CoP DevOps Leads and PM meeting Agenda

Overview

This issue tracks the agenda for our weekly roadmap meetings

Issue Template

## [Date ]  Meeting Agenda

### Prework to prep for meeting
- Check [icebox](https://github.com/orgs/hackforla/projects/73/views/1?filterQuery=status%3A%22Ice+Box%22)
   - [ ] all icebox issues should not be [missing the dependency label](https://github.com/orgs/hackforla/projects/73/views/1?filterQuery=status%3A%22Ice+Box%22+-label%3ADependency) and a defined dependency at the top
   - [ ] all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
- [ ] Weekly Label check https://github.com/hackforla/ops/issues/23
- [ ] [project board, new issue approval, no ready for no draft assignee](https://github.com/orgs/hackforla/projects/73/views/1?filterQuery=-label%3A%22ready+for+CoP+Lead%22%2C%22ready+for+product%22%2C%22ready+for+prioritization%22+no%3Aassignee)
- [ ] checking in on people active on our [CoP DevOps Roster](https://docs.google.com/spreadsheets/d/1j6l2cdyAEZ73NCXw0CwwMnh8tZda-oE7tu8usBwv4Bs/edit?pli=1&gid=2032152864#gid=2032152864&fvid=1084044363)
- [ ] check to make sure that anyone who is either not [currently on the roster or has left has open issues on the project Board](https://docs.google.com/spreadsheets/d/1j6l2cdyAEZ73NCXw0CwwMnh8tZda-oE7tu8usBwv4Bs/edit?gid=1659030645#gid=1659030645)

### Recurring items
 - [ ] review any issues that are in the [new issue approval column](https://github.com/orgs/hackforla/projects/73/views/1?filterQuery=status%3A%22New+Issue+Review%22)
 - [ ] Accountability and Support Check.
    - [ ] Review assignments for each PM
       - [ ] [Bonnie](https://github.com/orgs/hackforla/projects/73/views/1?filterQuery=assignee%3AExperimentsInHonesty)
       - [ ] [Alex](https://github.com/orgs/hackforla/projects/73/views/1?filterQuery=assignee%3Aale210)
       - [ ] [Ryan](https://github.com/orgs/hackforla/projects/73/views/1?filterQuery=assignee%3ARSkuma)
       - [ ] checking in on people active on our roster
- [ ] finish adding labels to the issue that are still missing them (see audit links above)
- [ ] status report for individual projects on incubator


### New Items
- [ ] Carry over Items to next meeting that don't get addressed

### FYIs
-

### Notes from Meeting

### Task Items

2022-01-23 Meeting Agenda

Prework to prep for meeting

none

Recurring items: Happens on the __________ meeting

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Jason
  - Nicole
  - Elyse
finish adding labels to the issue that are still missing them (see audit links above)
~~review issues with epic label and define how to break down further~~ epic label not yet in use

New Items

[ ]
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

adding a project board to a rep
how to add issues that have not have not been added to the board, to the board
how to make new labels (inside of an issue)
How to make a saved replies for issue and pull request comments
What the projects boards are for ops
What is purpose for various columns
- Nothing goes into the icebox without a dependency label and a description of that dependency or issue number

Task Items

Items for next week's agenda

Go through the items in the new issue approval and triage them
Start on roadmap
- - Make milestones
Make issues for the guides

2022-01-30 Meeting Agenda

Prework to prep for meeting

[ ]

Recurring items: Happens on the __________ meeting

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Jason
  - Nicole
  - Elyse
finish adding labels to the issue that are still missing them (see audit links above)
~~review issues with epic label and define how to break down further~~ epic label not yet in use

New Items

Go through the items in the new issue approval and triage them
Start on roadmap
- - Make milestones
Make issues for the guides
Add JasonEb to HFLA Zoom and 1vault
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

2022-02-13 Meeting Agenda

Prework to prep for meeting

[ ]

Recurring items: Happens on the __________ meeting

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Jason
  - Nicole
  - Elyse
finish adding labels to the issue that are still missing them (see audit links above)
~~review issues with epic label and define how to break down further~~ epic label not yet in use

New Items

Make labels and apply to issues (carried over to next meeting with more detail)
Make a milestone issue (carried over to next meeting with more detail)
Talk about prework issue or other initial issue for ops cop
- see if we need this issue anymore. Potentially move this content to the wiki Do you have write access to your community of practice repository? getting-started#9
Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Prework issue will wait until we have a little more structure.

