaked document may result in harm to person or project.