Internet DRAFT - draft-meyer-agendas-and-minutes
draft-meyer-agendas-and-minutes
Network Working Group D. Meyer
Internet-Draft University of Oregon/Cisco Systems
Expires: June 23, 2006 O. Kolkman
NLnet Labs
December 20, 2005
On the Formatting and Content of IETF Working Group Agendas and Minutes
draft-meyer-agendas-and-minutes-00
Status of this Memo
By submitting this Internet-Draft, each author represents that any
applicable patent or other IPR claims of which he or she is aware
have been or will be disclosed, and any of which he or she becomes
aware will be disclosed, in accordance with Section 6 of BCP 79.
Internet-Drafts are working documents of the Internet Engineering
Task Force (IETF), its areas, and its working groups. Note that
other groups may also distribute working documents as Internet-
Drafts.
Internet-Drafts are draft documents valid for a maximum of six months
and may be updated, replaced, or obsoleted by other documents at any
time. It is inappropriate to use Internet-Drafts as reference
material or to cite them other than as "work in progress."
The list of current Internet-Drafts can be accessed at
http://www.ietf.org/ietf/1id-abstracts.txt.
The list of Internet-Draft Shadow Directories can be accessed at
http://www.ietf.org/shadow.html.
This Internet-Draft will expire on June 23, 2006.
Copyright Notice
Copyright (C) The Internet Society (2005).
Abstract
RFC 2418 outlines the procedures for IETF Session operation.
However, it contains little information about post-IETF meeting
working group chair responsibilities. In particular, it provides
little guidance with respect to either form or submission deadlines
for the artifacts of the meeting, namely, session minutes and
presentation materials. This document addresses the form and content
of Working Group agendas and minutes.
Meyer & Kolkman Expires June 23, 2006 [Page 1]
Internet-Draft Agendas and Minutes December 2005
Table of Contents
1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . 3
2. Agendas . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2.1. Agenda Content and Formatting Considerations . . . . . . . 3
2.1.1. The Header . . . . . . . . . . . . . . . . . . . . . . 4
2.1.2. The Body . . . . . . . . . . . . . . . . . . . . . . . 4
3. Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3.1. The Purpose of Session Minutes . . . . . . . . . . . . . . 7
3.2. Minutes Content Considerations . . . . . . . . . . . . . . 8
3.3. Minutes Formatting Considerations . . . . . . . . . . . . 8
3.3.1. The Header . . . . . . . . . . . . . . . . . . . . . . 8
3.3.2. The Body . . . . . . . . . . . . . . . . . . . . . . . 9
3.3.3. Length of Submitted Minutes . . . . . . . . . . . . . 9
3.4. The Body . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.5. Length of Submitted Minutes . . . . . . . . . . . . . . . 10
4. Encoding . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
5. Submission Procedure and Deadlines . . . . . . . . . . . . . . 12
6. Minutes Errata -- Correcting Mistakes . . . . . . . . . . . . 13
7. Format: General Layout Guidelines . . . . . . . . . . . . . . 14
8. Encoding . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
9. Submission Procedure and Deadlines . . . . . . . . . . . . . . 15
10. Presentation Errata -- Correcting Mistakes . . . . . . . . . . 15
11. Recommendations . . . . . . . . . . . . . . . . . . . . . . . 15
12. Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . 16
13. Security Considerations . . . . . . . . . . . . . . . . . . . 16
14. IANA Considerations . . . . . . . . . . . . . . . . . . . . . 16
15. References . . . . . . . . . . . . . . . . . . . . . . . . . . 16
15.1. Normative References . . . . . . . . . . . . . . . . . . . 16
15.2. Informative References . . . . . . . . . . . . . . . . . . 17
Appendix A. Templates . . . . . . . . . . . . . . . . . . . . . . 17
A.1. Agenda Template . . . . . . . . . . . . . . . . . . . . . 17
A.2. Minutes Template . . . . . . . . . . . . . . . . . . . . . 19
Authors' Addresses . . . . . . . . . . . . . . . . . . . . . . . . 21
Intellectual Property and Copyright Statements . . . . . . . . . . 22
Meyer & Kolkman Expires June 23, 2006 [Page 2]
Internet-Draft Agendas and Minutes December 2005
1. Introduction
Section 3.1 of RFC 2418 [RFC2418] outlines the procedures for IETF
Working Group operation. However, it contains little information
about post-IETF meeting working group chair responsibilities. In
particular, it gives little guidance with respect to either form or
submission deadlines for the artifacts of the session, namely,
working group minutes and presentation slides. The remainder of this
document focus on the format, submission procedure, and deadlines for
both session (e.g., Working Group) minutes and presentation
materials.
