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Hack for LA's Core Team proceedings

community-engagment organizational-structure project-management meeting-minutes

governance's Introduction

governance

This repo is undergoing an update.

See the Communities of Practice readme

governance's People

Contributors

Stargazers

Watchers

Forkers

joshuazrobins wesrowe h1angela charlottesauce

governance's Issues

Overview

Bonnie needs to add Olivia to AWS billing access so she can do a financial modeling

Action Items

Give Olivia AWS billing access

Resources/Instructions

Brigade Roles - Research and Resources links

Overview

These documents have role descriptions, titles, and category of roles in them.

Resources

Documents that reference possible Brigade roles:
- Brigade Organizers Playbook 2018
  -  Created: Mar 12, 2018 
  - Last Edited: Apr 15, 2019 
- Brigade Core Teams 
  - Created: Oct 29, 2015 
- Roles within a Local Brigade 
  - Created: Sep 9, 2013 
  - Last edited on July 25, 2018 
- All the roles combined from the above three documents
  - Captain
  - Delivery Lead
  - Community Organizer
  - Storyteller
  - Hack Night Lead
  - Communications Lead
  - Treasurer
  - Brigade Evangelists
  - Community Data Wrangler / Data Evangelists
  - Scribe / Documenter
  - Developer Evangelists
  - Policy Evangelists
  - Event Organizer//Meeting Runner
  - Trainer
  - Member support
  - Governmental Liaison
  - Non-Profit/Community group Liaison
  - On-Boarding
  - Project Steward
Code for America Brigade Wide Team Roles Research to help with defining our own roles present and future 
This document includes a list of all other titles and the categories they belong to, that are found in brigades across the country.

Overview

We want to partner with westlake NC and DONE on an SMS project

Action Items

Flesh out this issue and its to do items

Resources/Instructions

[Project name] Text Application Competitive Analysis and pricing template
https://brigade.codeforamerica.org/resources/software/twilio

Overview

There is no consistent organization for ndoh planning and post event notes and its currently noise in the governance repo which is about to start growing.

Questions to answer:

What is here?
Is it a template for future events?
Is it knowledge from a past event?
How do we use it?
Who are the users?
What organization method works best based on above answers?

Current assets

Action Item

Decide organizational structure
Assign someone to restructure current assets
Restructure current assets

Hack For LA website must launch redesign by summit

Who's Here?

Bonnie
Nina

What did we do?

Discussed the need for the HackForLA website to get completed before the summit.

What are the current challenges

Lack of time for Tech Team lead to review and comment on Pull Requests.
New format, means Tech lead is creating rules and structure as we go, which involves some rework.
Coding teams’s lack of familiarity with the gh-pages/Jekyll/Liquid standards (Tech Lead is familiar).
Coding team's relative inexperience. Requires mentorship from Tech Lead.

The tasks that remain to get the website launched

Kegan - to Approve or Comment on the following open pull requests - all changes Kegan have requested have been made by their respective authors:
- Add the new criminal-sententancing project to OLD hfla site
  #63 opened 8 days ago by ExperimentsInHonesty
- Add the new criminal-sententancing project to new hfla site
  #62 opened 8 days ago by ExperimentsInHonesty
- Added Hack Nights Section to Events
  #60 opened 11 days ago by DDRosario
- Add About/contact section
  #54 opened 23 days ago by abregorivas • Changes requested
- Add Hero Section
  #51 opened 23 days ago by abregorivas • Changes requested
- Header, Nav & Footer added & hooked to Default.html
  #48 opened 24 days ago by abregorivas • Changes requested
Bonnie - to finish assembling the Calendar code that Drew, Roland and Bonnie worked on Tuesday 4/16.
1. Summit pull request.
2. Review pull request with Kegan, because it’s not currently working with the API and we can’t quite figure out why.
Unassigned - Check code for accessibility WCAG 2 Checklist (https://webaim.org/standards/wcag/checklist).
1. Unassigned - Document what changes need to be made and submit as issue on Github.
2. Kegan - Review document to define any rules/exception for the proposed changes.
3. Assign team members to make changes.
4. Team member submit pull requests.
5. Kegan reviews pull requests and either responds with requested changes or approves.
  1. If changes requested, team member makes changes and updates pull request.
  2. Repeat #5 until pull request approved.
Unassigned - add Open Graph Markup tags to header (https://developers.facebook.com/docs/sharing/webmasters#markup). This is to ensure that when the website is shared on slack, facebook, twitter, etc. It automatically displays with an image and Title instead of just the URL.
Unassigned - add favicon back into the header.
1. Submit pull request
2. Kegan reviews pull requests and either responds with requested changes or approves.
  1. If changes requested, team member makes changes and updates pull request.
  2. Repeat second step until pull request approved.

HfLA core team member onboarding documentation proposal

Proposal: We create core team on-boarding documents and iterate them over the life of the organization as needed.

