Update Project Organization (#28)

Author: spignorel

Project_Organization.md

@@ -19,9 +19,9 @@ regulatory guidelines. Projects are otherwise independent.
 Steering Members are organizations that sign a legal agreement capturing the
 ideas summarized in the documents on this repository. They may participate in
 each Working Group and the Steering Committee. The Steering Member designates an
-individual to represent the organization in Steering Committee meetings.
-The current Steering Committee votes on accepting new Steering Members
-taking the following factors into consideration, among other aspects:
+individual to represent the organization in Steering Committee meetings. The
+current Steering Committee votes on accepting new Steering Members taking the
+following factors into consideration, among other aspects:
 
 - Organization has demonstrated a sustained interest and commitment in
   standardizing a quantum intermediate representation.
@@ -51,29 +51,52 @@ to participate in decisions that require a Supermajority Vote.
 ### 3.1. Steering Committee
 
 The Steering Committee is the body that is responsible for governing the
-Project, coordinating Working Groups, and managing assets.
+Project, coordinating Working Groups, and managing assets. To keep discussions
+productive and balanced, attendance is generally limited to two attendees per
+organization. The Steering Committee may grant an exception to this rule for a
+specific meeting and purpose only.
 
 ### 3.2. Chairperson
 
 The Project will have a Chairperson whose responsibilities include leading the
-Steering Committee, organizing meetings, organizing voting, identifying new
-Working Groups, managing finance, tracking Working Group progress, ensuring
-Working Group meet their goals, and any other activities Approved by the
-Steering Committee. The Chairperson may delegate responsibilities to another
-party. The Steering Committee may Approve a new Chairperson.
+Steering Committee, organizing meetings, managing finance, organizing voting,
+identifying new Working Groups, tracking Working Group progress, ensuring
+Working Group meet their goals, organizing community calls and official events,
+serving as contact and representing the QIR Alliance, updating and maintaining
+the official webpage, and any other activities approved by the Steering
+Committee. The Chairperson may delegate responsibilities to another party. The
+Steering Committee may Approve a new Chairperson. The Chairperson may designate
+an interim chair if they may be absent from one Steering Committee meeting. The
+Chairperson can be an external person. The Chairperson doesn’t have to be an
+employee of one of the Steering Committee member organizations. The Chairperson
+doesn’t have any voting privilege unless they are also appointed as the
+designated voting delegate by one of the steering committee members. The
+Chairperson is appointed for a duration of a year or until their affiliation
+changes and they can be reelected. The Steering Committee may call for a new
+Chairperson nomination at anytime.
 
 ### 3.3. Rhythm of Business
 
-The seat of a Steering Member may be vacated if a Steering Committee delegate
-is not designated or absent for more than one third of Steering Committee meetings
-in one year without the prior consent of the Steering Committee. A Steering Member
-can nominate a temporary stand-in. Prior consent can be requested to the Steering
-Committee by sending a written communication to the chairman for consideration at
-the next Steering Committee meeting. If approved, the chairman will send a written
-confirmation that the request has been granted. An organization should make sure
-to have an updated contact on file. By default, we consider the retirement of
-Steering Members once a year, but the Steering Committee is free to add a new
-member throughout the year.
+The seat of a Steering Member may be vacated if a Steering Committee delegate is
+not designated or absent for more than one third of Steering Committee meetings
+in one year without the prior consent of the Steering Committee. A Steering
+Member can nominate a temporary stand-in. Prior consent can be requested to the
+Steering Committee by sending a written communication to the chairman for
+consideration at the next Steering Committee meeting. If approved, the chairman
+will send a written confirmation that the request has been granted. An
+organization should make sure to have an updated contact on file. By default, we
+consider the retirement of Steering Members once a year, but the Steering
+Committee is free to add a new member throughout the year.
+
+### 3.4. Core Maintainers
+
+Core Maintainers take an active role in maintaining content in one or more of
+the repositories under the QIR Alliance. The two primary designated maintainers
+for each active public repository under the QIR Alliance are automatically
+attributed the title of a Core Maintainer. Additional people that contribute
+significantly across various repos may be added and removed at the discretion of
+the Steering Committee via a vote. When doing so, the Steering Committee will
+consider the affiliation of the people and prioritize diversity.
 
 ## 4. Decision Making
 

minutes/sc-meeting-2022-10.md

@@ -18,7 +18,7 @@ Pignorel
 month at 8 am and the other month at 11 am (the latter to be confirmed by poll).
 - Thank you all for providing a quote for the blog post.
 - The Linux Foundation marketing team has changed and has new requirements for
-the blog post.
+  the blog post.
 - The final version of the post will be sent by email, then once approved, will
 be posted onto the QIR Alliance website's announcement tab first.
 - The Base Profile specification is closed, and checked in the repo.
@@ -44,7 +44,7 @@ accomplished since the creation of the QIR Alliance.
 on their development of open QAOA algorithms, and QIR generation using Classiq
 is an upcoming presentation.
 - The workstream on how initializing and finalizing runtime libraries is
-progressing quite well.
+  progressing quite well.
 
 ## Follow-ups / Action items
 

minutes/sc-meeting-2022-11.md

@@ -0,0 +1,50 @@
+# Steering Committee Meeting November 2022
+
+Attendance: Alex McCaskey, Andrei Petrenko, Bettina Heim, Bill Ticehurst, Sonia
+Pignorel, Vicente Leyton-Ortega
+
+## Meeting agenda
+
+- Recap and status
+- Updates regarding Steering Committee delegates from Microsoft and NVIDIA
+- Clarify process for chair election/confirmation/term
+- Organization of the community calls
+- Listing core maintainers and community leaders on the QIR Alliance webpage
+- Adding the qir-runner repo
+- Vote on approving the Adaptive Profile workstream
+- Next steps
+
+## Recap and status
+
+- Update from NVIDIA and Microsoft: Alex M. will continue to be Steering
+  Committee delegate for NVIDIA. Bettina will be also representing NVIDIA. Bill
+  and Sonia will be the delegates for Microsoft going forward.
+- Bettina has offered to stay as Chairperson.
+- A Supermajority vote (no less than 3/4 of the Steering Members) is needed to
+elect a new Chairperson. We clarified the process and duties of the Chairperson
+and we will hold the yearly election at the December Steering Committee meeting.
+- Bill has been designated by the Steering Committee to approve the Adaptive
+  Profile PR on behalf of the Steering Committee.
+
+## Key decisions (all voted unanimously, one member absent)
+
+- The Chairperson should always be elected with a vote by the Steering
+  Committee.
+- The Chairperson is appointed for a duration of a year or until their
+  affiliation changes and they can be reelected.
+- In principle, the Chairperson can be from an external organization, but the
+role won't be advertised more broadly and the appointment requires a vote.
+- Core maintainers of the QIR Alliance will be listed to recognize their
+  contributions on a vote by the Steering Committee. Core maintainers will not
+  hold special provilege.
+- The QIR runner, a basic simulator capable of running targeted and untargeted
+  QIR, will be moved to the QIR Alliance repo.
+
+## Additional notes
+
+- References
+  - [Adaptive Profile Workstream
+    PR](https://github.com/qir-alliance/.github/pull/31)
+  - [QIR Runner Github
+    Repo](https://github.com/microsoft/qsharp-runtime/tree/main/src/Qir/Runtime/stdlib)
+  - [QIR Alliance Repo](https://github.com/qir-alliance)