2. Agendas
RFC 2418 section 3.1 defines a clear role for the agenda as part of
the session planning. It states:
For coordinated, structured WG interactions, the Chair(s) MUST
publish a draft agenda well in advance of the actual session. The
agenda should contain at least:
- The items for discussion;
- The estimated time necessary per item; and
- A clear indication of what documents the participants will need
to read before the session in order to be well prepared.
This mandate serves a number of needs. It allows working group
chairs to carefully optimize the meeting time. Presenters know well
in advance how to tailor their presentations to the allocated time
and participants know what material to read in order to come
prepared. In addition, a good agenda can act as a checklist for the
for the chairs during the meeting.
2.1. Agenda Content and Formatting Considerations
There are a couple of considerations that can help one to produce an
agenda that serves everybody's needs. One will always have to try to
make trade-offs between the size of the formatted document and the
amount of detail to add. This document suggests some content and
some hints to present this content in a uniform way.
According to [MEETINGTOOL], agendas can be submitted in HTML and TXT
encoding. Since a clearly formatted agenda can be used as a template
for the construction of the minutes one should clearly structure the
source text.
Meyer & Kolkman Expires June 23, 2006 [Page 3]
Internet-Draft Agendas and Minutes December 2005
2.1.1. The Header
To unambiguously identify the agenda the header should at least
contain the name of the working group and its acronym and the IETF
meeting to which this meeting relates.
By adding some standard information to your header the agenda can be
used as a 'one-stop-shop' for all information regarding the meeting.
Consider adding the location and time of the meeting, pointers to the
jabber room, pointers to audio- or web-cast and a pointer to the
working groups web pages. Versioning the agenda is also a
recommended practice. Finally, don't forget to add the contact
information of the chairs.
Try to separate the header from the rest of the agenda with a
"graphical" element such as a line of "="-signs when the agenda is
encoded in TXT or the <hl> when the agenda is encoded in HTML.
Figure 1 provides an example Agenda Section Header.
Formatting of IETF Workflow Documents Group (FIWD) AGENDA
Meeting : IETF202, Monday 34 November 2032.
Location: Fargo Hilton, Coens room, 12:30-14:00.
Chairs : Brian De Palma <brian@example.com>,
Fernando Meirell <fernando@example.com>
Jabber : FIWD@jabber.ietf.org
URL : http://tools.ietf.org/wg/FIWD/
Agenda : version 1.4 (draft)
==============================================================
Figure 1: Agenda Section Header
2.1.2. The Body
The body of the agenda presents the structure of the meeting. In our
experience the meeting can usually be split in 'topics'. The
meeting-administrivia is one 'topic', the administrivia concerning
the working group documents is another 'topic'. By trying to
structure the agenda by 'topic' a chair brings structure to the
meeting. Stated from a meeting-centric point of view: The structure
of a meeting should be represented in the agenda.
For each topic there will be a number of sub-topics. All subtopics
have a title, and in the most common case, somebody to speak for
them. If there is reading material such as an internet-draft a
reference should be supplied. For each subtopic you should indicate
how much time is allocated.
Meyer & Kolkman Expires June 23, 2006 [Page 4]
Internet-Draft Agendas and Minutes December 2005
Note that it often happens that people want to be in the room for a
particular topic. By also indicating the total time allocated to a
topic one can allow participants to selectively join rooms.
Try to format topics and subtopics so that they can be clearly
distinguished. Indentation and or 'section numbers' are handy
formatting tools. Introducing a topic with one or two lines may help
to identify what the intended goal of the discussion is.
We suggest that you always include "Meeting Administrivia" as a
topic. By explicitly sub-topics like "Previous Minutes", "Scribe"
and "Blue Sheets" a chair can be sure those topics are addressed.
When using HTML to encode the agenda we suggest you put in links to
the document and use a short notation. When using text, consider
that you have to trade off writing out complete URLs (in order to
facilitate cutting and pasting) versus the conciseness of using only
draft names. Figure 2 provides an example Agenda Body.