Task Items

Bonnie needs to add the engineering drive to the ops team Create a Guide/Template: Using Docker knowledgebase-content#68
Create a new onboarding/offboarding issue for CoP leads, see these instructions https://github.com/hackforla/product-management/wiki/Onboard-Offboard
Bonnie: Move issue out of ops into getting-started Do you have write access to your community of practice repository? getting-started#9
Bonnie: Make milestone guide and link to this wiki: https://github.com/hackforla/product-management/wiki#tools

Items for Next Agenda

Make a milestone issue (dependency: Bonnie's milestone guide)
Make an issue to define needed default labels and "help wanted from dev ops" label (created issue 14 & 15)
Are we ready to do prework issues?
Label color standardization
Admin privileges for peopledepot (blocking Disable merge commit in repo peopledepot#11)

[Date ] Meeting Agenda

Prework to prep for meeting

Check icebox to see if any of the dependencies can be released & the items put in the prioritized backlog

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Jason
  - Nicole
  - Fang
finish adding labels to the issue that are still missing them (see audit links above)
~~review issues with epic label and define how to break down further~~ epic label not yet in use

New Items

FYIs

Notes from Meeting

there is currently no prework issues. We will add them to the template as they are made
Bonnie changed the settings for commits here CoP DevOps Leads and PM meeting Agenda #11
Bonnie moved the docker draft from engineering drive to ops drive and created a guides folder for all the ops guides Create a Guide/Template: Using Docker knowledgebase-content#68
We decided that the first 30 min for ops its office hours for anyone who has ops issues on their project. If no one shows up we break into ops (main room), people depot (secondary room).

Task Items

(see issue #17 for where to put the details of issues that have to be created)

2022-03-13 Meeting Agenda

Prework to prep for meeting

Check icebox to see if any of the dependencies can be released & the items put in the prioritized backlog

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Jason
  - Nicole
  - Fang
finish adding labels to the issue that are still missing them (when there is a weekly label check issue)
~~review issues with epic label and define how to break down further~~ epic label not yet in use

New Items

Discuss the new guide issues that Bonnie transferred to the repo
- Create a Guide/Template: Story Points for your project knowledgebase-content#71 - We need to create a script that will help projects with story points, see issue for details
- Create a Guide/Template: Hosting for your project knowledgebase-content#70 - we need a guide for PMs and for Ops about hosting for their projects. It should have a list of what we need to know, what the steps are to get a project hosted, what incubator is, etc.
Carry over Items to next meeting that don't get addressed
How to give access to #ops for incubator/aws deployment
- setup a meeting with Darren/Sophia to add credentials
- Create a Guide issue for adding members to AWS

FYIs

Notes from Meeting

Task Items

2022-04-03 Meeting Agenda

Prework to prep for meeting

Check icebox to see if any of the dependencies can be released & the items put in the prioritized backlog

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Jason
  - Nicole
  - Fang
finish adding labels to the issue that are still missing them (see audit links above)
~~review issues with epic label and define how to break down further~~ epic label not yet in use

New Items

Review with ops lead how to do the weekly label check Perform Weekly Label check #23
Carry over Items to next meeting that don't get addressed
Explore Add #ops members to HackForLA's AWS #25, adding people to hfla
Discuss VRMs and their access to hfla-incubator
- Create credentials for ShaunFox
- User Pool
Explore adding ChatBot AWS for Slack back-end monitoring service
- https://aws.amazon.com/chatbot/

FYIs

Notes from Meeting

Add Shaun Fox to IAM groups project-leads
Create spreadsheet
Onboarding, offboarding process to AWS permissions
- Setup an monthly audit of AWS permissions
Offboard inactive people off
setup an ops IAM GROUP

Task Items

Please add to our next agenda

Let's discuss you adding this CTA to your team agenda
Discuss Initial incubator setup for CTJ https://github.com/hackforla/CivicTechJobs/milestone/7

add to next agenda discussing 1Password CLI automation.

Details

We’re considering three options for automating 1Password onboarding/offboarding:

GitHub Actions + GitHub Secrets
Google Apps Script
1Password Connect (self-hosted cloud bridge)

The key point is that both (1) and (2) still require (3).

GitHub Actions and Apps Script can run automation scripts on demand, but they can’t talk directly to the 1Password back-end.
To manage users and vault memberships (invite, assign, offboard), you need an authenticated API endpoint, and that’s exactly what 1Password Connect provides.
Connect must be hosted in the cloud (AWS/GCP/etc.), because GitHub Actions and Apps Script can only consume an API — they cannot be the Connect server themselves.

So:

GitHub Actions = good place to run scripts.
Apps Script = good place to trigger from forms.
Connect (cloud-hosted) = absolutely required secure API bridge.