Brigade Team Roles Research to help with defining our own roles present and future

Brigade Team Roles Survey

Largest team:
Code for Tucson, AZ with 14 team members

Most Amount of Captains:
Code for Miami, FL with 3 captains

Role Categories:

Advisory
Alumni
Communications
Community Issue Lead (Housing, Safety/Justice etc.)
Community Outreach
Data
DevOps
Engagement
Event Hosts
Finance
Founder
Fundraising
Leadership
Marketing
Partnership
Projects
Technical Lead
Technical Liaison
Volunteers

Team role titles across brigades

CATAGORY	ROLE
Advisory	Advisor
Advisory	Advisory Board
Advisory	Director Emeritus
Advisory	Steering Team & Past Captains
Alumni	Alumni
Alumni	Past Leaders
Communications	Communications Lead
Communications	Communications Officer
Communications	Scribe, AV, Media
Communications	Storyteller and Storytellers
Communications	Recorder
Communications	Webmaster
Community Issue Lead	Housing Security Lead, City of Virginia Beach Open Data Board, HRT Smart Cities & Innovation Committee
Community Issue Lead	Safety & Justice Lead
Community Outreach	Economic and Workforce Development Lead
Community Outreach	Non-Profit/Community Liaison
Community Outreach	Community Outreach Lead
Data	Data Lead
Data	Data Wranglers
DevOps	DevOps
DevOps	DevOps Lead
Engagement	Community Engagement Coordinator
Engagement	Community Lead
Engagement	Community Manager
Engagement	Community Organizer
Engagement	Event Organizer
Engagement	Member Support Lead
Engagement	Organizer
Engagement	Volunteer Lead Organizer
Engagement	Volunteers / Community / Membership / Communications Leads
Event Hosts	Events Leads and Co-Leads
Event Hosts	Hack Night Lead
Finance	Treasurer
Founder	Brigade Founder and Co-Founders
Founder	Brigade Organizer
Fundraising	Fundraising Lead
Leadership	Brigade Captain and Co-Captains
Leadership	Director and Co-Director
Leadership	Executive Director
Marketing	Marketing Lead
Partnership	Partnership Liaison
Projects	Dev Teams Lead
Projects	Project Co-Lead, and Project Co-Leads
Projects	Project Facilitation Lead
Projects	Projects / Technical / Growth Leads
Projects	Delivery Lead
Projects	Lead Organizer
Technical Lead	Docker Captain
Technical Lead	Technology Lead
Technical Liaison	ITBuffalo Liaison
unclassified	Assistant Director of NYC Civic Innovation Fellows Program
unclassified	City of Norfolk Open Data Board
unclassified	GIS Lead, Open Street Map Board Member
Volunteers	Collaborators