Meyer & Kolkman Expires June 23, 2006 [Page 5]
Internet-Draft Agendas and Minutes December 2005
-------------------- Example Agenda Body --------------------
A. Meeting Administrivia chairs (total: 5 min)
- Mailing list and URL
- Minutes Scribe
- Jabber Scribe
- Blue Sheets
- Agenda Bashing
- Previous Minutes
- Action Items
B. Stalled Work chairs (total:10 min)
Documents that have not seen anything happen. Status update
and proposed way forward.
- draft-ietf-fiwd-handwritten-minutes-12.txt
- draft-ietf-fiwd-agenda-over-sms-02.txt
- discussion
C. Page Numbers (total: 30 min)
Several proposals on page numbering have been put forward.
We will have to make a choice based on requirements.
(draft-ietf-fiwd-pnum-requirements-5.txt)
- Page numbers at the center Gilliam (10 min)
draft-ietf-fiwd-pnum-centr-02.txt
- Page numbers at the right Coppola (10 min)
draft-ietf-fiwd-pnum-right-06.txt
- Page number strawman and chairs (10 min)
discussion
D. Possible Work Items (total: 15 min)
D.1 XML based agendas and minutes. Coens (10 min)
Work on development of a DTD for minutes
and agendas.
- draft-coens-fiwd-pnum-xml-workflow-docs-02.txt
- Discussion (5 min)
D.2 (...)
G. Working Group Administrivia (total: 10 min)
G.1 Conclusion WGLC minutes translation chairs (3 min)
- draft-ietf-fiwd-translation-05.txt
Chair summarizes WGLC.
---------------------------------------------------------------------
Figure 2: Example Agenda Body
Meyer & Kolkman Expires June 23, 2006 [Page 6]
Internet-Draft Agendas and Minutes December 2005
3. Minutes
Section 3.1 of RFC 2418 mandates that "All working group sessions
(including those held outside of the IETF meetings) shall be reported
by making minutes available". And while there a brief discussion of
the desired content (note that this is not required content),
including the session agenda, an account of the discussion including
any decisions made, and the list of attendees, it gives little other
guidance. Further, while the IETF secretariat maintains
"instructions" web pages [MINUTES], they provide only vague
guidelines, and note that the format and content of the minutes is to
be "is defined by the chair and minute-taker". As a result, IETF
session minutes are of widely varying content and quality. In the
following sections we outline a standard format for IETF session
minutes, and a process for their submission.
3.1. The Purpose of Session Minutes
RFC 2418 states that "It is also good practice to note important
decisions/consensus reached by email in the minutes of the next
'live' session, and to summarize briefly the decision-making history
in the final documents the WG produces." Note that decisions reached
during a face-to-face meeting about topics or issues which have not
been discussed on the mailing list, or are significantly different
from previously arrived mailing list consensus must be reviewed on
the mailing list. This suggests the importance of the working
group's minutes: while the working group minutes just reporting and
critical record-keeping, there are times when a working group's
minutes play an important role in signaling the subsequent
confirmation process (post working group meeting) on the mailing
list.
The suggestion here is that the purpose of the minutes is to
summarize and document the history and activity (and in particular,
any decision making activity) of the live meeting, both for those who
could not attend, and for archival purposes. Thus timely submission
of minutes, along with standardized format and quality, are essential
to the operation of the IETF process.
The guiding principle behind the minutes, then, is that they must
convey enough information to a non-attending reader to be able to
review the meeting activity and understand the meeting outcome. In
general, the minutes must be of sufficient detail and accuracy such
that if an event cannot be understood to have happened from the
minutes, then the event in question "did not happen" at the meeting.
Meyer & Kolkman Expires June 23, 2006 [Page 7]
Internet-Draft Agendas and Minutes December 2005
3.2. Minutes Content Considerations
In general, session minutes serve two main functions. First, they
provide a record of the issues discussed during the meeting, and
those participating in the discussions for those who weren't in
attendance. Second, they provide a record that can be used to review
decisions that were made (such as those items on which the WG has
reached consensus, etc). As such, standardized format, as well as
quality and completeness, are essential to the operation of the IETF
process. In particular, as noted in [MINUTES], "Minutes should
provide a thorough summary of the issues discussed during the working
group/BOF sessions".
