Proposal: Reorganise repository structure for clarity and easier maintenance

[waynegeorge]

Background

The repository hasn't seen significant structural updates since 2021, though the project continues with active development and ongoing financial activity. With the council organisational transition complete and renewed activity underway, it's a good opportunity to reorganize the repository to make it clearer, more transparent, and easier to maintain going forward.

Motivation

1. Organisational change - The merger of the original Council with the Community Council is a natural point to refresh the repository structure
2. Active development resuming - With renewed activity, we need a structure that supports ongoing updates rather than historical archiving
3. Financial transparency - The community should have clear visibility into current financial status and changes
4. Maintenance burden - The current README contains 200+ lines of meeting tables that are difficult to maintain and duplicate information available in the file system
5. Discoverability - 126 meeting notes in a flat notes/ folder makes navigation difficult

Proposed Changes

1. Reorganise meeting notes by year

meetings/
├── 2025/
├── 2026/
└── archive/
    ├── 2018/
    ├── 2019/
    ├── 2020/
    └── 2021/

• Rename notes/ → meetings/ for clarity
• Organise by year to reduce clutter
• Archive historical meetings (2018-2021) while keeping them accessible

2. Simplify README.md

• Replace extensive meeting tables with links to the meetings/ directory
• Keep quick links to key resources (financials, decision log, etc.)
• Reduce maintenance overhead

3. Add project status and roadmap tracking

status/
└── README.md

• New section for current priorities, active projects, and blockers
• Simple roadmap with three tiers: Current Focus → Next → Future Considerations
• No specific dates to avoid staleness and reduce maintenance burden
• Gives the community visibility into what's happening now and where we're heading

4. Archive historical content

archive/
├── presentations/
└── ecosystem/

• Move presentations/ and ecosystem/ to archive (last updated 2019)
• Keeps root directory focused on active content

5. Keep financials unchanged

• Current structure works well
• Continue with quarterly reports as before

Benefits

Benefit	Description
Easier navigation	Year-based folders vs 126 flat files
Lower maintenance	No more updating massive README tables
Current focus	Clear separation between active and archived content
Status visibility	Dedicated space for current project status and roadmap
Preserved history	All files moved, nothing deleted

Questions for Discussion

1. Does this structure work for other contributors?
2. Any concerns about simplifying the README?
3. Should we adopt a different organisation for meeting notes?
4. Is the roadmap format (Current Focus → Next → Future) sufficient, or do we need something more detailed?

I have a working implementation of these changes including the meeting notes that cekickafa has been maintaining and can submit a PR once we've aligned on the approach.

[Anynomouss]

1. Does this structure work for other contributors?
There are some merits to what you propose, but also some downsides. For example those huge tables do provides easy TLDR; for each meeting which is great. I think it is OK to keep a single directory for all meeting notes or one per year. In either case I would advise to avoid the use of archive directories for certain years, especially if meetings would already be put in directories per year.

2. Any concerns about simplifying the README?
Losing the TLDR; summary per meeting would be a loss. I do agree that the current ordering of presentations and the ecosystem directory is a mess. I would propose to have one directory called either "presentations" or "events" for each event the folder start with "yyyy-mm-dd_" to naturally keep them sorted and have clear what might be outdated.

3. Should we adopt a different organization for meeting notes?

This indeed should be up for discussion. The main issue remains that all who need it should have access to this directory so we can start using it for meeting notes, presentations etc. We can migrate the meeting notes from the CC to this place if/when appropriate access rights have been given. Not sure if this will ever materialize.

4. Archive historical content
*I do not think we should start using archive folder, however currently both presentations and ecosystems it is a unsorted mess without timestamps. I would propose to add timestamp at the beginning of each directory and file and merge them into one directory called "presentations" or "events".

[waynegeorge]

1. We could have a README with the TLDR in the Meetings folder in the same format as it currently is. I agree that we can simply put the previous years in folders without the archive folder.
2. We can do away with the archive folder and have one called events that will include the ecosystem folder.
3. I actually think we should keep meeting notes here for simplicity
4. I think we can keep them as I said for number two, and if we start having new presentations or events, we can tidy up accordingly.

Let me know what you think.