Difference between revisions of "HOWTO Be Secretary"

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The Secretary has a bunch of duties! This page should eventually contain info about how to properly perform most or all of them.
 
The Secretary has a bunch of duties! This page should eventually contain info about how to properly perform most or all of them.
  
= Calling a Vote =
+
== Preliminary Background Information ==
* Making sure the item is actually something that can be voted on.
+
* Review [http://www.asce.org/pplcontent.aspx?id=2147489901 Robert's Rules of Order] which is the basis for i3 Detroit's meeting's operating meetings
 +
* Familiarize yourself with i3 Detroit's [[Bylaws]] and [[Standing Rules]]
 +
** Know how to find them on the wiki
 +
** Refer to them when appropriate to answer questions at meetings - it's a good idea to delegate this while you are taking [[HOWTO_Be_Secretary#Taking Minutes|minutes]]!
 +
* Learn [[HOWTO Add a Page to the Wiki|how to edit the wiki]]
 +
 
 +
== Necessary Access to Official Records and Systems ==
 +
These are i3 Detroit's official records systems that the secretary is responsible for
 +
 
 +
==== The Official Email: secretary@i3detroit.com ====
 +
* Use this email for official communications to the announce list, individuals, and external organizations
 +
* Make sure this is added to the i3detroit-announce@googlegroups.com so that you can make announcements
 +
==== [[Bylaws]] and [[Standing Rules]] ====
 +
* Get your wiki access permissions to include [[I3Detroit:Bureaucrats|Bureaucrats]] and [[I3Detroit:Administrators|Administrators]] so that you have edit permissions
 +
* Make sure other people who don't need access to these don't have that access
 +
==== [http://i3detroit.org/crm/?q= CRM] aka Customer Relationship Manager ====
 +
* Get your CRM role set to "director"
 +
* Check your role settings by going to your page on the CRM, then clicking on the roles link
 +
 
 +
== Other Important Documents ==
 +
* Hold a copy of the current lease to 1481 A Wordsworth St
 +
* Hold a copy of the insurance policy
 +
 
 +
== Calling a Member Vote ==
 +
* Making sure the item is actually something that can be voted on
 
* Determining who can vote on it.
 
* Determining who can vote on it.
 
* Finalizing the language to be voted on.
 
* Finalizing the language to be voted on.
Line 8: Line 32:
 
* Closing voting and announcing results.
 
* Closing voting and announcing results.
  
= Taking Minutes =
+
== Regular Meetings ==
 +
==== Call for Topics ====
 +
Before every regular meeting a call for topics is sent out by the secretary to i3detriot@googlegroups.com to help create the agenda. Since regular meetings are on Tuesdays, it is best to send out the call for topics on the preceding Sunday.
 +
 
 +
# Create a [[HOWTO Add a Page to the Wiki|new wiki page]] for the minutes
 +
#* See [[:Category:Meeting Minutes]] for examples
 +
#* Use the format Meeting_Minutes_YYYYMMDD or Board_Meeting_Minutes_YYYYMMDD
 +
# Copy the appropriate template into the new minutes page as a starting point
 +
#* [[Meeting Minutes Template]]
 +
#* [[Board Meeting Minutes Template]]
 +
# Copy the action items from the last meeting's minutes to the review for the new meeting's Action Item Review
 +
# Save the new minutes page
 +
# Send an email to i3detroit@googlegroups.com
 +
#* Announce the meeting time and whether the meeting is a member or board meeting
 +
#* Request users add meeting topics and include the URL to the new minutes wiki page
 +
#* It's also helpful to include a URL to HOWTO
 +
 
 +
==== Taking Minutes ====
 +
 
 
* Making a note of the time the meeting starts is important to looking all official-like.
 