Brigades that have published roles on their websites and/or Github

Code for Tucson, AZ - http://codefortucson.org/about
 Total team members 14
- Captains: Dan Stormont, Michelle Hertzfeld
- Storytellers: Maggie Melo, Nick Morrin, Joseph Meyers
- Community Organizers: Maggie Melo, Nick Morrin, Joseph Meyers
- Delivery Lead: Krystal Ying
- Event Organizer: Elliot Ledley
- Non-Profit/Community Liaison: Tzadik Greenberg
- Data Wranglers: Inara Makhmudova, Nick Morrin, and Mark Taylor
- DevOps: Colin Scott-Fleming
  --
Code for Sacramento, CA - http://codeforsacramento.org/who-we-are
Total team members: 3
- Captain: Ryan Malhoski
- Co-Captain: Maya Wallace
- Co-Captain: Kevin Fries
  --
Code for SanFrancisco, CA https://codeforsanfrancisco.org/about/team
Total team members: 3
- Brigade Captain: Emily Wasserman
- Organizer: Gregory Boyer
- Storyteller, Partnership Liaison: Allen Meyers
  --
Open Oakland, CA https://openoakland.org/steering-committee/ 
Total team members: 5
- Hack Night Lead: Colin King-Bailey
- Treasurer/Recorder: Mike Ubell
- Community Organizers: Andrew Tom, Mary Yeh
- Communications Officer: Alison Lawyer
  --
Open San Diego, CA https://opensandiego.org/about 
Total team members: 6
- Current Brigade Captain: Isaac Wang
- Steering Team & Past Captains: Jerry Hall , Xavier Leonard
- Founders & Past Leaders: Maksim Pecherskiy, Jeffery Johnson, Jed Sundwall
  --
Code for Fort Collins, CO - http://codeforfoco.org/category/registry/ 
Total team members: 1
- Brigade Captain: Jordan Majd
  --
Open Data Delaware - http://www.opendatadelaware.com/about.html 
Total team members: 2
- Co-Founders/Organizers: Ryan Harrington, David Ginzberg
  --
Code for Fort Lauderdale, FL - http://codeforftl.org/#coreTeam 
Total team members: 3
- Core Team Members: Rob Davis, Quyen Tran, Ryan Gates
  --
Code for Miami, FL - https://github.com/Code-for-Miami/new_member_guide 
Total team members: 8
- Captains: Danielle Ungermann, Chris Scott, Julie Kramer
- Projects / Technical / Growth Leads: Chris Scott, Yamileth Medina
- Volunteers / Community / Membership / Communications Leads: Julie Kramer, Danielle Ungermann
- Events Lead: Danielle Ungermann
  --
Code for Orlando, FL - http://www.codefororlando.com/contact 
Total team members: 3
- Co-Captain: Erin Denton
- Delivery Lead: Michael duPont
- Code for Orlando Member: Andrew KozlikChad Miller
  --
Open Savannah, GA - https://opensavannah.org/who-we-are 
Total 11 roles, 10 team members
- Founder/Director, Brigade Captain: Carl V. Lewis
- Brigade Captain: Rob Lingle
- Storyteller/Marketing Lead: Caila Brown
- Delivery Lead: Gary Skoglind
- Technology Lead: Brian Young
- Community Engagement Coordinator: Teresa Thornton-Davis
- Econonic and Workforce Development Lead: Patrick Bentley
- Community Lead: Aaron Pompei
- Advisory Board: Saja Aures, Kevin Lawver, Sean Geng
  --
Code for Hawaii - http://www.codeforhawaii.org/ 
Total team members: 12
- Brigade Captain: McKay Davis
- Advisor: Burt Lum
- Webmaster: Russell Vea
- COLLABORATORS: Burt Lum, Ryan Kanno, McKay Davis, Russel Vea, Billy Meinke, Ryan Ozawa, Kathleen Luschek, Edward Wels, Frank Jumawan
  --
Hack Michiana, Southbend, IN - http://www.hackmichiana.org/#contact 
Total team members: 3
- Captain: Taylor Wiley
- Co-Captain: Sean Summers
- Scribe, AV, Media: Vince Sipocz
  --
Code for New Orleans, LA -http://codeforneworleans.org/pages/about.html 
Total team members: 3
- Brigade Captain and Data Wrangler: Ryan Harvey
- Brigade Founder and Community Organizer: Marc Cenac
- Storyteller: Kris Gerig
  --
Code for Baltimore, MD - http://www.codeforbaltimore.org/team 
Total team members: 6 / 3 team member positions unfilled
- Brigade Co-Captains: Kelsey Krach, Mike Fried
- Delivery Lead: Bryan Connor
- Tech Lead: Sean Astro
- Community Manager: Angelina Millare - outdated - she is now with HFLA!!!
- Technical Lead: open position unfilled (see https://docs.google.com/document/d/1sZN4Ct-JjMgDASn_QNjWur7SY0M_6rst5BnxKXV4qn8/edit#heading=h.4u5jyh24bm49)
- Community Organizer & Storyteller: open position unfilled (see link above)
  --
KC Digital Drive, Kansas City, MO - https://codeforokc.org/about/
Total team members: 3
- Lead Organizer: Matt Chandler
- Communications Lead: Catherine Lippert
- Delivery Lead: Jeremy Green
  --
Code for for ABQ, Albuquerque, NM - http://codefornm.org/about/
Total team members: 2
- Community Organizers: lonso Indacochea, Noel Cothren
  --
BetaNYC - New York, NY - https://beta.nyc/about/#Leadership_Staff 
Total team members: 3
- Executive Director: Noel Hidalgo
- Assistant Director of NYC Civic Innovation Fellows Program: Emily Goldman
- (No title specified. Seems like Education Initiative Support and Special Events Planning): Lauren Rennée
  --
Code for Buffalo, NY - https://codeforbuffalo.org/who-we-are/ 
Total team members: 5
- Brigade Co-Captains: Mike Brown, Ashley Smith
- Project Facilitation Lead: Jalonda Hill
- Data Lead: Jamie Bono
- ITBuffalo Liaison: Duane Conners
  --
Code for Cary, NC - http://www.codeforcary.org/ links to
https://docs.google.com/document/d/1fbPK4yL704Cbqr7VXucKTsKUfeFLRzBQtyQUMqzgOy4/edit 
Total team members: 5
- Brigade Captains: Ian Henshaw, Robert Campbell
- Delivery Lead: Ian Cillay
- Storyteller: Hal Goodtree
- Community Organizer: Ian Henshaw
  --
Open Cleveland, OH - http://www.opencleveland.org/about/ 
Total team members: 2
- Brigade Captain: Will Skora
- Captain Emeritus: Anastasia Diamond-Ortiz
  --
Code for Tulsa, OK - https://codefortulsa.org/about/ 
Total team members: 4
- Co-captains: John Dungan, Carlos Moreno
- Community organizer: Luke Crouch
- Delivery lead: Jeremy Satterfield
  --
Code for Philly, Philadelphia, PA - https://codeforphilly.org/pages/leadership/ 
Total team members: 7
- Co-Director: Rich McMillen
- Projects Co-Leads: Michael Chow, Sean Lynch
- Events Co-Leads: Marcel Kooi, Charlie Costanzo,
- unamed roles: Alex Webster, Dante DeNault
  --
Code for Puerto Rico, San Juan, PR - http://code4puertorico.org/#aboutus
Total team members: 4
- Co-Captains: Stephanie Kruger, Victor Ramirez, Roberto Rivera
- Storyteller: Pedro Rosario Barbosa
  --
Code Island, Providence, RI - http://code-island.org/ links to https://docs.google.com/document/d/1jkSCPU5_IDzeIilCCmfRiwcL59fY8rqCXee1XCETr1Q/edit last updated April 2014
Total team members: 10 / project managers make up 6 of the team members
- Captains: Ryan Kelly, David Johnson
- Storyteller: John Speck
- Community Organizer: Shawn Selleck
- Delivery Leads: Thom Guertin, Brian Daniels, Shawn Selleck, John Speck, Jeremey Wortzel, Chace Baptista
  --
Open Austin, TX - https://www.open-austin.org/about/#our-leadership
Total team members: 6
- Brigade Co-Captains: Victoria O’Dell, Sarah Shields
- Project Co-Lead: Matt Carey
- Technology Lead: James Mensch
- Community Outreach Lead: Shellee O’Brien
- Director Emeritus: Chip Rosenthal
  --
Code for Hamptons Roads, Hampton Roads, VA (Region) - http://code4hr.org/about/ 
Total team members: 9 (not including alumni) / 2 team member positions unfilled
- Safety & Justice Lead: Ben Schoenfeld
- Communications Lead: Jechonia Spruill
- City of Norfolk Open Data Board: Tommy Tavenner
- GIS Lead, Open Street Map Board Member: Jonah Adkins
- Founder, Housing Security Lead, City of Virginia Beach Open Data Board, HRT Smart Cities & Innovation Committee: Kevin Curry
- Co-founder, DevOps Lead, Docker Captain: Bret Fisher
- Dev Teams Lead: Blaine Price
- Fundraising Lead: unfilled
- Member Support Lead: unfilled
- Alumni - Communications Lead : Venise Baxter
- Alumni - Member Support Lead: Stanley Zheng
  --
Code for New River Valley, Blacksburg, VA - https://www.codefornrv.org/about/ 
Total team members: 2
- Brigade Co-Captain and Delivery Lead: Neal Feierabend
- Brigade Co-Captain and Community Organizer: Ben Schoenfeld
Open Seattle, WA - https://openseattle.org/2017/02/21/new-open-seattle-organizers 
Total team members: 5
- Volunteer Lead Organizer: Emily F. Keller
- unnamed roles: Audrey Le, Sasha Anderson, Tiffany Chan, Megan Bruce

