The primary purposes of the weekly meeting are:
- To keep the members informed of important matters
- To execute official business like voting on important matters
In order to keep the offical portion of the meeting as short as possible we outline this procedure.
The President is responsible for ensuring that the meeting follows this procedure. The Secretary is responsible for keeping minutes of the meeting.
- Take attendance
- Display the Agenda for all to see
- Get quick status updates from ongoing projects
- Attend to any New Business
- Vote on any issues requiring vote of the membership
- Assign Next Actions
The biggest reason to keep attendance is to verfiy a quorum. Names will be taken of everyone present, members and non-members. Quorum status will be noted if any votes are to be taken. Attendance is taken throughout the meeting as people come and go. Unless noted otherwise, listed attendees are assumed to have been present for any votes taken at the meeting.
Display the Agenda
The agenda must be visible to attendees. This is for several reasons. First it gives attendees an idea of what we plan to talk about and how far through the agenda we are at any given time. Also, it gives attendees the ability to see if any issue is missing from the agenda, or is skipped, so that they can bring it up for discussion when the time comes. Preferrably this would be done by projecting the agenda on a big screen or the wall, but the agenda may also be distributed on paper or by other means.
To keep up with progress on projects relevant to all members, status updates will be taken. The format of the status update should be short and should highlight matters relevant to all members, in particular any matters that may require a vote of the membership. The updates should be logged in the minutes.
Attend to New Business
Members may bring up for discussion any new business that is relevant to all members or that needs a vote. Again, long discussion should be kept to a minimum. New Business should be logged in the minutes.
Any issue brought up during Status Updates or New Business which requires a vote should now be voted on if a quorum is present. The numbers of "yea"s and "nay"s should be recorded in the minutes. If a quorum is not present, the issues are logged in the minutes and should be voted on at the next meeting where a quorum is present.
Before the meeting is adjourned by the President, any tasks that have been assigned to members should be quickly reviewed and logged in the minutes. Any tasks that were deemed necessary but were not assigned to any individual should be assigned at this time. These next actions constitute part of the Old Business / Status Updates of the next meeting. Where possible, assign a date when each Next Action is expected to be done.
On a monthly basis (the first meeting of a given month) the membership will receive more detailed status reports from the Treasuer, the COO, and the CTO on each of their respective areas of responsibility.
Before and After the Meeting
- Before the meeting, the Secretary should post a reminder to the mailing list. The reminder should include a link to the agenda and any other extraordinary aspects of the meeting.
- The doors to the space should be open or unlocked so that non-members can access the space during the meeting.
- After the meeting, the Secretary should post a recap to the mailing list of any important votes taken at the meeting.