Difference between revisions of "Secretary"

Latest revision as of 20:27, 16 May 2024

General Duties

• Check the mail whenever possible
  • at LEAST twice a month, more around the beginning of the month
  • box 2234
  • key held by secretary

Meeting Duties

• Send out an email reminder about meetings the Monday prior
• Take attendance and notes during meeting
• Introduce new members at monthly meetings
• Make sure to get date of next meeting
• Make sure the door code gets changed
• Create new meeting page using

  {{subst:Meeting|date=month day, year}}

• Tweak meeting calendar and bottom of list
• Send notes out to members list after meeting and the new door code, include board election results if applicable

Board Elections

• Edit Board Members and Section42/ContactInfo to reflect the newly elected board members
• Ensure that officers and semi-permanent positions are selected from elected board members
• Poke the netadmin to update
  • Board calendar membership (requires google calendar admin access, done via web UI)
  • Board slack channel (requires board channel admin status, done via web UI)
  • Board LDAP group (requires newldap login, done via linux CLI)
  • Board mailing list (board mailing list mailman admin password, done via web UI)

Proposal Duties

• Notify membership of new proposals to start the proposal process
• Notify membership of the results of proposal voting

New Member Processing Duties

1. Check 2 times a week or more if possible for new member applications
   • This really just means checking your email since there's no reason to check for applications if you haven't received a picture
2. Upon finding applications
   • Send Applicant Email Template to the member
   • Send Applicant Announcement Template to the members list asking for commentary
   • Enters member info into owncloud Board/membership.xlsx(under Board) and upload the modified document
   • Add calendar events to the board calendar for vote start and vote end
   • Put pending application in the front pocket of the memberes binder
3. Wait 3 days
4. Secretary informs board members that voting has started, monitors 5 day voting period
5. On vote end:
   1. Vote Passed
      • Secretary informs members of result via Vote End Announcement Template
      • Secretary informs sysadmin of result by sending all spreadsheet info for that member to root@makerslocal.org
        • New member email is sent by sysadmin after receiving new member info
      • Pending member application gets moved into the rings of the membership binder
   2. Vote Failed
      • Secretary informs applicant of failed votes.
        • This should tell them in general terms why people chose to vote no.
        • It should not be an enumeration of individual opinions attributed to board members.
      • Pending member application gets moved into the former/failed members binder

Member Outprocessing Duties

1. Remove members from the spreadsheet when they are removed from the donation system.

Formal Complaint Duties

1. Notify the target of the complaint of the complaint's nature.
2. Request commentary from both parties as necessary to clarify the incident.
3. Collect the votes of actionability and notify both parties by email when the vote is over.

Related Information

• Bylaws