Overview

We need to include a description for the ReadMe in COP

Action Items

Include a description of what COPs are and how we use them at Hack for LA

Resources/Instructions

COP repo

Add all roles descriptions to CoP roles boards

Overview

We need to add all roles and their descriptions into COP roles boards so volunteers can easily access them.

Action Items

Boards

UI/UX - Design | 0
- ui-designer
- ux-designer
UI/UX - Research | 5
- ux-researcher
- needed: ux-program-designer
- needed: ux-community-of-practice-lead
- needed: ux-research-lead
Data Science | 2
- data-scientist
- data-analyst
Development (programming) | 6
- front-end-developer
- back-end-developer
- full-stack-developer
- qa-engineer (also SDET)
Ops | 0
- data-engineer-devops
- database-architect (on Ops board but also linked in Data Science)
Product Management | 1
- business-analyst
- product-manager
- product-owner
- special-projects-coordinator
- needed: lead-product-manager
Marketing | 1
- marketing-and-communications-coordinator
- marketing-and-communications-director
- marketing-and-communications-intern
- marketing-and-communications-manager
- content-strategist-ux-writer (on Marketing board but also linked in UX)
Fundraising | 0
- needed: institutional-giving-manager
- needed: individual-giving-manager
- needed: project-fundraising-specialist

Resources/Instructions

https://github.com/hackforla/civic-opportunity/tree/master/roles-1
Fundraising roles

Create a new repository and related teams for shared-housing

Please add @abregorivas, @owenjoseph (Owen) and @awadethomas (Arron) to the repo as admins.

Overview

We need to create a Google phone number so it can be used for password recovery.

Action Items

Create a Google phone number that is associated to an email account that core members can access
Update this phone number as the recover number for all project team emails

Resources/Instructions

REPLACE THIS TEXT -If there is a website which has documentation that helps with this issue provide the link(s) here.

Overview

We need to evaluate if Hack for LA should create a program of workshops to serve our community and grow our impact.

Action Items

Establish Value
Gather requirements
Evaluate feasibility/cost
Evaluate/explore Funding options

Original Notes from Tamurafatherre

Create Workshops for hack nights on techniques or technologies, like how to design a prototype, how to use a Value-Effort Matrix, how to create user surveys, how to design user personas, how to use Github, how to use APIs, etc.

Request for confirmation letter of volunteer service (for school, visa, justice system, etc.)

Overview

Hack for LA wants to help you get the documentation you require in order to keep volunteering.

Action Items

Review available templates for suitability
- Fill out this form and choose the number of one of the templates below or provide a link or upload a template
- Add a comment on this issue by copying the block provided and answering the questions
```
### New Request
- Name:
- Project:
- Start Date:
- The date you onboarded to Hack for LA:
- Template for us to use (1, 2, other):
- Number of hours you have to volunteer in order to qualify for the entity that requires the letter:
- Name of entity that you will be submitting our letter to:
```
- if you are looking for a data science letter (template 2), slack one of the Data Science Community of Practice leads in the #data-science, slack channel with a link to the comment below.
- if you are looking for any other letter, slack a link to the issue in the #admin channel on our slack

Resources/Instructions

Template 1: Application Developer/Software Engineer

Template 2: Data Scientist

Data Scientist template

Resources for admin team producing the letters

confirm user's onboarding date via tables
log into [email protected]
go to document generator
add info to offer letter sheet including email you will get from tables
produce letter/email
move documents to admin drive
annotate comment below with emoji
message member on Slack

Project to track partner events

Overview

We need a way to track partner events so we can prepare for them.

Proposal

Create separate google calendar for partner events or a spreadsheet

Action Items

Determine which is a best fit a google calendar or a spreadsheet
If Calendar, figure out who can create a calendar so that it belongs to the organization rather than the creator
Gather event information and populate the calendar or spreadsheet
Identify who else should be assigned to this issue

DO NOT DELETE - content from Lighthouse and other Accessibility issue templates

Text from the Lighthouse and Wave issues that I removed

Current Draft

Overview

There are more than 100 accessibility testing tools. Figuring out which ones to use can be a black hole. For guidance we recommend this article: Which accessibility testing tool should you use?

