Approved policies/Announcement Policy (2024)

Meeting Agenda Notifications

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

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 \#Meetings, or more granular #tags. 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.