secretary/agenda-minutes-zoom-sop.md

Meetings - All

• Take photo at start (Not end), to promote punctuality
• Take minutes in realtime, capture ACTIONS, DECISIONS and nothing else
• For every ACTION, create an issue to keep track
• For every DECISION, link to decisions.md
• If there are no ACTIONs or DECISIONs, record No action or decision
• Follow agenda point by point

Meetings - Zoom

• Share screen for realtime minutes

Meetings - Offline

• Dual projectors, 1 for realtime minutes, 1 for content

Recordings

• Keep video (MP4) will do
• Discard Audio only (MP3)

Chair responsibilites

1. Chair must decide location of meeting, mishu can provide Zoom URL if online
2. Chair must provide date and time at least 3 days ahead
3. Chair must decide list of participants

Mishu responsibilities

1. Mishu will text participants immediately and feedback to chair within 24 hours (can, cannot, no response)
2. Mishu will provide further updates if there are responses, chair decides to proceed or not
3. Mishu will create agenda

Minimal Agenda Contents

1. YYYY-MM-DD HH:MM:SS date and time of meeting
2. Start with review of last minutes (actions/tasks)
3. Points of discussion/follow-up by chair
4. Ends with Any Other Business (AOB)