* Making a note of the time the meeting starts is important to looking all official-like.
* Record all people in attendance at the meeting; this is important!
+
* Record all people in attendance at the meeting; this is a legal requirement!
* After the meeting ends, post the [[Category:Meeting_Minutes|minutes]] to this wiki.
+
* After the meeting ends, post them to this wiki.
* How do you create a page without linking to it from somewhere?
+
 
* You go to the name of a prior meeting minutes page, change the name of the link in your browser's location bar, and hit enter!
+
'''Example of how to document proposals'''
 +
* Person A moves to nominate/propose
 +
* Person B seconds the motion
 +
<pre> Motion to nominate Person C as warden of the Wiki Zone</pre>
 +
* 5 in favor of 7 present, motion passes
 +
 
 +
Use <nowiki><pre> and </pre></nowiki> tags to offset proposals so they're easy to pick out
 +
 
 +
==== Action Items ====
 +
Action items are a record of specific tasks and who is responsible for them. They require a specific name (i.e. cannot be "everyone") and a specific task. Action items are reviewed at the beginning of the next meeting to check on progress toward completing the action. If an action item is not completed at the time of review, it is copied to the current action item list so that it will be reviewed at the following meeting unless the action item is determined to be no longer necessary. It is a good idea to email everyone with an action item a couple days before the meeting (like right after creating the minutes/call for topics post) to increase the chances of the action items being completed.
 +
 
 +
'''Documenting Action Items'''
 +
 
 +
Action Items from the previous meeting are copied into the "Action Item Review" section of the current meeting.
 +
After the item is discussed, use <nowiki><strike> and </strike></nowiki> tags to cross off the old item and then put the update. This makes it easier to see the change in status.
 +
 
 +
Example: <strike>Konrad to educate Jamie about strikethroughs</strike> Jamie is now educated and has even documented their use!
 +
 
 +
==== Documenting Proposals ====
 +
Every proposal that is passed at a meeting should be documented somewhere. It is the secretary's duty to perform such documentation or delegate it.
 +
 
 +
Examples
 +
* Officer/Zone Warden Appointments: Update the relevant wiki pages with current appointments
 +
* Modification to Standing Rules/Bylaws: Update the document on the wiki
 +
* Budget Items: delegated to Treasurer/Budget
 +
* Other resolutions: deal with as appropriate, but DO NOT just note it in the minutes and then do nothing with it
 +
 
 +
== Running the Annual Election ==
 +
* Use the [[Standing_rules#Board_of_Directors.2C_Officers.2C_and_Elections | standing rules] as guidance. Make sure to check them early, as parts of the election process start in the beginning of August.
 +
* Send out emails both to the regular members-only list and to the announce list. Don't be afraid to repeat the same information over and over. Elections are important stuff and it's better to pound the information into people's heads as much as possible, instead of risking confusion.
 +
 
 +
=== Nominations List ===
 +
In 2015, Jamie shared a Google Doc (view-only) with the members list so that everyone could see who was nominated, even the people that didn't accept. Relative to 2014, this reduced the number of repeat nominations. There were always some viewers on the document, so it seems like a good idea worth repeating.
 +
 
 +
Jamie always sent out emails to nominees manually. Is there a better way to do this? Probably! Feel free to improve upon her method.
 +
 
 +
=== Electronic Voting ===
 +
In 2014 Jamie set up an electronic voting system using a system of random vote keys, google forms, and spreadsheet formulas.
 +
 
 +
==== Sending out Vote Keys ====
 +
# Download python 2.7
 +
# Download SendEmail
 +
# Make a folder that contains the SendEmail executable, like "2015 Vote". Put all the rest of the files in this folder.
 +
# Export from the CRM the list of voting members, and separate out the list of email addresses. Put the email addresses in a text file labelled with the date (for example VotingEmails_826.txt) as they will likely need to be re-checked the day of/before the election. Get the number of emails, roughly, as a sanity check.
 +
# Copy the text below and save it as something like "Votekey_EmailGenerator.py" This file will
 +
## Generate a list of random keys, 6 characters long. Confusing characters are taken out of this list. Generate a sufficient number of random keys so as to have extra if needed.
 +
## Write a batch file that uses the program SendEmail to send an email from youremail@gmail.com. Make sure that the from email and SMTP authorization username/password are correct. Check the subject and text of the email for outdated references and the correct dates.
 +
<pre>
 +
#Generates a text file of a specified number of
 +
#random alphanumeric sans confusing characaters (1, 0, i, l, o)
 +
#strings of a specified length
 +
 
 +
import random
 +
import string
 +
 
 +
x=0            #counter
 +
keylength=6    #char length of vote key
 +
numkeys=120    #number of vote keys desired
 +
votekey_output=open("VoteKeys_2015.txt","w") #open file for writing
 +
 
 +
#combine [keylength] random chars into a string and write it to the file, with a newline
 +
for x in range(numkeys):
 +
    votekey_output.write(''.join(random.choice("abcdefghjkmnpqrstuvwxyz" + "23456789") for _ in range(keylength)) + "\n")
 +
 