Summary of Article

The author recommends using the tools in the following order fixing as you go along, since no one tool catches all the relevant issues

aXe
SiteImprove
Tenon
WAVE
Lighthouse

But if you want to test your site with other tools, here is a bigger list

Lighthouse Guides

Lighthouse: How To

Lighthouse is an open-source, automated tool for improving the quality of web pages. You can run it against any web page, public or requiring authentication. It has audits for performance, accessibility, progressive web apps, and more. Hack For LA recommends that you run the tests and evaluate what changes you might want to make on your website to improve performance and accessibility.

How To Use

Lighthouse is in the Audits panel of the Chrome DevTools. To run a report:

Download Google Chrome for Desktop.
In Google Chrome, go to the URL you want to audit. You can audit any URL on the web.
Open Chrome DevTools.
Click the Audits tab.
Click Perform an audit. DevTools shows you a list of audit categories. Leave them all enabled.
Click Run audit. After 60 to 90 seconds, Lighthouse gives you a report on the page.

For more information go to :
https://developers.google.com/web/tools/lighthouse/

Tip

You will want to re-run lighthouse on any code changes before integrating them into your site. Sometimes the specific suggestions it makes, do not actually result in improved performance or can actually harm performance.

Lighthouse: Accessibility - Forms

In order for your sites form(s) to be usable by visitors using screen readers all the form elements need labels. There are specific details and exceptions, which can be found in the instructions below.

Action Items

If your site already has forms review the instructions and document the changes needed to bring your form(s) into WCAG compliance, by commenting on this issue.
If your site does not have forms review the instructions and design new forms using the WCAG standards.

Instructions

Deque University
https://dequeuniversity.com/rules/axe/3.2/label

Lighthouse: Accessibility - Links

The formatting of links can make them readable or unreadable by screen readers. Which includes creating programmatic events for links without making them device specific (e.g., onfocus() instead of onmouseover(), etc.), and other ways of making sure all links are visible by screen readers.

Action Items

If your site already has links review the instructions and document the changes needed to bring your link(s) into WCAG compliance, by commenting on this issue.
If your site does not have links yet review the instructions and design all new links using the WCAG standards.

Instructions

Deque University
https://dequeuniversity.com/rules/axe/3.2/link-name

Lighthouse: Image Optimization

When you run the lighthouse review it may suggest some specific image optimizations such as choosing another image format and making those changes may or may not improve your sites actual performance.

Action Items

Run lighthouse on a local version of the website and then apply suggested changes and retest locally before determining if you want to keep the changes.

Instructions/Resources

Google's Tools for Web Developers: Optimize Images
Read closed issue #111 from when HackforLA.org did our audit, to see why we decided not to do the image optimization

Lighthouse Issue: Cross-origin destinations are unsafe

Links to cross-origin destinations are unsafe both from a security and performance perspective.

Action Item

Run Lighthouse and then follow the instructions in [cross-origin destinations are unsafe]
(https://developers.google.com/web/tools/lighthouse/audits/noopener) .

Summary of instructions

When using target=_blank also adding rel="noopener" to the tag ensures that new page runs in a separate process.

Wave Guides

Wave Chrome Extension: Accessibility review

Action Items

add WAVE chrome extension
visit site
click the extension and review the red flags.
Run the same steps for the development site (localhost). Ensure that the chrome extension has the "Allow access to file URLs" enabled.
Document all suggested changes in the comments.

Delete the marketing channel on Slack

Overview

We need to delete the #marketing channel as we are now using the #hfla-marketing channel

Action Items

Move anyone who is in the #marketing channel but not in the #hfla-marketing channel into the #hfla-marketing channel
Delete the #marketing channel

Resources/Instructions

Create a guide: How to onboard new team members to your open source civic tech project

Overview

We need a guide for sharing how a team should onboard team members so that we can create a consistent experience. This guide will be informed by interviewing teams that successfully onboard and retain volunteers.

Action Items

Setup a UX interview and Research process to determine what is working and what is not and how projects are setup
create a guide

Original Notes from Tamurafatherre

Create guide on how project groups will handle new team members, no matter what their background - on-boarding to get them up to speed, contributor workflow so they can jump in and help with the project

Create recommendation letter process and templates

Overview

We need to create a folder to house confirmation of volunteer activity letter templates so we can draw from the examples when someone requires a letter from Hack for LA

Action Items

Create folder on Google Drive
Move letter templates into folder
Create document that specifies the process on how to get a confirmation letter

Resources/Instructions

Confirmation Letter Templates Folder

Define project status

Overview

We need to define what each of the status indicators on the site mean so that our audience can have a sense of our place in project incubation, support and end states

Action Items

Resources/Instructions

Current Status choices are: Active, Rebooting, On Hold, Completed

Original Notes from Tamurafatherre
Define what the project path to Adoption/Graduation looks like, also what alternative "end states" look like for various projects.

Create a timesheet

Overview

We need to create a timesheet to track hours that volunteers are logging

Action Items

Create draft of timesheet based on the CfA time tracker

Resources/Instructions

CfA time tracker

Project Resource Allocation

Overview

We need a resource allocation document so that we can communicate the process to projects and funders.

