Differences between revisions 1 and 3 (spanning 2 versions)
⇤ ← Revision 1 as of 2009-01-06 03:12:30 →
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Deletions are marked like this. Additions are marked like this.
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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
Update Last Month's Minutes
==================================

1. Update the (now approved) last month's minutes,
   removing "(Draft)" from the first line
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3. Update the table of contents, 2. Update the table of contents,
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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.		 1. Update the date in the page title (first line).
   Be sure the title line says "(Draft)" at the end.
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2. Update the date & time in the intro paragraph under the title
   block. Verify who presided and who prepared the minutes.		 2. Update the date in in the title block ("|" border on the left).
   Be sure the title block has "| Draft" under the date.
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3. Update the "Attendance" section, both Directors and "Also in
   attendance". If someone came late, after a vote, note the time		 3. 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.

4. Verify who presided and who prepared the minutes, and correct
   if necessary.

5. Update the "Attendance" section, 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
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4. Update the "Minutes of Past Meetings" section. Update the date of 6. Update the "Minutes of Past Meetings" section. Update the date of
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5. Update the "Actions Taken Since the Last Meeting" section with any 7. Update the "Votes Taken Between Meetings" section.
   Update the date of last month's meeting. Add any
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6. Update the "Status of Past Action Items" section. 8. Update the "Status of Past Action Items" section.
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   a. "Carried Forward" subsection: update the date of the last
      month's meeting. Verify the section number.		    a. "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.
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      Remove any items marked ``**done**`` or ``**dropped**`` in the
      last month's minutes.		    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.)
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      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:		    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.    d. Move all items from the "New ..." subsections into the "Carried
      Forward" subsection, at the bottom.
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   b. "New from _____" subsection: update the date of the last month's
      meeting in the title and the first paragraph. Copy all action		    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.

---

   g. "New on ..." subsection: update the date of the last month's
      meeting in the title and the first paragraph.

   h. Scan the sections
      after "Status of Past Action Items" of last month's minutes, and find action items.
      Add the section numbers before the section titles with action items
      (look up section numbers on the web).
      Copy all action
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7. Referring to the meeting agenda and transcript (IRC log), add a 9. Referring to the meeting agenda and transcript (IRC log), add a

How To Prepare the Board Meeting Minutes

1   Copy Last Month's Minutes

  1. 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

  1. Update the (now approved) last month's minutes, removing "(Draft)" from the first line and "| Draft" from the title block.

  2. Update the table of contents, build/data/psf/records/board/minutes/content.ht. At the top, add a link to the now-approved last month's minutes, e.g.:

    * `November 10, 2008 <2008-11-10>`_

    Add a header for the new year in January.

3   Update This Month's Minutes

  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.
  3. 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.
  4. Verify who presided and who prepared the minutes, and correct if necessary.

  5. Update the "Attendance" section, 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.

  6. 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).
  7. Update the "Votes Taken Between Meetings" section. Update the date of last month's meeting. Add 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. "----").

  8. Update the "Status of Past Action Items" section.

    1. "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.
    2. 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.)

    3. In last month's "New ..." subsections: add the following as a prefix to each item:

      Originally from DD Month YYYY,
    4. Move all items from the "New ..." subsections into the "Carried Forward" subsection, at the bottom.
    5. Remove all old notes from action items (text below the action item and above the "Status" line).
    6. Renumber the list from 1, adjusting indentation as necessary.

---

  1. "New on ..." subsection: update the date of the last month's meeting in the title and the first paragraph.
  2. Scan the sections after "Status of Past Action Items" of last month's minutes, and find action items. Add the section numbers before the section titles with action items (look up section numbers on the web). 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:

    :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.

  1. 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:

    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.)

Send a copy of the completed minutes to the Board mailing list (psf@python.org).

4   Update Action Items

Update the "Action Items" private wiki page with new action items and status updates.

howto/Board Minutes (last edited 2009-05-20 13:33:52 by DavidGoodger)

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