Without Connect in the cloud, neither GitHub Actions nor Apps Script can handle onboarding/offboarding.

[2025-09-22] Meeting Agenda

Prework to prep for meeting

Check icebox
- all icebox issues should not be missing the dependency label and a defined dependency at the top
- all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
Weekly Label check Perform Weekly Label check #23
project board, new issue approval, no ready for no draft assignee
checking in on people active on our CoP DevOps Roster
check to make sure that anyone who is either not currently on the roster or has left has open issues on the project Board

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Alex
  - Ryan
  - checking in on people active on our roster
finish adding labels to the issue that are still missing them (see audit links above)
status report for individual projects on incubator

New Items

Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Talk to homeuniteus about upgrading lambda

Task Items

[2025-10-06] Meeting Agenda

Prework to prep for meeting

Check icebox
- all icebox issues should not be missing the dependency label and a defined dependency at the top
- all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
Weekly Label check Perform Weekly Label check #23
project board, new issue approval, no ready for no draft assignee
checking in on people active on our CoP DevOps Roster
check to make sure that anyone who is either not currently on the roster or has left has open issues on the project Board

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Alex
  - Ryan
  - checking in on people active on our roster
finish adding labels to the issue that are still missing them (see audit links above)
status report for individual projects on incubator

New Items

Carry over Items to next meeting that don't get addressed

FYIs

Notes from Meeting

Task Items

@ale210

@ale210 this is what I posted in the wrong issue about the AWS account 2025-09-15

notes

I tried talking to AWS from that account
I got an email
Hello from Amazon Web Services,

Account number: 853744273466

Your AWS management or payer account 972670934240 has a past due balance that requires immediate attention. If we do not receive payment, your account may be restricted or suspended.

To avoid restrictions or suspension, please contact your representative responsible for making payments to AWS and pay the past due charges.
4:03 PM

Please let me look into your accout deeply
4:03 PM

If your account becomes restricted, you will experience limited ability to buy new resources, expand usage, or link new accounts. If your account is suspended, you will not be able to access your AWS Management Console, manage existing resources, or buy any new resources.

If you want to use and pay for AWS services independently, you can learn how to end your relationship with your organization’s management account.

If you have any questions, contact AWS Customer Service.

Thank you,
Amazon Web Services
4:03 PM

it looks like the account got suspended, but when I looked inside it I didn't see any way to see the amount overdue or who the organizational owner is,
4:04 PM

Please allow me to continue working on your case i will be right back
4:06 PM

sounds good
4:06 PM

I apologize for taking this time long, only the management account can discuss account or billing-related details with you. For help with this issue, contact your management account. You can find your management account's details here:

https://console.aws.amazon.com/organizations/home
4:20 PM

And the reason for why you are not seeing the pending bills is because those bills are payable by the management account
4:21 PM

It says Amazon Web Services Sign In
Your AWS account was suspended because of past due charges.

To reactivate your account, open the Billing and Cost Management console, and go to the Payments page. After you pay all outstanding invoices by credit card, it might take up to 24 hours to reactive your account.

If your account is suspended for more than 120 days, you can't reopen the account or use it to access any AWS services. In addition, all content in your account is deleted. Learn more about how to reactivate a suspended account.

If your account isn't reactivated 24 hours after you pay all outstanding invoices, contact AWS Support.
so that link you gave me is useless
so how do I seperate my account from the managment account as it says I can in the letter
4:22 PM

In order to separate your account from the Organization, the bill must be paid, and only the management account can complete the payment as your account is linked to that account and the payer account is also suspended
4:24 PM

according to another support ticket, "if you do have access to that Member account, please note that Member accounts can view the email address of the management account on the following page of the AWS Organizations console:

https://console.aws.amazon.com/organizations/home "
but because the account is suspended, I can't see anything there
so, its a catch 22, I don't know who has the org account, so I can't reach out to them
4:28 PM

Yes, so you can find how is the account payer , and as them to complete the payments due
4:28 PM

you need to figure out how to help me
4:29 PM

Unfortunately, we don’t share any account or billing details with member accounts that are linked to an organization, however I contacted the payer account in your behalf in order to complete the payments that are due
4:34 PM

if you can give the our email address, they could write to us.

