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| Copy & Update Last Month's Minutes | Copy Last Month's Minutes |
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| 2. Update last month's minutes, removing "(Draft)" from the first line and "| Draft" from the title block. 3. Update the table of contents, build/data/psf/records/board/minutes/content.ht. At the top, add a |
Update Last Month's Minutes ================================== If the minutes of last month's meeting were approved, update last month's minutes: 1. Remove "(Draft)" from the first ("Title:") line. 2. Remove "| Draft" from the title block. Update the List of Meeting Minutes ================================== The list of meeting minutes (table of contents) is at build/data/psf/records/board/minutes/content.ht in the `website repository`_. 1. Add a header for the new year in January. 2. At the top of the list, add a |
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Add a header for the new year in January. |
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| 1. Update the date in the page title (first line) and in the title block ("|" border on the left). Be sure the title line says "(Draft)" and the title block has "| Draft" under the date. 2. Update the date & time in the intro paragraph under the title block. Verify who presided and who prepared the minutes. 3. Update the "Attendance" section, both Directors and "Also in attendance". If someone came late, after a vote, note the time they arrived (e.g. "(arrived at 17:20)"). Also note if anyone left early. 4. Update the "Minutes of Past Meetings" section. Update the date of last month's meeting, and the vote. If there were any special |
Title ----- 1. Update the date in the page title (first line). Be sure the title line says "(Draft)" at the end. 2. Update the date in in the title block ("|" border on the left). Be sure the title block has "| Draft" under the date. Intro Paragraph --------------- 1. Update the date & time (in the UTC/GMT time zone) in the intro paragraph under the title block. Use the `World Clock <http://www.timeanddate.com/worldclock/>`_ to get the current time UTC time. 2. Verify who presided and who prepared the minutes, and correct if necessary. Attendance ---------- 1. Update the list of attendees, both Directors and "Also in attendance". Directors names should be listed in alphabetical order by family name. If someone came late, after a vote, note the time they arrived (e.g. "(arrived at 17:20)"). Also note if anyone left early. Always use the UTC timezone. Minutes of Past Meetings ------------------------ Update the "Minutes of Past Meetings" section. 1. Update the date of last month's meeting, and the vote. 2. If there were any special |
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| 5. Update the "Actions Taken Since the Last Meeting" section with any resolutions or major actions taken between minuted meetings. If there were none, replace "The actions below" with "No actions". Each action should be in its own subsection (underline with hyphens, i.e. "----"). 6. Update the "Status of Past Action Items" section. a. "Carried Forward" subsection: update the date of the last month's meeting. Verify the section number. Remove any items marked ``**done**`` or ``**dropped**`` in the last month's minutes. For items not marked ``**done**`` or ``**dropped**`` in last month's "New from _____" subsection, move them into the "Carried Forward" subsection. Add the following as a prefix: |
3. Remove any unnecessary approvals. Votes Taken Between Meetings ---------------------------- Update the "Votes Taken Between Meetings" section. 1. Update the date of last month's meeting. 2. If there were some votes on resolutions, write the following:: The actions below were taken since the <D Month YYYY> meeting. 3. If there were no resolutions, write the following:: No votes were taken since the <D Month YYYY> Board meeting. 4. Add any resolutions voted upon between minuted meetings. Each action should be in its own subsection. Example:: Title of Resolution ------------------- **RESOLVED**, that ... Approved by unanimous email vote, <D Month YYYY>. If anyone abstained from voting, note that too: "(X abstentions)". Status of Past Action Items --------------------------- Update the "Status of Past Action Items" section. Carried Forward ''''''''''''''' Update the "Carried Forward" subsection: a. In the first paragraph, update the date of the last month's meeting. Verify the section number of last month's "Status of Past Action Items" section. b. Remove any items marked ``**done**`` or ``**dropped**`` in the last month's minutes. (Scan for "``Status: **done**``" and "``Status: **dropped**``" in the copied minutes, and remove any such items.) c. In last month's "New ..." subsections: add the following as a prefix to each item: |
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| Renumber the list from 1, adjusting indentation as necessary. b. "New from _____" subsection: update the date of the last month's meeting in the title and the first paragraph. Copy all action items from last month's minutes into a numbered list, and insert the section number and title ("Section X, Title:"). If there was more than one action item in a section (should be numbered), join the section number and the item number with a "." ("X.Y"). Referring to the `"Action Items" private wiki page`_ and the meeting transcript (IRC log), update the action items: * For all action items done or dropped, add brief details (link, date, etc., if applicable). Remove the action item markup: |