 +
votekey_output.close()
 +
 
 +
# Load CRM emails
 +
CRM_File = open("Good2Vote_8-27-15.txt")
 +
VotingEmails=CRM_File.readlines()
 +
Voters = len(VotingEmails)
 +
 
 +
# Load Vote Keys
 +
VoteKeyFile = open("VoteKeys_2015.txt")
 +
VoteKeys=VoteKeyFile.readlines()
 +
 
 +
# Write batch file
 +
file = open("newfile.txt", "w")
 +
 
 +
i = 0
 +
while i < Voters:
 +
    file.write("SendEmail -f youremail@gmail.com -u i3Detroit 2015 Elections: Vote Key")
 +
    file.write(" -t "+VotingEmails[i].rstrip())
 +
    file.write(" -m Hello i3Detroit voting member! Below is your vote key for the 2015 Election!")
 +
    file.write("\\n You will need this key in order to vote in the election on September 1st, 2015. Elections this year are going to be held over a 24 hour period to allow as many members as possible to participate. Voting will be open from 10pm Monday, August 31st until 10pm Tuesday, September 1st. The ballot will be sent out to the general mailing list and you will need to enter your vote key for your vote to be counted. You are strongly encouraged to come to i3 on Tuesday, September 1st at 7:30pm as candidates will be giving speeches to the membership and doing their final campaigning. ")
 +
    file.write("\\n \\nFor more information about the candidates, see http://i3detroit.org/wiki/Election_2015")
 +
    file.write("\\n \\nIf you have any questions, email the secretary (secretary@i3detroit.org) ")
 +
    file.write("\\n \\nVote Key: "+VoteKeys[i].rstrip())
 +
    file.write("\\n \\n \\n \\nSincerely, \\nJamie Burdeski\\nSecretary, i3Detroit")
 +
    file.write(" -s smtp.gmail.com:587 -xu youremail@gmail.com -xp youremailpassword -o tls=yes \n")
 +
    file.write("timeout /t 10 \n")
 +
 
 +
    i = i + 1
 +
 
 +
 
 +
file.close()
 +
</pre>
 +
# Run VoteKey_EmailGenerator.py
 +
# Make an excel file and copy the emails and votekeys into it. (for example from VotingEmails_826.txt and Votekeys_2015.txt). This is just for reference. This step could probably be implemented into the python script.
 +
# Rename the output file, newfile.txt, to a batch file (.bat). Double check the contents by opening in notepad++
 +
# Run the batch file in command line. The delay is 10 seconds between each email (so as to not look spammy), so it will take 15-20 minutes to run.
 +
# There will always be stragglers. Add the stragglers' emails to the excel spreadsheet and manually email their vote keys to them. There should be more than enough extra vote keys generated.
 +
 
 +
== Filing Paperwork ==
 +
* To maintain our non-profit status we need to file an annual report here;
 +
http://www.michigan.gov/lara/0,4601,7-154-35299_61343_35413_40269-136482--,00.html
 +
 
 +
typically this report is filed after elections take place in Septemeber. It needs to be filed on or before October 1. The fee is $20.
 +
 
 +
*We are a Domestic Nonprofit Corporation registered with the state of Michigan
 +
http://www.dleg.state.mi.us/bcs_corp/dt_corp.asp?id_nbr=70489T&name_entity=I3%20DETROIT
 +
 
 +
== Helpful books ==
 +
* [http://www.nolo.com/products/nonprofit-meetings-minutes-and-records-norm.html Nonprofit Meetings, Minutes, and Records]
 +
 
 +
[[Category:HOWTO]][[Category:Internal HOWTO]][[Category:Organization Information]]

Latest revision as of 21:11, 30 August 2015

The Secretary has a bunch of duties! This page should eventually contain info about how to properly perform most or all of them.