So it says that we can seperate from the account. How do we do that??
4:36 PM

Until the payment is completed and the account reinstated, you can separate from the current organization
4:36 PM

ok.
we are done then, nothing more to talk about

[2025-10-20] Meeting Agenda

Prework to prep for meeting

Check icebox
- all icebox issues should not be missing the dependency label and a defined dependency at the top
- all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
Weekly Label check Perform Weekly Label check #23
project board, new issue approval, no ready for no draft assignee
checking in on people active on our CoP DevOps Roster
check to make sure that anyone who is either not currently on the roster or has left has open issues on the project Board

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Alex
  - Ryan
  - checking in on people active on our roster
finish adding labels to the issue that are still missing them (see audit links above)
status report for individual projects on incubator

New Items

Carry over Items to next meeting that don't get addressed
Review TDM-Calculator doc for basic agree/disagree comments, leaving unknowns

FYIs

Notes from Meeting

Task Items

Skip to content
Navigation Menu

Add to the next meeting agenda

sort out the incubator assets from when it was a team
- incubator drive: https://drive.google.com/drive/folders/0AE6UBnGmS6scUk9PVA
- inubator PII drive: https://drive.google.com/drive/folders/0AN8avTDU_qZpUk9PVA
- GitHub teams: https://github.com/orgs/hackforla/teams?query=incubator

[2025-10-27] Meeting Agenda

Prework to prep for meeting

Check icebox
- all icebox issues should not be missing the dependency label and a defined dependency at the top
- all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
Weekly Label check Perform Weekly Label check #23
project board, new issue approval, no ready for no draft assignee
checking in on people active on our CoP DevOps Roster
check to make sure that anyone who is either not currently on the roster or has left has open issues on the project Board

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Alex
  - Ryan
  - checking in on people active on our roster
finish adding labels to the issue that are still missing them (see audit links above)
status report for individual projects on incubator

New Items

Carry over Items to next meeting that don't get addressed
Create merge teams for ops and security for merges to protected branches. that are different than admin
Consolidate teams into 1
Review incubator PII Drive to see if anything is deprecated
Create issue template for removing an IAM user
message Rabia about fixing the daniel ridge bot login

FYIs

Notes from Meeting

Task Items

Notes from Devops PM/ORG meeting

DevOps and Security Onboarding Procedure

Purpose:
To outline the step-by-step onboarding process for new members joining the DevOps Community of Practice (CoP), ensuring they gain necessary access while maintaining strict controls over production and infrastructure environments.

1. Google Drive Setup

New DevOps members are pre-added to the DevOps Google Drive as part of general organizational onboarding.
Upon joining, the member manually adds themselves to the DevOps Roster stored within that Drive folder.

2. GitHub Team Access

During onboarding (typically at their first DevOps meeting), members are granted write access to the following GitHub repositories and teams:
- DevOps
- Security
- Incubator
Write access is granted immediately so members can:
- Create branches directly in the repository (not forks).
- Trigger Terraform Plan GitHub Actions, which only execute for branches inside the repository.
No issue or form submission is required to obtain this access.

3. Security Repository Onboarding

After GitHub access is granted, the new member completes the Security Repository onboarding issue template.
The template guides the member through required setup tasks and concludes with:
- Creating a user record for themselves in the Security repository (defining AWS-level permissions).
- Submitting the user record as a pull request (PR) for review.
Once the PR is merged, the member’s AWS access is confirmed and logged in the system of record.

4. Repository Permissions and Controls

Members have write access to:
- DevOps – Shared infrastructure, CI/CD, and automation scripts.
- Security – Permission management and user access control.
- Incubator – Project infrastructure and configuration (dev and prod environments for some projects).
Members can create branches and submit PRs within these repositories, but only the Merge Team is authorized to merge changes into main or production branches.
- This ensures new members can safely contribute without risking active environments.
Merge rights are restricted to a small, designated group responsible for production governance and quality control.

5. Repository Purpose Summary

Repository	Purpose	Environment	Typical PR Scope
`DevOps`	Core automation, CI/CD, and shared tooling.	Development	Pipelines, scripts, infra improvements.
`Security`	System of record for access control and AWS permissions.	N/A	User onboarding, permissions updates.
`Incubator`	Hosting for project infrastructure and deployment.	Development and Production (for some projects)	Config updates, project deployments, Terraform plans.

6. Governance and Merge Policy

Write access is intended to facilitate contribution and automated plan testing.
Merge authority is limited to the Merge Team.
All PRs must undergo standard review and approval before merge.
This structure ensures:
- Continuous integration testing (via Terraform Plan) functions correctly.
- No unapproved or accidental deployments occur in dev or prod environments.
- A clear separation of duties between contributors and maintainers.

7. Completion Criteria

Onboarding is complete when:

The member appears on the DevOps Roster in Google Drive.
Write access to DevOps, Security, and Incubator repos is confirmed.
Their Security Repo PR documenting user access is merged.
They can successfully create branches, trigger Terraform plans, and submit PRs.