d. Move all items from the "New ..." subsections into the "Carried Forward" subsection, at the bottom. e. Remove all old notes from action items (text below the action item and above the "Status" line). f. Renumber the list from 1, adjusting indentation as necessary. (XXX split?) New on <D Month YYYY> ''''''''''''''''''''' 9. g. "New on ..." subsection: update the date of the last month's meeting in the title and the first paragraph. h. Collect all the new action items in last month's minutes, and put them into a numbered list in the "New on <date of last meeting>" section: Scan the "new business" sections (all the sections after "Status of Past Action Items") in last month's minutes, and locate new action items. For each new action item, after the item number in brackets, add the word "Section", the section number, a comma (","), the section title, and a colon (":"). For example:: [0] :action:`J. Doe ...` becomes:: [0] Section 5, Example Section: :action:`J. Doe ...` Look up section numbers on the web (table of contents of the web page of last month's minutes). If there was more than one action item in a section (they should be numbered), join the section number and the item number with a "." (e.g. "5.1", "5.2", etc.). Move the edited action item into a numbered list in the "New on ..." section. XXX Delete as you go. New Between Meetings '''''''''''''''''''' Update the Action Items ''''''''''''''''''''''' 10. Referring to the `"Action Items" private wiki page`_, update the action items: * For all action items done or dropped, add brief details (link, date, etc., if applicable). Remove the action item markup: |
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| Add one of the following status lines:: | Add one of the following status lines:: |
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| Bold-face markup ("**") is only used for the status of finalized items (items that will be removed next month). * For other action items, add brief details and add (or adjust) the status lines as follows:: |
Bold-face markup ("**") is only used for the status of finalized items (items that will be removed next month). * For other action items, add brief details and add (or adjust) the status lines as follows:: |
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| Do not use bold-face markup ("**") for the status of non-final items. 7. Referring to the meeting agenda and transcript (IRC log), add a section for each topic discussed. Note action items as follows:: :action:`J. Doe will do XYZ.` If there are multiple action items in a section, number them in a list:: |
Do not use bold-face markup ("**") for the status of non-final items. 11. and the meeting transcript (IRC log) Add Sections for New Business ----------------------------- Referring to the meeting agenda and transcript (IRC log), add a section for each topic discussed. * check the agenda, * scan the log for new business, * make a new section title for each item of business or discussion, (underline with "====") * summarize the discussion - use quotes where appropriate: "" vs block quotes, [edited], "...", - omit sensitive information and disagreements - summarize the consensus * copy & paste resolutions from the log, correct misspellings & grammar & sentence structure, etc. Format:: **RESOLVED**, that ... Approved, 8-0-0. * usually include an action item. Sometimes the action item is left implicit. 1. Note action items as follows:: [] :action:`J. Doe will do XYZ.` Use initial If there are multiple action items in a section, number them in a list:: |
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| (List items need not be adjacent. They may be separated by explanatory paragraphs etc.) |
(List items need not be adjacent. They may be separated by explanatory paragraphs etc.) Update Action Items Wiki Page ============================= Update the `"Action Items" private wiki page`_ with new action items and status updates. Inform the Board ================ |
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| Update Action Items =================== Update the `"Action Items" private wiki page`_ with new action items and status updates. |
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| * List of PSF Board meeting minutes (with links): http://www.python.org/psf/records/board/minutes/ |
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Board meeting minutes: https://svn.python.org/www/trunk/beta.python.org/build/data/psf/records/board/minutes/ Members' meeting minutes: https://svn.python.org/www/trunk/beta.python.org/build/data/psf/records/members/ |
How To Prepare the Board Meeting Minutes
Contents
1 Copy Last Month's Minutes
Make a copy of the last month's minutes (build/data/psf/records/board/minutes/YYYY-MM-DD/content.ht in the website repository).
E.g. copy build/data/psf/records/board/minutes/2008-11-10/content.ht to build/data/psf/records/board/minutes/2008-12-08/content.ht
2 Update Last Month's Minutes
If the minutes of last month's meeting were approved, update last month's minutes:
- Remove "(Draft)" from the first ("Title:") line.
- Remove "| Draft" from the title block.
3 Update the List of Meeting Minutes
The list of meeting minutes (table of contents) is at build/data/psf/records/board/minutes/content.ht in the website repository.
- Add a header for the new year in January.
At the top of the list, add a link to the now-approved last month's minutes, e.g.:
* `November 10, 2008 <2008-11-10>`_
4 Update This Month's Minutes
4.1 Title
- Update the date in the page title (first line). Be sure the title line says "(Draft)" at the end.
- Update the date in in the title block ("|" border on the left). Be sure the title block has "| Draft" under the date.
4.2 Intro Paragraph
- Update the date & time (in the UTC/GMT time zone) in the intro paragraph under the title block. Use the World Clock to get the current time UTC time.
- Verify who presided and who prepared the minutes, and correct if necessary.
4.3 Attendance
Update the list of attendees, both Directors and "Also in attendance". Directors names should be listed in alphabetical order by family name.
