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, "Carried Forward" subsection:

   1. 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.

      (XXX split?)

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

   8. 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.

10. XXX New between meetings.

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:

      :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.

11. and the meeting transcript (IRC log)

11. 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.

5   Links

• website repository: https://svn.python.org/www/trunk/beta.python.org/

  See Python.org Maintenance and Administration and Python.org Website Maintenance.

• "Action Items" private wiki page