Preliminary Background Information

  • Review Robert's Rules of Order which is the basis for i3 Detroit's meeting's operating meetings
  • Familiarize yourself with i3 Detroit's Bylaws and Standing Rules
    • Know how to find them on the wiki
    • Refer to them when appropriate to answer questions at meetings - it's a good idea to delegate this while you are taking minutes!
  • Learn how to edit the wiki

Necessary Access to Official Records and Systems

These are i3 Detroit's official records systems that the secretary is responsible for

The Official Email: secretary@i3detroit.com

  • Use this email for official communications to the announce list, individuals, and external organizations
  • Make sure this is added to the i3detroit-announce@googlegroups.com so that you can make announcements

Bylaws and Standing Rules

  • Get your wiki access permissions to include Bureaucrats and Administrators so that you have edit permissions
  • Make sure other people who don't need access to these don't have that access

CRM aka Customer Relationship Manager

  • Get your CRM role set to "director"
  • Check your role settings by going to your page on the CRM, then clicking on the roles link

Other Important Documents

  • Hold a copy of the current lease to 1481 A Wordsworth St
  • Hold a copy of the insurance policy

Calling a Member Vote

  • Making sure the item is actually something that can be voted on
  • Determining who can vote on it.
  • Finalizing the language to be voted on.
  • Opening voting.
  • Closing voting and announcing results.

Regular Meetings

Call for Topics

Before every regular meeting a call for topics is sent out by the secretary to i3detriot@googlegroups.com to help create the agenda. Since regular meetings are on Tuesdays, it is best to send out the call for topics on the preceding Sunday.

  1. Create a new wiki page for the minutes
  2. Copy the appropriate template into the new minutes page as a starting point
  3. Copy the action items from the last meeting's minutes to the review for the new meeting's Action Item Review
  4. Save the new minutes page
  5. Send an email to i3detroit@googlegroups.com
    • Announce the meeting time and whether the meeting is a member or board meeting
    • Request users add meeting topics and include the URL to the new minutes wiki page
    • It's also helpful to include a URL to HOWTO

Taking Minutes

  • Making a note of the time the meeting starts is important to looking all official-like.
  • Record all people in attendance at the meeting; this is a legal requirement!
  • After the meeting ends, post them to this wiki.

Example of how to document proposals

  • Person A moves to nominate/propose
  • Person B seconds the motion
 Motion to nominate Person C as warden of the Wiki Zone
  • 5 in favor of 7 present, motion passes

Use <pre> and </pre> tags to offset proposals so they're easy to pick out

Action Items

Action items are a record of specific tasks and who is responsible for them. They require a specific name (i.e. cannot be "everyone") and a specific task. Action items are reviewed at the beginning of the next meeting to check on progress toward completing the action. If an action item is not completed at the time of review, it is copied to the current action item list so that it will be reviewed at the following meeting unless the action item is determined to be no longer necessary. It is a good idea to email everyone with an action item a couple days before the meeting (like right after creating the minutes/call for topics post) to increase the chances of the action items being completed.

Documenting Action Items

Action Items from the previous meeting are copied into the "Action Item Review" section of the current meeting. After the item is discussed, use <strike> and </strike> tags to cross off the old item and then put the update. This makes it easier to see the change in status.

Example: Konrad to educate Jamie about strikethroughs Jamie is now educated and has even documented their use!

Documenting Proposals

Every proposal that is passed at a meeting should be documented somewhere. It is the secretary's duty to perform such documentation or delegate it.

Examples

  • Officer/Zone Warden Appointments: Update the relevant wiki pages with current appointments
  • Modification to Standing Rules/Bylaws: Update the document on the wiki
  • Budget Items: delegated to Treasurer/Budget
  • Other resolutions: deal with as appropriate, but DO NOT just note it in the minutes and then do nothing with it

Running the Annual Election

  • Use the [[Standing_rules#Board_of_Directors.2C_Officers.2C_and_Elections | standing rules] as guidance. Make sure to check them early, as parts of the election process start in the beginning of August.
  • Send out emails both to the regular members-only list and to the announce list. Don't be afraid to repeat the same information over and over. Elections are important stuff and it's better to pound the information into people's heads as much as possible, instead of risking confusion.

Nominations List

In 2015, Jamie shared a Google Doc (view-only) with the members list so that everyone could see who was nominated, even the people that didn't accept. Relative to 2014, this reduced the number of repeat nominations. There were always some viewers on the document, so it seems like a good idea worth repeating.

Jamie always sent out emails to nominees manually. Is there a better way to do this? Probably! Feel free to improve upon her method.

Electronic Voting

In 2014 Jamie set up an electronic voting system using a system of random vote keys, google forms, and spreadsheet formulas.

