There was a proposal for going paperless with specific Board meeting software. This would solve this problem, including things like revisions and updates, and recording votes and such. I think we should look to move forward with that. 73 Ria, N2RJ On Sun, 5 Jan 2020 at 19:56, Mickey Baker <fishflorida@gmail.com> wrote:
In government where this issue is pervasive with multiple boards, commissions, councils and the legal need to track document versions and create agendas, there is a class of software called "legislative management systems." The most pervasive in my part of the country is Legistar from Granicus.
This is typically a feature of Association Management Software. I have no idea if this feature is available in the AMS software we purchased or if we purchased the Agenda/meeting Management package.
At the last two government agencies where I've worked as CIO, we have gone completely softcopy on agendas and legislation. Instead of printing 20, 200+ page books every meeting, we put the agenda on a web site that the legislators as well as the public could see before the meeting, and track changes as they were being made by the Clerk, as they were filed.
The live video of each meeting was displayed with an outline of the agenda in a separate window with live links to the detail as well as supporting documents.
We did this every two weeks. It reduced the level of effort to prepare these meetings dramatically.
All that said, Dropbox would be quite okay with me, as long as someone made a backup copy somewhere and the directories, items and revisions are clearly identified within the names of each.
I've seen the books prepared for Directors for the meetings. Some Directors may like their paper, but nothing searches an agenda and supporting documents like a computer.
Mickey Baker, N4MB Palm Beach Gardens, FL *“The servant-leader is servant first… It begins with the natural feeling that one wants to serve, to serve first. Then conscious choice brings one to aspire to lead." Robert K. Greenleaf*
On Sun, Jan 5, 2020 at 4:16 PM Fred Hopengarten < hopengarten@post.harvard.edu> wrote:
Motions and reports are now flowing in as attachments to email messages distributed by the ODV reflector. I dutifully save each one to a folder:
HAM RADIO/ARRL/Board of Directors/Meetings/2020 January That’s a lot of mouse clicks.
And then Version 2 of a Motion shows up, and perhaps a correction to a report.
My life as a Director would be much easier if all motions and reports were put into a DropBox folder. When Version 2 of the motion, or a corrected report shows up, instead of going to my folder and adding the new/deleting the old, only the most recent would be there.
So I think we are using an antiquated method of document distribution. Access to DropBox folders is easy to control. Maybe there is even something better than DropBox (but that’s what I use with my clients).
Do other members of the Board agree that the League could do something more efficient than mailing each document to each person?
*Fred Hopengarten, Esq. K1VR *
*Six Willarch Road*
*Lincoln, MA 01773*
*781.259.0088, k1vr@arrl.org <k1vr@arrl.org>*
New England Director
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Serving ME, NH, VT, MA, RI and CT
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