Action Items

Identify the resources and milestones (WIP)
- concept approved by HfLA leadership
- project setup on Github, GoogleDocs, 1 password
- workshop the one sheet
- add project to website
- add meeting times to vrms
- setup initial github issues
- recruit team
Identify the costs

Resources/Instructions

Original Notes from Tamurafatherre
Define when a project qualifies for resources, like being posted on the website, being listed in the newsletter, or when HFLA pays for a domain/hosting/marketing/etc.?

Setup 1password for HfLA website team

Overview

We need to add our website project passwords to the password system that Hack for LA uses so that they can be available for the organization.

Action Items

Read this draft: hackforla/website#701 (comment)
Prepare a list of accounts and passwords that we will need to store
Work with Bonnie to get setup on the system
Follow instructions in the document and identify if any of the instructions could be improved. Put revised draft in issue.
- Take screen shots of any screen that would be useful. Put screen shots in this issue.
- This guide issue needs to be updated on our Guide Tracking sheet

Resources

https://hackforla-team.1password.com/

Add Code of Conduct to every repository

Overview

Add code of conduct to every repository so that it is prominent to all users.

Action Items

Check every repo in the Hack for LA organization for the CODEOFCONDUCT.md file
If the file already exists, ensure the contents include the Hack for LA code of conduct
If the file does not already exist, create it by using this example

Resources/Instructions

Add org emails from spreadsheet into 1Password

Overview

We need to add emails from spreadsheet into 1Password so we can more easily track email addresses the organization owns.

Action Items

Retrieve Google Spreadsheet
Add emails into 1Password

Resources/Instructions

Edit the readme file in governance to create a guide to navigating this repo

Speaking opportunities

Overview

We need to evaluate if Hack for LA should create a speakers bureau to serve our community and grow our impact.

Action Items

Resources/Instructions

Original Notes from Tamurafatherre
Identify speaking opportunities, such as Big Data Day LA, SCaLE, CfA virtual seminars, etc. Encourage members to present at these opportunities, especially if they're interested in public speaking as part of their professional development.

Enabling two-factor authentication on your github account

Overiew

Hack for LA requires two factor authentication (2FA) for Project Admins and it is recommended for all members.

Jump to Action Item: Setting up 2FA

What is 2FA?

Two-factor authentication, or 2FA, is an extra layer of security used when logging into websites or apps. With 2FA, you have to log in with your username and password and provide another form of authentication that only you know or have access to.

If you would like to read more information from github about 2FA: https://help.github.com/en/articles/securing-your-account-with-two-factor-authentication-2fa

Why setup 2FA now?

We are in the process of establishing best practices on Hack for LA projects and in the HfLA organization's account (new setup of team structure, security, etc).
There have been items in the news lately about hackers attempting to hold open source repositories for ransom: https://thenextweb.com/hardfork/2019/05/06/github-bitcoin-extortion-unsuccessful/ . Although these attempts seem to be unsuccessful its still a good reminder that we should use security best practices.

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### Action Item - Setting up 2FA

GitHub's guide to setting up 2FA. - takes about 2 min.

Cleanup of the HackforLA github permissions

Updating the permission of people on the HackforLA github top level:

Removing old admins/contributors
Add Hack Night Hosts Bonnie and Roland to the git hub account so that we can create repositories for new projects DTLA

Github permissions changes: Rolling out Teams

Overview

We are in the process of changing the permissions within the Hack for LA GitHub organization, see #14.

Project repositories and teams will be organized using GitHub Teams.

Jump to Action Items for Team Leads

Why Teams?

Team organization, visibility, and communication

In addition to Hack for LA's project listing, Teams provide another "home page" for the work the team is doing; including repositories, visual identity, project boards, discussions, and more.

Teams can be @mentioned in issues, pull requests (PRs), and elsewhere; notifying everyone that has subscribed to the team.
Teams have access to team-wide Project Boards, easily referencing multiple repositories.
Team Discussions give an opportunity for ad-hoc forum style discussions, as well as "pinning" of important threads.
Members with read access can be assigned to issues and PRs, helping to ensure a clear delineation of work.

Team permissions and management

Team Leads will have a much larger degree of oversight and management of their repositories and teams, including designating other team admins and managing membership.

Teams will have different set of permissions based on their settings:

Read teams

These teams are typically named with the name of the project, e.g. the heart team.

Permissions for members of a Read team include:

Submit new issues
Clone and fork repositories
Submit PRs for review
Participate in Team Discussions, use Project Boards, etc.
Be assigned to issues or PRs by members of Manager and Admin teams

As always, anyone can submit issues and PRs on public repositories and this won't change.

Additionally, any member of the Hack for LA organization can be assigned to any issue or PR. In order to participate in the Team activities, membership in a Read team is minimally required.

Manager teams

These teams are typically named like project-managers, e.g. the heart-managers team.

Permissions for members of a Manager team include:

Read team permissions
Write access to team repositories: merge pull requests, create/delete branches, etc.
Assign members/labels/milestones to issues and PRs

Admin teams

These teams are typically named like project-admins, e.g. the heart-admins team.

Permissions for members of an Admin team include:

Manager team permissions
Manage team membership: add, remove, change roles (note: new users must be invited as members of the Hack for LA org first)
Configure team repository settings: repository metadata, default branches and branch protection rules, webhooks, deploy keys, notification rules, etc.

Action Items for Team Leads

Head's Up Team Leads (assigned to this issue):

Team creation is well under way.

In order for people to be assigned to Teams, they must first be added as members to the Hack for LA GitHub organization. Then you can add them to your Team(s).

