Week 5

Mon 27th Jan - Sun 2nd Feb 2025

Monday 27th January 2025

Knowledge Base Workgroup

• Type of meeting: Biweekly

• Present: Tevo, Effiom [facilitator], Tevo, Gorga Siagian [documenter], effiom, tevo, AshleyDawn, PeterE, Gorga Siagian

• Purpose: Aggregating Ambassador Program assets and relevant information under GitBook

• Meeting video: Link

• Miro board: Link

• Other media: Link

• Working Docs:

  • Knowledge Base WG - Introduction to Knowledge Base WG

  • KBWG Schedule on Miro

  • Knowledge Base WG Miro Board and Activities

  • Managing Meeting Summaries Guide

  • TEMPLATE Meeting Summary dd.mm.2025

  • Knowledge Base WG Q1 2025 Report

  • Knowledge Base WG Q4 Report

  • Knowledge Base WG Proposal Q1 2025

  • Category Descriptions

Agenda item 1 - Workgroup Management - Distribute Action Items - [resolved]

Discussion Points:

• Reviewed and distributed WG tasks.

• 2k+ unread emails in the Ambassador Program inbox.

Decision Items:

• Q2 2025 Proposal and Q1 2025 Report to be updated in next meeting.

  • [opposing] None

  • [effect] affectsOnlyThisWorkgroup

• Added Process Guild and Knowledge Base Proposals to GitBook.

  • [effect] mayAffectOtherPeople

• Feedback form creation revisited; kept in backlog.

  • [effect] affectsOnlyThisWorkgroup

Action Items:

• [action] Tevo to draft and archive the meeting summary for this meeting. [assignee] Tevo [due] 29 January 2025 [status] todo

• [action] Gorga to reviews and publish it on Discord. [assignee] Gorga Siagian [due] 30 January 2025 [status] todo

• [action] Once Knowledge Base GitBook is public, link it to the main GitBook and create a feedback form. [assignee] Tevo [due] 10 February 2025 [status] in progress

Agenda item 2 - Review Category Descriptions - [carry over]

Discussion Points:

• Not much progress made on descriptions yet

• We added a clearer list of which descriptions are left to do

Action Items:

• [action] Writing descriptions is high priority [assignee] Tevo [due] 10 February 2025 [status] todo

• [action] We can start updating GitBook with some of the examples we already have [assignee] all [due] 10 February 2025 [status] in progress

Agenda item 3 - GitHub Markdown generation automation - [carry over]

Discussion Points:

• Shared current status of development

• Current challenges are cleaning the data and making Miro Board item names match with analysis

Action Items:

• [action] Create a new Excel Datatable that will store the new correct combined structure from the current version and top of the new table build functionality to generate markdown files. This makes a bit longer process, but allows us to faster achieve the goals [assignee] Tevo [due] 10 February 2025 [status] todo

Keywords/tags:

• topics covered: Category Descriptions, Markdown, Ambassador GitBook, GitBook, Feedback Form, Documentation, Miro Board, GitHub, Q2 2025 budget, Q2 2025 proposal, Q1 2025 quarterly report, Ambassador Program email account, email

• emotions: well attended, Organised

Thursday 30th January 2025

Governance Workgroup

• Type of meeting: Weekly

• Present: PeterE [facilitator], CallyFromAuron [documenter], PeterE, CallyFromAuron, Clement Umoh, AshleyDawn, EvelineTrinité, Effiom, advanceameyaw, Sucre n Spice, Tevo, hogantuso, osmium

• Purpose: Weekly Open Governance meeting

• Working Docs:

  • Governance calls, rolling agenda

  • UPDATED PROPOSAL DOCUMENT (ETHiopia event)

  • “Budget caps for Q2” discussion

  • ANONYMISED: Using Program reserves for events: ETHiopia, 15th to 17th Feb 2025 (Responses)

  • Meetings, 13th Dec and 17th Jan, on using Program reserves for event attendance