Note that it is important to record each draft which is discussed at
the meeting, including its revision number, since the discussion
needs to be placed in context. This includes drafts that have not
yet been accepted as working group documents, and late revisions of
working group documents. This is important as working group minutes
are frequently used as a resource answering questions relating to
prior art, as well questions about the state of the technical
development of a protocol. We recommend that a list of all drafts
mentioned during the discussion is added just before each topic is
summarized
The main body of the Minutes section must be a prose description of
the issues discussed at the meeting and any apparent conclusions
reached in the room. Other material may be included as supporting
documentation from the meeting -- for example, transcript-style notes
("A said," then "B said," then "C said"), or a detailed list of
changes to a document. These should be included as attachments to,
and not replacements for, the Minutes.
Action items are a good way to document commitments of participants.
We recommend action items to be explicitly mentioned at the end of
each topic or at the end of the minutes.
Finally, the minutes may include any other additional information
that the working group chair deems appropriate as as appendices or
attachments.
3.3. Minutes Formatting Considerations
3.3.1. The Header
In order to unambiguously identify the minutes they should, just like
agendas, have a clear and unambiguous header. The content should at
least contain the name of the working group, the IETF number, the
date and time of the meeting and the name of the scribes. A version
Meyer & Kolkman Expires June 23, 2006 [Page 8]
Internet-Draft Agendas and Minutes December 2005
number is recommended. Figure 3 provides an example Agenda Header.
Formatting of IETF Workflow Documents Group (FIWD) Minutes
Meeting : IETF202, Monday 34 Noctember 2032.
Location: Fargo Hilton, Coens room, 12:30-14:00.
Chairs : Brian De Palma <brian@example.com>,
Fernando Meirell <fernando@example.com>
Minutes : Martin Scorsese <martin@example.net>
Version 2
==============================================================
Figure 3: Example Minutes Header
3.3.2. The Body
The Agenda Body should occur just below the agenda header. To
improve readability, we suggest that details are skipped and only the
main topics are listed. We suggest that the sub-topic structure is
maintained in the minutes.
Try to format the text in such a way that topics and subtopics are
clearly grouped. Start each (sub)topic with adding the names of
document that have been discussed. A properly formatted agenda can
easily be used as a template. Working group chairs could suggest
minute takers to construct such a template from the agenda before the
meeting.
Enumeration room consensus or actions for each topic is helpful.
Figure 4 contains an example of the formatting of a the body of a set
of minutes for our imaginary working group. We try to present an
example for a style that captures the gist of the meeting and a
formatting that represents the structure of the meeting.
3.3.3. Length of Submitted Minutes
Minutes should provide a thorough summary of the issues discussed
during the working group/BOF sessions, and should BE limited to a
maximum of six pages of text.
3.4. The Body
The Agenda Body should occur just below the agenda header. To
improve readability, we suggest that details are skipped and only the
main topics are listed. We suggest that the sub-topic structure is
maintained in the minutes.
Meyer & Kolkman Expires June 23, 2006 [Page 9]
Internet-Draft Agendas and Minutes December 2005
Try to format the text in such a way that topics and subtopics are
clearly grouped. Start each (sub)topic with adding the names of
document that have been discussed. A properly formatted agenda can
easily be used as a template. Working group chairs could suggest
minute takers to construct such a template from the agenda before the
meeting.
Enumeration room consensus or actions for each topic is helpful.
Figure 4 contains an example of the formatting of a the body of a set
of minutes for our imaginary working group. We try to present an
example for a style that captures the gist of the meeting and a
formatting that represents the structure of the meeting.
3.5. Length of Submitted Minutes
Minutes should provide a thorough summary of the issues discussed
during the working group/BOF sessions, and should BE limited to a
maximum of six pages of text.
-------------------- Example Minutes Body -------------------
=======================================================
AGENDA
A. Meeting Administrivia
B. Stalled Work
C. Page Numbers
D. Possible Work Items
D.1 XML based agendas and minutes.
D.2 (...)
G. Working Group Administrivia
G.1 Conclusion WGLC minute translation
=======================================================
MEETING Report
A. Meeting Administrivia
Martin Scorsese volunteered as scribe.