[2025-11-03] Meeting Agenda

Prework to prep for meeting

Check icebox
- all icebox issues should not be missing the dependency label and a defined dependency at the top
- all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
Weekly Label check Perform Weekly Label check #23
project board, new issue approval, no ready for no draft assignee
checking in on people active on our CoP DevOps Roster
check to make sure that anyone who is either not currently on the roster or has left has open issues on the project Board

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Alex
  - Ryan
  - checking in on people active on our roster
finish adding labels to the issue that are still missing them (see audit links above)
status report for individual projects on incubator

New Items

Carry over Items to next meeting that don't get addressed
Create issue template for removing an IAM user
Create issues for teams on incubator to verify pgSQL 15 compatibility

FYIs

Notes from Meeting

Task Items

[2025-11-10] Meeting Agenda

Prework to prep for meeting

Check icebox
- all icebox issues should not be missing the dependency label and a defined dependency at the top
- all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
Weekly Label check Perform Weekly Label check #23
project board, new issue approval, no ready for no draft assignee
checking in on people active on our CoP DevOps Roster
check to make sure that anyone who is either not currently on the roster or has left has open issues on the project Board

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Alex
  - Ryan
  - checking in on people active on our roster
finish adding labels to the issue that are still missing them (see audit links above)
status report for individual projects on incubator

New Items

Carry over Items to next meeting that don't get addressed
Create an issue for getting the homeuniteus google auth account into 1password. Tag lola and tyler. We checked and the credentials for this are not in the 1p vault. Tyler and lola have been added to the vault. Link issue in meeting agenda: HUU: PM/ORG Agenda and Meeting Minutes 2025 HomeUniteUs#862
created issue

FYIs

Notes from Meeting

Task Items

[2025-11-17] Meeting Agenda

Prework to prep for meeting

Check icebox
- all icebox issues should not be missing the dependency label and a defined dependency at the top
- all issues in the icebox reviewed for if they have a resolved depedency, and moved to new issue review
Weekly Label check Perform Weekly Label check #23
project board, new issue approval, no ready for no draft assignee
checking in on people active on our CoP DevOps Roster
check to make sure that anyone who is either not currently on the roster or has left has open issues on the project Board

Recurring items

review any issues that are in the new issue approval column
Accountability and Support Check.
- Review assignments for each PM
  - Bonnie
  - Alex
  - Ryan
  - checking in on people active on our roster
finish adding labels to the issue that are still missing them (see audit links above)
status report for individual projects on incubator

CoP DevOps Leads and PM meeting Agenda #11

Description

Overview

Issue Template

Activity

ExperimentsInHonesty commented on Jan 23, 2022

2022-01-23 Meeting Agenda

Prework to prep for meeting

Recurring items: Happens on the __________ meeting

New Items

FYIs

Notes from Meeting

Task Items

Items for next week's agenda

JasonEb commented on Jan 24, 2022

2022-01-30 Meeting Agenda

Prework to prep for meeting

Recurring items: Happens on the __________ meeting

New Items

FYIs

Notes from Meeting

Task Items

ExperimentsInHonesty commented on Feb 7, 2022

2022-02-13 Meeting Agenda

Prework to prep for meeting

Recurring items: Happens on the __________ meeting

New Items

FYIs

Notes from Meeting

Task Items

Items for Next Agenda

ExperimentsInHonesty commented on Mar 6, 2022

[Date ] Meeting Agenda

Prework to prep for meeting

Recurring items

New Items

FYIs

Notes from Meeting

Task Items

ExperimentsInHonesty commented on Mar 7, 2022

ExperimentsInHonesty commented on Mar 7, 2022

2022-03-13 Meeting Agenda

Prework to prep for meeting

Recurring items

New Items

FYIs

Notes from Meeting

Task Items

ExperimentsInHonesty commented on Mar 14, 2022

2022-04-03 Meeting Agenda

Prework to prep for meeting

Recurring items

New Items

FYIs

Notes from Meeting

Task Items

ExperimentsInHonesty commented on Mar 16, 2022

80 remaining items

ExperimentsInHonesty commented on Sep 18, 2025

ale210 commented on Sep 22, 2025

[2025-09-22] Meeting Agenda

Prework to prep for meeting

Recurring items

New Items

FYIs

Notes from Meeting

Task Items

ale210 commented on Oct 6, 2025

[2025-10-06] Meeting Agenda

Prework to prep for meeting

Recurring items

New Items

FYIs

Notes from Meeting

Task Items

ExperimentsInHonesty commented on Oct 13, 2025

ale210 commented on Oct 20, 2025

[2025-10-20] Meeting Agenda

Prework to prep for meeting

Recurring items