Sending out Vote Keys

  1. Download python 2.7
  2. Download SendEmail
  3. Make a folder that contains the SendEmail executable, like "2015 Vote". Put all the rest of the files in this folder.
  4. Export from the CRM the list of voting members, and separate out the list of email addresses. Put the email addresses in a text file labelled with the date (for example VotingEmails_826.txt) as they will likely need to be re-checked the day of/before the election. Get the number of emails, roughly, as a sanity check.
  5. Copy the text below and save it as something like "Votekey_EmailGenerator.py" This file will
    1. Generate a list of random keys, 6 characters long. Confusing characters are taken out of this list. Generate a sufficient number of random keys so as to have extra if needed.
    2. Write a batch file that uses the program SendEmail to send an email from youremail@gmail.com. Make sure that the from email and SMTP authorization username/password are correct. Check the subject and text of the email for outdated references and the correct dates.
#Generates a text file of a specified number of
#random alphanumeric sans confusing characaters (1, 0, i, l, o)
#strings of a specified length

import random
import string

x=0             #counter
keylength=6     #char length of vote key
numkeys=120     #number of vote keys desired
votekey_output=open("VoteKeys_2015.txt","w") #open file for writing

#combine [keylength] random chars into a string and write it to the file, with a newline
for x in range(numkeys):
    votekey_output.write(''.join(random.choice("abcdefghjkmnpqrstuvwxyz" + "23456789") for _ in range(keylength)) + "\n")

votekey_output.close()

# Load CRM emails
CRM_File = open("Good2Vote_8-27-15.txt")
VotingEmails=CRM_File.readlines()
Voters = len(VotingEmails)

# Load Vote Keys
VoteKeyFile = open("VoteKeys_2015.txt")
VoteKeys=VoteKeyFile.readlines()

# Write batch file
file = open("newfile.txt", "w")

i = 0
while i < Voters:
    file.write("SendEmail -f youremail@gmail.com -u i3Detroit 2015 Elections: Vote Key")
    file.write(" -t "+VotingEmails[i].rstrip())
    file.write(" -m Hello i3Detroit voting member! Below is your vote key for the 2015 Election!")
    file.write("\\n You will need this key in order to vote in the election on September 1st, 2015. Elections this year are going to be held over a 24 hour period to allow as many members as possible to participate. Voting will be open from 10pm Monday, August 31st until 10pm Tuesday, September 1st. The ballot will be sent out to the general mailing list and you will need to enter your vote key for your vote to be counted. You are strongly encouraged to come to i3 on Tuesday, September 1st at 7:30pm as candidates will be giving speeches to the membership and doing their final campaigning. ")
    file.write("\\n \\nFor more information about the candidates, see http://i3detroit.org/wiki/Election_2015")
    file.write("\\n \\nIf you have any questions, email the secretary (secretary@i3detroit.org) ")
    file.write("\\n \\nVote Key: "+VoteKeys[i].rstrip())
    file.write("\\n \\n \\n \\nSincerely, \\nJamie Burdeski\\nSecretary, i3Detroit")
    file.write(" -s smtp.gmail.com:587 -xu youremail@gmail.com -xp youremailpassword -o tls=yes \n")
    file.write("timeout /t 10 \n")

    i = i + 1


file.close()
  1. Run VoteKey_EmailGenerator.py
  2. Make an excel file and copy the emails and votekeys into it. (for example from VotingEmails_826.txt and Votekeys_2015.txt). This is just for reference. This step could probably be implemented into the python script.
  3. Rename the output file, newfile.txt, to a batch file (.bat). Double check the contents by opening in notepad++
  4. Run the batch file in command line. The delay is 10 seconds between each email (so as to not look spammy), so it will take 15-20 minutes to run.
  5. There will always be stragglers. Add the stragglers' emails to the excel spreadsheet and manually email their vote keys to them. There should be more than enough extra vote keys generated.

Filing Paperwork

  • To maintain our non-profit status we need to file an annual report here;

http://www.michigan.gov/lara/0,4601,7-154-35299_61343_35413_40269-136482--,00.html

typically this report is filed after elections take place in Septemeber. It needs to be filed on or before October 1. The fee is $20.

  • We are a Domestic Nonprofit Corporation registered with the state of Michigan

http://www.dleg.state.mi.us/bcs_corp/dt_corp.asp?id_nbr=70489T&name_entity=I3%20DETROIT

Helpful books