Re: Record keeping & minutes | <– Date –> <– Thread –> |
From: Richard L Kohlhaas (rlkohlearthlink.net) | |
Date: Mon, 15 Sep 2014 10:24:05 -0700 (PDT) |
I would add to these very good rules: Always use FIRST and LAST names in minutes and other documentation. DON'T say: "Bill seconded the motion . . . Jane and Frank agreed to co-chair the team . . ." From: Lynn Nadeau / Maraiah <welcome [at] olympus.net> Date sent: Mon, 15 Sep 2014 09:53:54 -0700 To: cohousing-l [at] cohousing.org Subject: [C-L]_ Record keeping & minutes Send reply to: cohousing-l [at] cohousing.org > > > On Sep 15, 2014, at 3:16 AM, cohousing-l-request [at] cohousing.org wrote: > > > Unless you stringently restrict your minutes to decisions with only a > > sentence or two explaining the decision, I also recommend a separate > > decision log, each entry with a reference to the minutes, . > > > > My community likes to have both announcements and all comments and all > > comments in the final evaluation recorded. The result is reams and reams of > > digital records, many of which are unsearchable except as individual > > documents. It's often nice to read as history but a holy mess when looking > > for a specific decision. I'm hoping to get these on the website in > > Wordpress so they can be tagged and searched but.... A huge task after 16 > > years. 14 living in and 2-3 of development. > > > > Sharon > > RoseWind Cohousing, Port Townsend WA > 25 years in, during much of which I've been Secretary and de facto archivist, > I offer the following suggestions for record keeping: > > DATE everything, including the year. > STANDARDIZE title and format. Avoid titles like "Notes from Tuesday". Pick a > format: RW minutes 2-14-14, or whatever. That way the list will sort into > chronological order and all like items will stack in a computer folder. > > SUMMARIZE: I include lots of detail in my minutes, and that comes in handy > sometimes later on. However, I start each set of minutes with a summary of > decisions made. This helps in keeping a log of same, and allows readers who > don't want to read the details to just skim or skip the rest. > DECISIONS can also be written in a standardized format. I use > *Agreed: > > FILE: We have an online set of records, on Google Docs, accessible to anyone > in the community. I also keep a hard copy of minutes, because I'm old and > don't fully trust the Cloud. I also find it easier to flip through a notebook > when I'm looking for something, or want to consult something during a > committee meeting at the Common House. On the other hand, docs on a computer > can be searched, which can be super useful. > Set up a filing system and keep it weeded out. Decide what files you might > want to keep locked, or under someone's personal care -- only copies of > important documents, blueprints, etc. > > DOCUMENT your systems. Write up job descriptions, committee mandates, and > such, so it's not all in the brain of one person, who may not always be > available. Think of who in your group is "the" person for some system, and > get them to summarize what they'd want another to know, if someone else had > to take it over. Consider having someone else start learning some of those > systems, as a sort of apprenticeship, assistant role. > > I haven't had coffee yet this morning, and really need to get down to the > garden work party, so I may have forgotten something, but others can add your > tips! > > Maraiah Lynn Nadeau > _________________________________________________________________ > Cohousing-L mailing list -- Unsubscribe, archives and other info at: > http://www.cohousing.org/cohousing-L/ > > ------------------------------------ Dick Kohlhaas <rlkohl [at] earthlink.net> (719)633-8170 Board Member, Cohousing Association of the U.S. Resident of Colorado Springs (Colorado) Cohousing Community at Casa Verde Commons Completed March 2003. 34 units on 4 acres www.casaverde.us
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Record keeping & minutes Lynn Nadeau / Maraiah, September 15 2014
- Re: Record keeping & minutes Richard L Kohlhaas, September 15 2014
- Re: Record keeping & minutes Sharon Villines, September 15 2014
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