4.1   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.

4.2   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 to get the current time UTC time.
2. Verify who presided and who prepared the minutes, and correct if necessary.

4.3   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.

4.4   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 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).
3. Remove any unnecessary approvals.

4.5   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)".

4.6   Status of Past Action Items

Update the "Status of Past Action Items" section.

4.7   Add Sections for New Business

Referring to the meeting agenda and transcript (IRC log), add a section for each topic discussed.

1. Scan the log for new business. The log should roughly correspond to the agenda, but will diverge.

2. Create a new section title for each item of business or discussion:

   Section Title
   =============

   For the title text, check the agenda. Title text should be brief and to the point.

3. Summarize the discussion.

   • Use direct quotes where appropriate. For brief quotes:

     10. Doe: "What he said."

     For extended passages, use block quotes:

     10. Doe:

         vs block quotes,

     When editing to clarify, use square brackets ("[" & "]") around text that was not actually written by the person quoted.

     When omitting segments, use ellipses ("...") to indicate omitted text.

• Paraphrase what was said: "The Board agreed that ...", "J. Doe noted that ...", "J. Doe reported ...", "The Board decided ...", etc.
• Omit sensitive information and disagreements.
• Summarize the consensus.

4. Copy & paste resolutions from the log.

   Correct misspellings, grammar, and sentence structure, etc.

   Format:

       **RESOLVED**, that ...
   
   Approved, 8-0-0.

5. Usually include an explicit action item. Sometimes the action item is left implicit in the discussion.

   Note action items as follows:

   [] :action:`J. Doe will do XYZ.`

   Use the initial of the given name, and the full family name.

   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.)

5.1   Add status updates to existing action items

1. Add brief status text to the "Description" column.
2. Update the "Status" column if applicable.
3. Update the "On" date.

5.2   Add new action items

Add new action items to the "Outstanding Items" section of the wiki page.

1. Duplicate the text of the last row of the table. Select the last row, copy the text, and paste so that there are two copies of that row. The second-last row will be the new action item.
2. Transfer the action item number from the wiki page back to the minutes.
3. Increment the ID on the last row (the placeholder for the "Next" action item).
4. In the "Who" column (column 2), note the initials of the person or people responsible for the action item.

5. In the "Since" column (column 3):

   1. Note the date of the meeting in YYYY-MM-DD format.
   2. Also note the section number from the minutes, prefixed with the "§" symbol. (The first new business section will be section 5.)
6. In the "Description" column, remove the old instructional text ("Next ..."). Add the text of the action item (not including the markup: ":action:`" & "`").
7. In the "Status" column, type "Pending".
8. In the "On" column, add the date of the meeting (YYYY-MM-DD).