If someone came late, after a vote, note the time they arrived (e.g. "(arrived at 17:20)"). Also note if anyone left early. Always use the UTC timezone.
4.4 Minutes of Past Meetings
Update the "Minutes of Past Meetings" section.
- Update the date of last month's meeting, and the vote.
- If there were any special meetings, note them and their votes also (e.g. annual Members' Meeting and first meeting of the new Board of Directors are both held at PyCon).
- Remove any unnecessary approvals.
4.5 Votes Taken Between Meetings
Update the "Votes Taken Between Meetings" section.
- Update the date of last month's meeting.
If there were some votes on resolutions, write the following:
The actions below were taken since the <D Month YYYY> meeting.
If there were no resolutions, write the following:
No votes were taken since the <D Month YYYY> Board meeting.
Add any resolutions voted upon between minuted meetings. Each action should be in its own subsection. Example:
Title of Resolution ------------------- **RESOLVED**, that ... Approved by unanimous email vote, <D Month YYYY>.If anyone abstained from voting, note that too: "(X abstentions)".
4.6 Status of Past Action Items
Update the "Status of Past Action Items" section.
4.6.1 Carried Forward
Update the "Carried Forward" subsection:
- In the first paragraph, update the date of the last month's meeting. Verify the section number of last month's "Status of Past Action Items" section.
- Remove any items marked **done** or **dropped** in the last month's minutes. (Scan for "Status: **done**" and "Status: **dropped**" in the copied minutes, and remove any such items.)
In last month's "New ..." subsections: add the following as a prefix to each item:
Originally from DD Month YYYY,- Move all items from the "New ..." subsections into the "Carried Forward" subsection, at the bottom.
- Remove all old notes from action items (text below the action item and above the "Status" line).
Renumber the list from 1, adjusting indentation as necessary.
(XXX split?)
4.6.2 New on <D Month YYYY>
- "New on ..." subsection: update the date of the last month's meeting in the title and the first paragraph.
Collect all the new action items in last month's minutes, and put them into a numbered list in the "New on <date of last meeting>" section:
Scan the "new business" sections (all the sections after "Status of Past Action Items") in last month's minutes, and locate new action items.
For each new action item, after the item number in brackets, add the word "Section", the section number, a comma (","), the section title, and a colon (":").
For example:
[0] :action:`J. Doe ...`
becomes:
[0] Section 5, Example Section: :action:`J. Doe ...`
Look up section numbers on the web (table of contents of the web page of last month's minutes).
If there was more than one action item in a section (they should be numbered), join the section number and the item number with a "." (e.g. "5.1", "5.2", etc.).
Move the edited action item into a numbered list in the "New on ..." section.
XXX Delete as you go.
4.6.4 Update the Action Items
Referring to the "Action Items" private wiki page, update the action items:
For all action items done or dropped, add brief details (link, date, etc., if applicable). Remove the action item markup:
:action:` & `
Add one of the following status lines:
Status: **done**. Status: **dropped**.
Bold-face markup ("**") is only used for the status of finalized items (items that will be removed next month).
For other action items, add brief details and add (or adjust) the status lines as follows:
Status: carried forward. Status: in progress.
Do not use bold-face markup ("**") for the status of non-final items.
- and the meeting transcript (IRC log)
4.7 Add Sections for New Business
Referring to the meeting agenda and transcript (IRC log), add a section for each topic discussed.
check the agenda,
scan the log for new business,
make a new section title for each item of business or discussion, (underline with "====")
summarize the discussion
- use quotes where appropriate: "" vs block quotes, [edited], "...",
- omit sensitive information and disagreements
- summarize the consensus
copy & paste resolutions from the log, correct misspellings & grammar & sentence structure, etc.
Format:
**RESOLVED**, that ... Approved, 8-0-0.
usually include an action item. Sometimes the action item is left implicit.
Note action items as follows:
[] :action:`J. Doe will do XYZ.`
Use initial
If there are multiple action items in a section, number them in a list:
1. :action:`J. Doe will do XYZ.` 2. :action:`A. Square will do ABC.`
(List items need not be adjacent. They may be separated by explanatory paragraphs etc.)
5 Update Action Items Wiki Page
Update the "Action Items" private wiki page with new action items and status updates.
6 Inform the Board
Send a copy of the completed minutes to the Board mailing list (psf@python.org).
7 Links
List of PSF Board meeting minutes (with links): http://www.python.org/psf/records/board/minutes/
website repository: https://svn.python.org/www/trunk/beta.python.org/
Board meeting minutes: https://svn.python.org/www/trunk/beta.python.org/build/data/psf/records/board/minutes/
Members' meeting minutes: https://svn.python.org/www/trunk/beta.python.org/build/data/psf/records/members/
See Python.org Maintenance and Administration and Python.org Website Maintenance.