Review the Outside Collaborators:

These are assigned at the individual repo level. Find the settings page here:

https://github.com/hackforla/<project>/settings/collaboration

Unless we hear otherwise, Outside Collaborators will be invited to Hack for LA with the same permissions on your team's repo(s) as they have now.

Review your new Team structure

Note some members have already been added.

Mark your own membership public

(if it is not already)

Setup two factor authentication on your account

(if it is not already)

What will happen next?

@thekaveman or @ExperimentsInHonesty will:

Invite all Outside Collaborators to become Members at the same access level (unless otherwise instructed).
Let each respective Team Lead know when all Outside Collaborators have been sent an invite.

Investigate default "community health" files for HfLA org

Repositories can include "community health" files like a CONTRIBUTING guide, or a CODE_OF_CONDUCT.

There is also a way to create default "community health" files for an org, such that they are available to all repositories in that org (unless specifically overwritten).

This would give HfLA a way to centrally manage e.g. a CODE_OF_CONDUCT and ensure it is included in every HfLA repository. There is even a new FUNDING file that creates a "Sponsor" button in the repo to direct users to a fundraiser page e.g. our Hacker.Fund sponsorship form!

Create practice repo

Overview

Create a practice repo and project board that newcomers can use to learn about how we use Kanban and how to create issues.

Action Items

Create practice repo using .github repo
Copy project board template from .github repo
Create tutorial or video to guide users on how to use this repo

Resources/Instructions

Leadership Nominations and Role Changes Process Development

Who's Here?

Bonnie
Nina
Tamura

What are we doing?

Reviewing current CFA and HFLA documents pertaining to leadership.
Identifying if there are any other documents/resources not referenced in this document that we should reference in order completed this process.
Creating a process for Leadership/HFLA Organizational Roles and Nominations.

—————————————————————————————————————-
Task Items:

Once we get the HFLA org chart updated we need to let CFA know about it.
Brigade Organizers Playbook 2018, Page 12 : https://docs.google.com/document/d/1G_v53fGyHqdZNmXkDxqhqkzT7q2TBZ9Xmh9JkWtFQ8Y/edit#

Leadership Position Changes : When a change in leadership takes place (new captain, co-captain, or other leadership position), please e-mail [email protected] letting us know who the outgoing office holder is, and who will be replacing them. This allows us to arrange and administer the necessary New Captain Orientation for new captains, and gives us up-to-date information making communication and functioning between CfA and/or Brigades easier.

Flesh out process outline (below) in areas where it is not full developed.
Have stake holders review the process outline (below) to see if they want to suggest additional steps to add before we start making forms.

Research/resources to inform our conversations about leadership:

Brigade Roles - Research and Resources links

Process Outline:
see https://docs.google.com/document/d/1A7awg9R0knggnJ4OWrhpTouVnfDzeXWkMjaXW5d2334

Edit Slack onboarding message and process

Overview

We need to edit the Slack onboarding message and process so people who join our Slack can be onboarded properly.

Action Items

Review current Slack onboarding messages
Revise to include the following
- Directing people to attend onboarding if they have not
- Directing people to join COP Slack channels

Resources/Instructions

Onboarding Link
COP repo

Core team role write ups

Overview

Hack for LA needs role descriptions for everyone on the core team. There are some already written descriptions you can copy from in the resources section.

Resources

Brigade Roles - Research and Resources links

Action Items for core team

Please write up your description and place it in the google team drive Roles folder.

Survey people who have left Hack for LA

Overview

We want to survey people who have left Hack for LA to understand why it did not work out so we can improve retention rates.

Action Items

Design simple survey with the following:
- We noticed that you recently stopped volunteering at Hack for LA. We want to know was it us or was it you?
- If it was you, thank you for taking the time to volunteer with us and we hope you come back in the future when you have more availability.
- If it was us, would you be willing to answer a quick survey (link to survey) or schedule a time (link to calendly?) to chat with us about what went wrong?

Resources/Instructions

Project Update method (automated) for Newsletter and Website

Overview

We are working on creating a system where projects can provide updates for the newsletter, website and the Hack for LA profile page on CfA site by updating a file in their own repository.

Tech details to review

CfA discussion about CSV format for providing data for the Hack for LA brigade page

Code for Philly has built a CMS called Laddr which runs their site, including the projects page on their website. It also provides the .csv file that CfA uses to display the Code for Philly brigade profile page.

Code for Philly's .csv file

CfAPI

Also Nathan has mentioned this project in the past BetaNYC/civic.json

Proposal to create a new repo and move some items out of the governance repo

Overview
I was thinking that it might be good to make a new repository specifically for "projects management". There are several open issues and I created two project boards in governance about it, but they could live in their own repo, since it's turning into a place for tutorials and best practice examples and pretty soon its going to overwhelm using the governance repo.

Call to action:
Please review this PR and let me know if you agree or if you have questions.

