View source for Approved policies/Announcement Policy (2024)

= Meeting Agenda Notifications =

Replaces https://wiki.protospace.ca/Approved_policies/Announcements_Policy (2021)

Moved https://forum.protospace.ca/t/motion-to-amend-pitch-motion-notification-policy/5551

Adopted https://forum.protospace.ca/t/january-2024-members-meeting-agenda-jan-18-1903h/5431#f-motions-14 Item 4

=== Policy: ===

Protospace members should be given advance notice of motions which require a vote with enough time to discuss and comprehend the motion. Ideally, all discussion, bikeshedding, and modification to a motion should be handled prior to the meeting, making the vote a formality. To minimize information overload burnout, only one announcement should be made per meeting under normal circumstances.

=== Procedure: ===

The meeting chair or designate shall:

1. Post and maintain as necessary a meeting agenda containing all relevant pitches and motions at least 72 hours prior to the meeting in question.
* the agenda post will be made in the #Meetings section, as a wiki, allowing all members to contribute.
2. If the agenda contains any new business requiring a vote, post a meeting abstract to the Announcements section including a link to the agenda.
* Announcement post should be made at least 48 hours prior to the meeting.
* All current members will be automatically notified via email by the forum based on the announcement.
* Pitches and motions made after the cutoff may be added to the agenda, but do not merit a new announcement.
* Late pitches and motions requiring extensive discussion should expect to be deferred to the next appropriate meeting.


Appendix a: Members wanting more granular control over their notification preferences can subscribe to entire forum categories such as [https://forum.protospace.ca/c/administrivia/pitches-and-motions/16 #Pitches and Motions] or #Meetings, or more granular tags such as [https://forum.protospace.ca/tag/pitch #pitch]. Access https://forum.protospace.ca/my/preferences/tracking to watch-first-post tags such as #pitch #motion etc. to be immediately notified instead of waiting for the agenda.