# President - TBA # Vice-President - TBA # Secretary ## General - Maintain the *Meetings* directory in our document store - Keep a folder for each month’s meeting - Add PDFs of significant incoming correspondence to the next month’s meeting folder - Save emails as PDF - Scan/photograph paper snail mail ## Monthly ### Immediately after each meeting: - Distribute draft minutes (PDF’ed) as soon as practicable after each meeting - (So that members can review while their memory is fresh) - Name them as *draft* — they aren’t final until approved at next meeting - Set and distribute a Teams meeting invitation at the date and time decided on at the meeting ### At least a week before each meeting - Migrate the previous meeting’s minutes document into the Agenda for the upcoming meeting - Adjust: - Date & time of meeting - Link to minutes of prev meeting - include both PDF & revisable form links - Add reference & links to any incoming correspondence already received - Clean out items that have been resolved and need no further action - Update the *Action items* list to remove completed actions - Store this document in the relevant folder - add a link to the meeting invitation - redistribute the invitation - invite members by email to update it with their own items ### Just before the meeting (as close as possible to start time) - Add to the agenda any known apologies - Notify members “no more changes” to agenda - Save as a PDF and also as fresh revisable form to be the Minutes ### At start of meeting - Negotiate with those attending who will take minutes - Adjust starting time to match reality ###During meeting - Annotate minutes with decisions and action items (only add relevant detail) ### After meeting - Note finish time and next meeting date/time in minutes - Rinse & repeat… # Treasurer ## General ## Monthly ## Annually # Public Officer ## General ## Annually # Committee Members