Details:

Here are the Project boards I would move

Project Board Automation Example 1:
https://github.com/hackforla/governance/projects/3
Project Board Automation Example 2:
https://github.com/hackforla/governance/projects/4

Existing issues I would move to the new repo

2018-04-24 Meeting:
https://github.com/hackforla/governance/issues/1
2018-05-01-Meeting:
https://github.com/hackforla/governance/issues/2
Project Frameworks from other Brigades:
https://github.com/hackforla/governance/issues/3
Start the formation of a new project to create automation and add institutional value:
https://github.com/hackforla/governance/issues/8
Gather and Review all info about Creating Processes for New Civic Projects in order return momentum to it:
#12

Additional assets that are in process of being written

Tutorials
- How to write good issues for your project
- How to build a github kanban board and organize your issues on it
Lessons learned from HfLA project management Leads
Best Practices checklist for projects with same issues to copy
- Security reviews
- Accessibility testing
- cross platform browser compatibility

Presentation Deck for ESD WA

Overview

We need to send a "Who we are and what we do" deck to ESD so we can move to the next step of the workforce development discussion

Action Items

Ask Bonnie for sample decks
Create draft of new deck
Review with Bonnie

Resources/Instructions

Draft deck
https://docs.google.com/presentation/d/16ayq8ur_bLy-3bYtXI3lyuQ2zvOcGUlszIaHZG6AK3M/edit#slide=id.g442eb61d9d_0_0

Create draft bylaws

Overview

We want to create draft bylaws for the organization

Action Items

Create a draft of the bylaws
Review with the team
Incorporate changes to new draft
Review with the team
Gain acceptance and Finalize version
Submit Finalized version to Corporate Secretary

Resources/Instructions

Bylaws Template

Define responsibilities of Project lead(s).

Overview

Reconcile the role description doc with prior doc for project leads to make sure that product team members / org are aligned on the responsibilities

Action Items

find all docs in our google docs vault

Resources/Instructions

Original notes from Tamurra Fatherre

Define responsibilities, like providing monthly newsletter updates for needs & status, representing their project and HFLA at events, adherence to Code of Conduct and Inclusion guidelines, and creating written material like blog posts.

Review/document github kanban project boards automation settings with Kate from hellogov

Task:
Sit with Kate and document each of her columns automation settings for the hellogov project board. https://github.com/helloGov/webapp/projects/2

Goal:
Publish the guidelines for other projects to use.

Questions:
Where and how to publish the info
What other things need to be published related to this.

Define various project paths

Overview

Action Items

Resources/Instructions

Original Notes from Tamurafatherre
Define what various project paths look like. Examples: data science/visualization projects, marketing campaigns, etc.

Gather and Review all info about Creating Processes for New Civic Projects in order return momentum to it

Here is a list of all the documents I know about related to this issue. If anyone knows of any other documents, please add them in the comments.

Listed newest to oldest:

Start the formation of a new project to create automation and add institutional value: https://github.com/hackforla/governance/issues/8
HFLA Canvas: https://docs.google.com/document/d/1ClPSyA3uxcQm_Ze7PCofZEjTW9Rv00sFhuccyIGryG0/edit?usp=sharing
2018-05-04 Meeting: https://github.com/hackforla/governance/issues/4
2018-05-01-Meeting: https://github.com/hackforla/governance/issues/2
2018-04-24 Meeting: https://github.com/hackforla/governance/issues/1

Represent meeting notes/minutes as markdown files

We currently use a mix of markdown files in the repo and issues (#1, #2, #4) to take notes during meetings of the Hack for LA core group.

I have a couple of ideas:

Convert the open issues to markdown files, and close them
Going forward, use markdown files for meeting minutes/notes
Use issues for scheduling/agenda prep/tasks/etc. Close the issue when the schedule is set/meeting is over/task is complete/etc.

This will ensure the results of the meetings are always in a consistent, findable place (the repository contents itself) and remain independent of any source hosting service (e.g. GitHub) we choose to use.

Find out if we can partner with Michelle Rozen for UX researcher training

Overview

We need to find out if we can partner with Michelle Rozen for UX researcher training so she can send her students to us to work on our projects.

Action Items

get connected to the person who is currently doing her program
reach out to her and set up a meeting

Resources/Instructions

REPLACE THIS TEXT -If there is a website which has documentation that helps with this issue provide the link(s) here.

Connect with Randall about Paypal grant

Overview

Bonnie needs to write to Randall and find out if he can recommend us for the Paypal grant again

Action Items

Write to Randall (311) for the Paypal grant

Resources/Instructions

Create Wiki for COP

Overview

We need to create a Wiki for COP repo so people can better understand how to participate in COPs and the value that COPs bring.

Action Items

Research COP definitions
Write the Wiki for COP repo and includin
- How do you join a community?
- What documents should you read?
- How do you participate?

Resources/Instructions

Community of Practice README.md
Update README.md on the community of practice repo issue on the repo

Submit proposal for Code for America Summit

Overview

We need to submit a proposal for the Code for America summit by Tue, Feb 23.

Action Items

Create a draft of the proposal and email it to CfA contacts
Submit the proposal

Resources/Instructions

https://summit.codeforamerica.org/about/
Submit proposal link
Draft of summit proposal

Cleanup Google Drive and create framework to follow

Overview

We need an organized project drive for future vertical managers and product managers to keep organized.

Action Items

Move all projects into vertical folders
create a default project folder setup including shortcut to the template folder (possibly)

Resources/Instructions

All HfLA Project Drive

Add/Remove tags from Hack for LA repos

Overview

We need to add/remove tags from Hack for LA repositories so we only show projects that are ready to be showcased.

Action Items

List of repos that need to be edited to include the following tags: hack for la, code for america, code for all, civic tech index

Resources/Instructions

REPLACE THIS TEXT -If there is a website which has documentation that helps with this issue provide the link(s) here.