Luc Besson volunteered as jabber scribe.
Minutes of the IETF201 where posted and finalized within 2
weeks after IETF201. The minute takes is acknowledged. The
room unanimously approved the minutes.
There was one action item from IETF201, this is dealt with in
item B of this meeting.
Meyer & Kolkman Expires June 23, 2006 [Page 10]
Internet-Draft Agendas and Minutes December 2005
B. Stalled Work
Documents that have not seen anything happen. Status update
and proposed way forward.
- draft-ietf-fiwd-handwritten-minutes-12.txt
- draft-ietf-fiwd-agenda-over-sms-02.txt
The chairs explained that the document editors for these
draft have changed their jobs and have requested to be
resigned as editors. Volunteers have been called for on the
list but nobody stepped forward. The chairs suggest that this
work is dropped from the charter.
Quint Tarantino notes that this work has seen little activity
except from the editors he wonders how this work ever made it
on the charter. The discussion drifted into how handwriting
can effectively be scanned. It was concluded by requesting
the chairs to remove this work from the charter.
Action on chairs: Have these drafts removed from the charter.
C. Page Numbers
* draft-ietf-fiwd-pnum-requirements-5.txt)
* draft-ietf-fiwd-pnum-centr-02.txt
* draft-ietf-fiwd-pnum-right-06.txt
* draft-verhoeven-two-pnums-per-page-02.txt
Several proposals on page numbering have been put forward.
We will have to make a choice based on requirements.
(draft-ietf-fiwd-pnum-requirements-5.txt)
- Page numbers at the center
draft-ietf-fiwd-pnum-centr-02.txt
Gilliam presented his slides (see proceedings).
During his presentation he stressed that that printing page
numbers in the center of the page eases double sided
printing.
- Page numbers at the right
draft-ietf-fiwd-pnum-right-06.txt
Coppola explained that during Gilliam presentation that
there are economic and environmental considerations in
addition to the aesthetic principles on which the
'pnum-right' draft is based. The room hummed in consensus
when the chairs suggested to document the economical issues
Meyer & Kolkman Expires June 23, 2006 [Page 11]
Internet-Draft Agendas and Minutes December 2005
in the 'pnum-centr' draft and the original requirements
draft and then move to last call.
- Page number strawman and discussion
The strawman was not discussed. See above.
During the meeting Steve Spielberg noted that his company had
IPR on printing page numbers on both the left and the right
hand side of the paper in order to ease double sided
printing. This bears relevance to a personal submission to
this group; draft-verhoeven-two-pnums-per-page-02.txt The
chair asked him to file the IPR claim via the IPR pages on
the IETF website.
Action on Gilliam: update pnum-centr to document the
economical and environmental considerations
of two-side printing
D. Possible Work Items
(...)
--------------------------------------------------------------------
Figure 4: Example Minutes Body
4. Encoding
[MEETINGTOOL] allows HTML encoded minutes. We suggest that txt
encoding is used except for those cases in which the working group
chair wants to emphasize flow or other formatting.
In summary, the minutes for the IETF proceedings must be submitted in
ASCII form, and formatted either in either plain text format or in
HTML. That is, non-ASCII binary formats such as JPEG [JPEG] or
executable code such as Java [JAVA] must not be included in submitted
minutes.
5. Submission Procedure and Deadlines
There are at least three places in IETF literature where the
disposition of session minutes are discussed:
Section 3.1 of RFC 2418 states that "The minutes shall be
submitted in printable ASCII text for publication in the IETF
Proceedings, and for posting in the IETF Directories and are to be
Meyer & Kolkman Expires June 23, 2006 [Page 12]
Internet-Draft Agendas and Minutes December 2005
sent to: minutes@ietf.org".
The IETF Secretariat "minutes page" [MINUTES], which states that
"Minutes for the IETF proceedings must be submitted in ASCII form
by the end of two weeks following the meeting".
The IETF Secretariat "proceedings page" [PROCEEDINGS], which
states that "The deadline for submission of minutes and
presentation slides for inclusion in the IETF meeting proceedings
is four weeks from the Friday of the meeting week."
