Minuting and Secretarial Duties

Before each meeting, an Agenda and a set of minutes must be prepared. First create a new folder in the drive, titled with the date, then copy into this folder the previous meeting's minutes. You can then remove completed actions and past comments, and add any new events and topics that are needed in the minutes. Also add any apologies received so far. The agenda should also be edited accordingly. Links to these can then be posted in the discord.

During the meeting, you are not expected to write down absolutely everything everyone said, you are not a stenographer. Instead, summarise important points given into a readable format and ensure all the most important information is recorded. In the case of sensitive topics, especially those involving potential moderation action etc., you should be careful in what is included in public minutes. Each committee member should be referred to by their initials. In cases of clashing initials, use an alternative, such as just the first initial, including middle initials or adding in the second letter of the first name.

The main difference here is that voting results must be included. It is best to structure the minutes in advance by checking the ordering of votes etc.

After each meeting, the agendas and minutes must be uploaded to our website. This is done via git and GitHub. Ensure your local main branch of the website is up-to-date, then create a new branch with an appropriate name. Create a folder for that meetings date under assets/meetings/{year}/{month}/{day} and add the agenda and minutes as agenda.pdf and minutes.pdf. The minutes and agenda can be downloaded from the drive as a pdf. I use the Google Workspace Marketplace tool Docs to Markdown to convert them to HTML. The html versions should also be uploaded. This branch can then be pushed to the remote and a pull request be made to add these minutes. Always ensure any sensitive data has been removed from the minutes before uploading. AGM and EGM minutes should have their folder name appended with _egm/_agm as appropriate.