Re: AIS: Minutes, and the Webpage

Anner, et. alia,

As AIS Electronic Services Chair, I can tell you that there is no policy on how long the meeting minutes of the society will remain on the AIS Website.

Which, of course, begs the question. I will ask the board to create one (since I am not currently a Board member I can't officially make a motion).

My recommendation would be to keep minutes from meetings within the last twelve months on the Website. One could always email the Secretary and get copies via email of those sets of minutes that are available electronically. We could keep more of an archive on the AIS site if the demand were greater, and I would not oppose that. I would probably want to have a separate section for the archive so as to keep the list of documents on the main "documents" page less intimidating.

Starting, perhaps last fall (I wasn't there and don't know the status), but certainly at this last meeting, the board is keeping a separate "motions" document in electronic form. This is simply a listing of the motions made and voted on. We started doing this because we started using the digital projector to display the motions on the big screen so everyone could be better aware of what was being proposed and more easily craft the correct wording. Although it does not provide the context nor the discussion of the issues, it does provide a list of the actions taken at the meeting. I am hoping to have that document on the AIS Webpage shortly.

I would ask you and others, what part of the minutes interest you the most?

Thanks

John


On Jun 1, 2006, at 5:44 AM, ChatOWhitehall@aol.com wrote:

Greetings.

I am not very clear about this business of the minutes of AIS Board Meetings
appearing in the "digest form" in the Bulletin, and then in the full,
formal, and traditional form on the webpage.

My question is this: Are we archiving the minutes on the webpage on an
ongoing basis, or will each set only be available until the next set are posted,
or for a set period of time?

You see, I don't care for the "digest form" at all -- indeed, I think the
traditional form has tended to be digested enough, frankly -- and I do like to
have a copy of the full official minutes here in case I want to refer to them
later. My bulletin collection is for research purposes as well as
entertainment purposes and I imagine I am not the only one who is used to having
official minutes at hand.

It seems to me that if we are not planning to keep copies of the official
minutes on the AIS Webpage into perpetuity, then it will be the responsibility
of any member who wants a copy to download the Adobe file for their own use
while it is up there, or forever hold their peace....or, I suppose we may
still write to the General Secretary for an official hard copy of the document.
Is that correct? What about minutes of past meetings?

So, how long do we plan to keep each set of official minutes on the AIS
webpage, please?

Thank you.

Cordially,

Anner Whitehead
Richmond VA USA

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John                | "There be dragons here"
                         |  Annotation used by ancient cartographers
                         |  to indicate the edge of the known world.

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