While RFC 2418 is silent on deadlines, and there is a discrepancy
between the minutes page and the proceedings page. To resolve this
ambiguity, the proceedings page takes precedent and the final form of
meeting minutes must be submitted in ASCII form by the forth Friday
following the meeting week. For example, in the case of the 59th
IETF Meeting (March 01, 2004 - March 05, 2004), minutes are required
to be received by the IETF Secretariat (minutes@ietf.org) by April
02, 2004 (i.e., the forth Friday following the meeting week).
Finally, note that draft minutes must not be submitted to
minutes@ietf.org, and only final versions of session minutes will be
accepted.
6. Minutes Errata -- Correcting Mistakes
Corrections to minutes will be accepted until the Friday six weeks
from the Friday of the meeting week. Such corrections should be sent
to minutes@ietf.org. In general, the rule can be stated as follows:
The Working Group Chair can make changes to submitted minutes
or presentation materials for six weeks from the Friday of
meeting week; However, the chair must have submitted some form
of the materials to the IETF Secretariat by the forth Friday
following the meeting week.
IETF secretariat also maintains a "slides" web page [SLIDES] which
outlines acceptable encodings (outlined below), and layout guidelines
for session presentation materials. However, these guidelines are
(possibly necessarily) vague, and provide no procedures for working
group chairs to ensure consistent cross-working group presentation
quality. As a result, IETF session presentation materials are of
widely varying content and quality. In the following sections we
outline a standard format for IETF session materials, and a process
for their submission.
In general, in order to have presentation materials included in the
Meyer & Kolkman Expires June 23, 2006 [Page 13]
Internet-Draft Agendas and Minutes December 2005
meeting proceedings, an on-line copy set of the slides in an approved
format, must be submitted within two weeks following the meeting (see
discussion of formats and deadlines below). Presentation slides
covering information reported in the minutes need not be submitted.
7. Format: General Layout Guidelines
[SLIDES] outlines the general layout guidelines for presentation
materials to be included in IETF proceedings. In particular:
Paper size: 215.9x279.4mm (Letter), all other sizes will be
modified to fit.
Avoid unnecessary detail in slides, they will be difficult to read
in the reduced hard copy version
Avoid using color schemes which wash out information when printed
in black-and-white
Landscape layout will be printed 6 horizontal frames per page -
use at least an 16-point font
Portrait layout will be printed 4 vertical frames per page - use
at least an 14-point font
8. Encoding
[SLIDES] lays out the accepted presentation formats. In particular,
the presentation materials must be provided one following encodings
in order to be accepted for publication in the meeting proceedings:
File Name Encoding
=============================================
* .txt Plain Text (Win/*nix/Dos/Mac/Be)
* .doc Microsoft Word Document
* .pdf Adobe Portable Document Format
* .ps Adobe PostScript
* .ppt Microsoft PowerPoint
* .html HTML
Many presenters are currently use MagicPoint [MGP] as a presentation
tool, MagicPoint format documents must be converted to one of the
above formats for submission to proceedings@ietf.org.
Meyer & Kolkman Expires June 23, 2006 [Page 14]
Internet-Draft Agendas and Minutes December 2005
9. Submission Procedure and Deadlines
While submission of minutes is mandatory, submission of slides is
optional. Again, there is a discrepancy between the IETF secretariat
"slides" page [SLIDES] and the proceedings page [PROCEEDINGS]. To
resolve this ambiguity, the proceedings page takes precedent and the
final form of meeting presentation set must be submitted in an
approved form by the forth Friday following the meeting week. For
example, in the case of the 59th IETF Meeting (March 01, 2004 - March
05, 2004), presentation materials are required to be received by the
IETF Secretariat (proceedings@ietf.org) by April 02, 2004 (i.e., the
forth Friday following the meeting week).
Presenters must provide presentation materials in one of the
acceptable formats described above to the working group chair by the
first Friday following the meeting. This gives the chair or chairs
time to organize their submission to proceedings@ietf.org. If a
presenter fails to to provide the working group chair with
presentation materials in a timely fashion or in standard format, the
materials may not appear in the meeting proceedings.
Once the working group chair has received presentation materials, the
chair must fill out the form on [PROCSUB], and submit it with the
presentation materials. Hard copies must not be submitted, as they
will not be used. Finally, slides should not be submitted for the
proceedings if they contain information included in the minutes.
Note: The materials must be in electronic form, but the form is pdf
(not amenable to editing, etc).