Narrative:

Clement presented his and AdvanceAmeyaw's revised proposal to attend the ETHiopia event using funding from Reserves. They have addressed the issues raised in the consent form by:

• reducing overall cost by c. $1k

• reducing budget for accommodation

• staying 2 days at their own expense

• securing a presentation slot

• planning to distribute merch and brochures

• aiming to establish an Ethiopia branch of African Guild (during the time they are there at their own expense

• setting definite KPIs

• making some short videos, to use as part of a recap video later

• writing a post-conference report

• writing an article, in collab with Writers WG and Marketing Guild

• committing to a post-event retrospective meeting in the Ambassador Program itself, where we can look at how it went, and use that information to help finalise our thinking on when and in what circumstances Reserves should be used for attending events (see https://docs.google.com/document/d/1yggRVo_-VzjDPvlgJtxeEp0G8oLx6i8sGYmU9mJiTT0/edit?usp=sharing)

The meeting noted that they have committed to a lot of work; and suggested they reduce some of their KPI targets (e.g. AI Ethics interviews from 20 to 10).

We also noted that where their proposal mentions "partnerships", they don't have the authority to initiate actual partnerships with sNET, so this will be reworded to make it clear that it is just about collating contacts, and passing them on where appropriate so that any potential partnerships can be explored.

We also noted that a useful KPI would be getting interested people to attend Ambassador TH and relevant WGs - Clement and Ameyaw will add this.

And we agreed that their attendance at the event is a test-case for how Reserves should be spent on events - so we will use their post-event report, plus insights from a retrospective meeting when they return, to inform our final decisions on this issue (see https://docs.google.com/document/d/1yggRVo_-VzjDPvlgJtxeEp0G8oLx6i8sGYmU9mJiTT0/edit?usp=sharing)

Overall, the meeting agree that all the objections are addressed, so the proposal is approved; and we discussed how best to release funds (via a fund request on Dework).

We then ran through the document of suggestions on how to set Q2 2025 budget caps (https://docs.google.com/document/d/1kVd_4Ih-lSdMoIcmVeOS3_H3aqOdnMmMG6o1WqGTx1w/edit?usp=sharing), with some minor discussion for clarification. We agreed that everyone will look at this doc properly in the next few days, and it will be discussed at the next meeting on Tues 4th Feb.

Discussion Points:

• Decision on AdvanceAmeyaw and Clemennt's proposal to use Ambassador Reserves funding to attend ETHiopia event in mid Feb

• Q2 2025 budget caps

Decision Items:

• We agreed that Advance and Clement's proposal to attend the ETHiopia event has been agreed, and they will go

  • [rationale] because their revised proposal has addressed all of the issues raised in the consent forms

  • [opposing] none

  • [effect] mayAffectOtherPeople

• We agareed that Advance and Clement's final report, and a retrospective meeting when they return, will be used to help us finalise our thinking on establishing policy on when and how to use Reserves for attending events (see https://docs.google.com/document/d/1yggRVo_-VzjDPvlgJtxeEp0G8oLx6i8sGYmU9mJiTT0/edit?usp=sharing)

  • [rationale] attendance at the ETHiopia event is a test case, and we want to use it to help us establish policy.

  • [opposing] none

  • [effect] mayAffectOtherPeople

Action Items:

• [action] Everyone to read and comment on the "'Budget caps for Q2' discussion" doc, ready for discussion in next meeting on Tues 4th Feb [assignee] all [due] 4 February 2025 [status] todo

• [action] Vani to draft a timeline async for the Q2 budget decision process, to speed up the process of agreeing it in next meeting [assignee] CallyFromAuron [due] 4 February 2025 [status] todo

Keywords/tags:

• topics covered: events attendance, program reserves, budget reserve, budget caps, Q2 2024 budget, consent process, timeline

• emotions: calm, Good natured, focused, decisive