Handling secure access for inactive deputies

We’ve been checking in with most of our deputies over the past month or so and, while many of you are able to continue donating your time to the Community Team, there are some deputies who are not able to do so anymore. This is entirely understandable of course, as we’re all volunteers here, but it leaves us with the question of how to handle inactive deputies.

Right now, deputies have access to our central Help Scout instance where all community support is handled and most deputies also have author or editor access to this P2. To that end, we have a few options for how we can handle this kind of access for individuals that are not actively involved for the moment:

  1. Leave everyone in their current state with full access to Help Scout and whatever user role they have on this P2.
  2. Remove inactive deputies from the “WordPress Community Team” inbox in Help Scout, and demote them on this P2. This will mean they are still a user on Help Scout, but they can’t access anything, which makes it easy to reactivate them in the future with very little friction – it should also preserve their interaction history in Help Scout.
  3. Completely delete inactive deputies from Help Scout, and demote them on this P2. This will mean reactivating them on Help Scout in the future would be like starting all over again and we will most likely lose their interaction history in Help Scout.

Option #2 seems like the best bet to me, for security and accountability purposes, but a case could be made for either of the other options. Please comment here with what you think would be the best way to manage things going forward – if you have any different ideas, please share those as well.

This discussion will remain open for 1 week – until Friday, 2 March at 12:00 UTC – then we will wrap it up and go forward with the best option.


Discussion: Micro-regional WordCamps

After an extensive community discussion involving community members from all over the world, we put together some guidelines for the situations where regional WordCamps will be approved. These guidelines have been accepted and are the working basis for any regional WordCamp application that we receive. Recently, however, we have received applications for two WordCamps that we would call “micro-regional” as they comprise more than one city/town, but they are all in very close proximity to each other. There are special circumstances here that make these applications different to the average regional WordCamp, which is what we would like to discuss here.

What do the applications entail?

As we have two separate applications here, I’m going to explain the requests in a single instance using cities named Alpha, Beta and Gamma.

The WordCamp application is for WordCamp Beta, even though Beta does not have its own meetup group. The organisers of the WordCamp will come from the Alpha and Gamma communities, as all three cities are within 30 minutes of each other. In some cases, the Alpha community has held meetup events in Beta as well as Gamma, as these cities are so close together that travelling between them is fairly trivial. Beta was chosen for the WordCamp location as it is more central and also less costly than Alpha and Gamma.

Why do we need to discuss this?

A long-standing rule for all WordCamps is that we only ever host a WordCamp in a city that has an active and healthy meetup group. This is to ensure that the WordCamp has the support and longevity that it needs to keep its momentum going. The applications that we’re looking at here are both for WordCamps to be hosted in cities that do not have their own active meetup groups. On the other hand, they are deeply connected to their neighbouring cities that do have meetup groups, not just by proximity, but also by the fact that they have shared event locations (and even event organisers) in the past.

So, what do you think? Is the concern of the host city not having its own meetup group mitigated by the fact that the surrounding groups are so connected to them? We’d love to get some opinions on this from the community and deputies, so please weigh in with your thoughts in the comments.

As both of these camps need to get going with their pre-planning, I’m going to set the deadline for concluding this discussion at next week Friday (17 November) at 10:00 UTC. At that point I’ll summarise the discussion and we can decide on the way forward.

#deputies, #feedback

New account for receiving sponsor payments via wire or ACH

We have opened a new bank account for receiving sponsorship payments via international wire transfer or US domestic ACH/”direct deposit”. Click for more details!

#deputies, #finances

Bi-monthly meetings

Hello, since we’ve decided on 2 meetings per month instead of 1, we’ll have to deal with some accompanying issues that have cropped up.

Take note that since we’re also doing meetings at 2 different timezones, we end up having 4 meetings in total. This should be ample for anyone to get involved, or get caught up with regarding the Community.

Meeting Agendas

  1. It has been suggested that the meeting agenda being set 1 week (at least) before the meeting might be too early. I gravitate towards this sentiment. Most teams put up an agenda 2-3 days before the meeting. Should we put meeting agendas up slightly closer to the meetings?
  2. Should meeting agendas between the 2 different timezones be synchronised? For what it’s worth, the Polyglots team does that and uses the Asia Pacific Team meeting results to complement discussions for the meeting that happens in the later timezone.
  3. How do we discuss and create an agenda before each meeting in a collaborative and open manner?

Running the Meetings

We agreed on running meetings every 2 weeks, however we missed the one last Friday. The meetings should be consistent.

  1. Should meetings be ran every 2 weeks? Or every specific 2 days in a month spread across? Take note that some months have 5 weeks (well 4.5). Or should we be running it on specific intervals such as every first and third Thursdays?
  2. Who should take the lead on the meetings? Should this be someone specific that does it all the time (this is the case with most teams in Make / WordPress), or can this role be rotated?

By the way, do take note that our next 2 meetings are scheduled for

#deputies, #meetings, #team-chat

Community Deputy Slack Group

I’d like to propose the creation of a dedicated Slack group for deputies. The general use would be to call attention to important information and help prevent it from getting lost in the back scroll.

  • Deputies can opt in or out of the list as they need to increase/decrease their current levels of involvement.
  • It will be usable by people on the list and use the same courtesy standards as channel-wide pings.
  • I’d like to call it “deputies” for simplicity’s sake.

Let me know in the comments if 1) this seems like a bad idea and 2) if you would like to be added for this additional notification or not.

@00sleepy, @_dorsvenabili, @adityakane, @amylaneio, @andreamiddleton, @bph, @brandondove, @camikaos, @chanthaboune, Cheryl LaPrade, @courtneypk, Dreb Bits, @drewapicture, @francina, @gounder, @hlashbrooke, @karenalma, @kcristiano, @kenshino, @mayukojpn, Meagan Hanes, @miss_jwo, @nofearinc, @rkoffy, @savione, Sherie LaPrade, @vc27,

Also, if you should be on this list (and in the sidebar) but I’ve missed you, please leave a note in the comments. 🙂