10. Presentation Errata -- Correcting Mistakes
Corrections to minutes will be accepted until the Friday six weeks
from the Friday of the meeting week. Such corrections should be sent
to proceedings@ietf.org. In general, the rule can be stated as
follows:
The Working Group Chair can make changes to submitted minutes
or presentation materials for six weeks from the Friday of
meeting week; However, the chair must have submitted some form
of the materials to the IETF Secretariat by the forth Friday
following the meeting week.
11. Recommendations
As outlined in Section 1.1 above, minutes serve to "note important
Meyer & Kolkman Expires June 23, 2006 [Page 15]
Internet-Draft Agendas and Minutes December 2005
decisions/consensus reached by email in the minutes of the next
\'live\' session, and to summarize briefly the decision-making
history in the final documents the WG produces." However, the highly
variable format, quality and content of the minutes makes this goal
difficult if not impossible to achieve.
Since the purpose of the minutes is to summarize and document the
history and activity (and in particular, any decision making
activity) of the live meeting, both for those who could not attend,
and for archival purposes, they are of critical importance. One
relatively straight forward way to address this problem is described
in the next section.
Finally, it is worth noting that the IETF already has this mechanism
in place. However, it is only used for those sessions that are also
have video recording.
12. Acknowledgments
Rebecca Bunch, Leslie Daigle and Allison Mankin made several helpful
and clarifying comments on earlier versions of this document. [IMDB]
is acknowledged for the inspiring pool of names in the examples.
13. Security Considerations
This document specifies neither a protocol nor an operational
practice, and as such, it creates no new security considerations.
14. IANA Considerations
This document creates a no new requirements on IANA namespaces
[RFC2434].
15. References
15.1. Normative References
[RFC2418] Bradner, S., "IETF Working Group Guidelines and
Procedures", BCP 25, RFC 2418, September 1998.
[RFC2434] Narten, T. and H. Alvestrand, "Guidelines for Writing an
IANA Considerations Section in RFCs", BCP 26, RFC 2434,
October 1998.
Meyer & Kolkman Expires June 23, 2006 [Page 16]
Internet-Draft Agendas and Minutes December 2005
15.2. Informative References
[MEETINGTOOL]
"The IETF Meeting Materials Management Tool", Web Page:
http://www.ietf.org/instructions/
meeting_materials_tool.html, 2005.
[MINUTES] "Minutes for the IETF Proceedings", Web
Page: http://www.ietf.org/instructions/minutes.html, 2005.
[PROCEEDINGS]
"Submitting Input to IETF Meeting Proceedings", Web
Page: http://www.ietf.org/instructions/proceedings.html,
2005.
[PROCSUB] "Proceedings Submission Form", Web
Page: http://www.ietf.org/instructions/proxform.pdf, 2005.
[SLIDES] "Presentation Slides for the IETF Proceedings", Web
Page: http://www.ietf.org/instructions/slides.html, 2005.
[JAVA] "The JAVA Programming Language", Web
Page: http://java.sun.com, 2005.
[JPEG] "The JPEG Image Format", Web Page: http://www.jpeg.org,
2005.
[MGP] "MagicPoint", Web Page: http://member.wide.ad.jp/wg/mgp,
2005.
[IMDB] "The Internet Movie Database", Web
Page: http://www.imdb.com/, 1990-2005.
Appendix A. Templates
A.1. Agenda Template
[ED note: In the final document we would want to have this on a
separate page]
<Working Group Name> (<working group abbreviation>) AGENDA
Meeting : IETF<Number> <Scheduled Date of Meeting>
Location: <Hotel and room information>, <timeslot>
Chairs : <chair name> <chair email address>
<co-chair1 name> <co-chair1 email address>
Jabber : <jabber room URL>
Meyer & Kolkman Expires June 23, 2006 [Page 17]
Internet-Draft Agendas and Minutes December 2005
URL : <Working Group or URL>
Agenda : version: <Agenda Version>
=========================================================
AGENDA
o Meeting Administriva <allocated time (minutes)>
- Mailing list: <subscription info>
- Scribe(s)
- Blue Sheets
- Agenda Bashing
- Previous minutes
- Action Items
o Review and status of work items
Active Drafts
-------------
<Draft Name> <allocated time (minutes)>
<draft file name>
<author>
...
