secretary/agenda-minutes-zoom-sop.md

Meetings - All

• Take photo at start (Not end), to promote punctuality
• Time of meeting must include the timezone, e.g. GMT+8
• 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)

Voting

• If voting is required during a meeting, it must be clearly stated in the agenda before the meeting
• Agenda must have the voting question written in Simplified Chinese(中文) and English

Chair responsibilites

1. Chair cannot select Mondays 11am as it is reserved for Secretariat
2. Chair must decide location of meeting and decide list of participants, mishu can provide Zoom URL if online
3. Chair must provide at least 3 dates + times and at least 3 days ahead
4. Chair must provide agenda/points of discussion so that participants can come prepared, short title alone is not enough for preparation, participants might not want to join

Mishu responsibilities

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

Minimal Agenda Contents

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

Standard YEN agenda

# Secretary Meeting 1
- When: YYYY-MM-DD HH:MM:SS GMT+X
- Venue: https://us02web.zoom.us/wc/join/7166962355

## Agenda
1. Photo taking
2. Topic 1
3. Topic 2
4. Topic 3
5. Any Other Business (AOB)

## Invited:
- A
- B
- C
- D
- E
- F

Standard YEN minutes

# Secretary Meeting 1
- When: YYYY-MM-DD HH:MM:SS GMT+X
- Venue: https://us02web.zoom.us/wc/join/7166962355

## Absent:
- D
- E
- F

## Present:
- A
- B
- C

## Topic 1
1. Decision: blah blah
2. Action : A will do something by <date>
3. Action : A will discuss with B about something

## Topic 2
4. Action : A will do something by <date>
5. Action : A will discuss with B about something