May 19, 2009

This page provides instructions for the current Secretary (or other individual) posting meeting minutes to the PLG wiki.

Taking Minutes:

• When meeting agenda is sent out by the PLG President (or other individual) use the agenda as a template for taking minutes. All notes for each portion of the agenda should be organized under the heading for that portion (see Meeting Minutes page for examples of past minutes)
• Record all major decisions, results of official voting and any discussion that documents major decisions.  Be sure to record whether anyone abstained from voting or disagreed with the majority vote (do not use names unless requested).

Posting Minutes:

• Log into the PLG wiki using account email and password
• Click on link to Meeting Minutes under Main Links and Pages
• The newest set of minutes should be posted under the section for New Minutes.  The minutes that are currently in that section need to be moved to a folder for the appropriate month under the section for Archived Minutes.

Moving Old Minutes to Archived Minutes folders:

• Click on the appropriate month folder under Archived Minutes. If this folder does not yet exist then click on the Edit tab at the top of the page, and create a link to the new folder by clicking on Insert a link to a new page under the Insert Links section of the right-hand side bar.  You will label your new folder and then continue following the below instructions.
• Once you have accessed the appropriate minutes folder click on the Edit tab.
• Click on Insert a link to a new page. Click on the down arrow next to the Page field and scroll down to find the link for the minutes currently listed under New Minutes. Click OK.
• Click Save at the bottom left corner of the screen to save changes to the page.

Saving New Minutes to New Minutes folder:

• Return to the Meeting Minutes page using the link on the right-hand side bar.
• Click on the Edit tab
• Delete the link to the outdated minutes under New Minutes
• Then click on Insert a link to a new page (right-hand side bar)
• The Link Type should be a PBworks page and the Page format should be a New Page
• Enter the name for the new page under Page Name (should include the date of the meeting for which minutes were taken).
• On the blank page enter information for the minutes.  It is recommended that the Secretary (or other individual) type the minutes up on a Word document saved to a personal computer and then copy them onto the blank wiki page so that a back up copy is always handy. 
• Once the minutes have been formatted click on Save

Sending Notification to PLG Listserv:

• Compose a new email message to the listserv for all PLG members (UA-PLG@LISTSERV.ARIZONA.EDU).
• Include a greeting something like:

Dear PLG Members:

Minutes from the [insert date] meeting are now posted on the wiki.  [link the word "wiki" or "minutes" to the URL for the page on the wiki where the minutes are located]

Thank you,

[your name]

• NOTE: The minutes will eventually be condensed into folders by year (rather than by month) so the format for saving and posting to the wiki will likely change.