<drafts> <allocated time (minutes)>
Potential New Work
------------------
+ Work Item1
<Draft Name> <allocated time (minutes)>
<draft file name>
<author>
<Discussion> <allocated time (minutes)>
+ Work Item2
<Draft Name> <allocated time (minutes)>
<draft file name>
<author>
<Discussion> <allocated time (minutes)>
Other
-----
<misc stuff>
Meyer & Kolkman Expires June 23, 2006 [Page 18]
Internet-Draft Agendas and Minutes December 2005
A.2. Minutes Template
[ED note: In the final document we would want to have this on a
separate page] It is probably easiest to use the published agenda to
derive the actual minutes template
<Working Group Name> (<working group abbreviation>) MINUTES
Meeting : IETF<Number> <Scheduled Date of Meeting>
Location: <Hotel and room information>, <timeslot>
Chairs : <chair name> <chair email address>
<co-chair1 name> <co-chair1 email address>
Minutes : <minute taker name> <minute taker email address>
version: <Agenda Version>
=========================================================
AGENDA
A. Meeting Administrivia
B.
C.
D.
D.1
D.2
==========================================================
Meeting Report
A. Meeting Administrivia
<Minute Scribe> volunteered as minutes scribe.
<Jabber Scribe> volunteered as jabber scribe.
< status previous minutes >
B. < topic title >
* < draft-foo-discussed-draft-1 >
* < draft-foo-discussed-draft-2 >
* < draft-foo-discussed-draft-3 >
< Meeting prose >
< Action Items >
C. < topic title >
* < draft-foo-discussed-draft-1 >
* < draft-foo-discussed-draft-2 >
* < draft-foo-discussed-draft-3 >
< Meeting prose >
Meyer & Kolkman Expires June 23, 2006 [Page 19]
Internet-Draft Agendas and Minutes December 2005
< Action Items >
Meyer & Kolkman Expires June 23, 2006 [Page 20]
Internet-Draft Agendas and Minutes December 2005
Authors' Addresses
David Meyer
University of Oregon/Cisco Systems
1225 Kincaid St.
Eugene OR 97403
USA
Email: dmm@1-4-5.net
URI: http://www.1-4-5.net/~dmm
Olaf M. Kolkman
NLnet Labs
Kruislaan 419
Amsterdam 1098 VA
The Netherlands
Email: olaf@nlnetlabs.nl
URI: http://www.nlnetlabs.nl
Meyer & Kolkman Expires June 23, 2006 [Page 21]
Internet-Draft Agendas and Minutes December 2005
Intellectual Property Statement
The IETF takes no position regarding the validity or scope of any
Intellectual Property Rights or other rights that might be claimed to
pertain to the implementation or use of the technology described in
this document or the extent to which any license under such rights
might or might not be available; nor does it represent that it has
made any independent effort to identify any such rights. Information
on the procedures with respect to rights in RFC documents can be
found in BCP 78 and BCP 79.
Copies of IPR disclosures made to the IETF Secretariat and any
assurances of licenses to be made available, or the result of an
attempt made to obtain a general license or permission for the use of
such proprietary rights by implementers or users of this
specification can be obtained from the IETF on-line IPR repository at
http://www.ietf.org/ipr.
The IETF invites any interested party to bring to its attention any
copyrights, patents or patent applications, or other proprietary
rights that may cover technology that may be required to implement
this standard. Please address the information to the IETF at
ietf-ipr@ietf.org.
Disclaimer of Validity
This document and the information contained herein are provided on an
"AS IS" basis and THE CONTRIBUTOR, THE ORGANIZATION HE/SHE REPRESENTS
OR IS SPONSORED BY (IF ANY), THE INTERNET SOCIETY AND THE INTERNET
ENGINEERING TASK FORCE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING BUT NOT LIMITED TO ANY WARRANTY THAT THE USE OF THE
INFORMATION HEREIN WILL NOT INFRINGE ANY RIGHTS OR ANY IMPLIED
WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
Copyright Statement
Copyright (C) The Internet Society (2005). This document is subject
to the rights, licenses and restrictions contained in BCP 78, and
except as set forth therein, the authors retain all their rights.
Acknowledgment
Funding for the RFC Editor function is currently provided by the
Internet Society.
Meyer & Kolkman Expires June 23, 2006 [Page 22]
