Meeting Minutes GeneratorMeeting Minutes Generator

By Rick Bandla VE3CVGBy Rick Bandla VE3CVG

For West Carleton Amateur Radio ClubFor West Carleton Amateur Radio Club

March 3, 2009March 3, 2009

Project PurposeProject Purpose

To design and build a minutes generator To design and build a minutes generator tool for WCARC that easily prepares good tool for WCARC that easily prepares good HTML code, viewable by major browsers, HTML code, viewable by major browsers, similar in appearance to what has already similar in appearance to what has already been posted, and permits manual editing, if been posted, and permits manual editing, if required.required.

The COW SyndromeThe COW Syndrome

What a Can Of Worms!What a Can Of Worms! This project turned into something very This project turned into something very

different from what was intendeddifferent from what was intended Software is not the only part of the projectSoftware is not the only part of the project

Background - HTMLBackground - HTML

MS products produce horrible non-standard MS products produce horrible non-standard HTML code HTML code

MS produced HTML looks different on MS produced HTML looks different on different browsers (IE, Firefox, Netscape, different browsers (IE, Firefox, Netscape, Opera)Opera)

Code varies greatly, based on Personal Code varies greatly, based on Personal Computer owner’s settingsComputer owner’s settings

Cryptic positional formatting makes manual Cryptic positional formatting makes manual editing impossible.editing impossible.

Background – SecretaryBackground – Secretary

Different Secretaries interpret and record Different Secretaries interpret and record meeting information much differentlymeeting information much differently

Different attention to spelling, call signs, Different attention to spelling, call signs, details, filteringdetails, filtering

Different timing – some people get the Different timing – some people get the minutes out right after the meeting while minutes out right after the meeting while others, just before the next meetingothers, just before the next meeting

Different format/layoutDifferent format/layout

Background – Meeting LeaderBackground – Meeting Leader

Each meeting leader has his own style and Each meeting leader has his own style and meeting agenda/flowmeeting agenda/flow

Varying degrees of formality/structureVarying degrees of formality/structure

Background – Meeting AttendeesBackground – Meeting Attendees

May have only a vague idea of meeting May have only a vague idea of meeting etiquetteetiquette

May not want meeting etiquette or formal May not want meeting etiquette or formal terminologyterminology

Rely on club web pages for the official Rely on club web pages for the official Minutes Book (we now have 5years of on-Minutes Book (we now have 5years of on-line history)line history)

Other FactorsOther Factors The Web Master is NOT the Secretary and may not The Web Master is NOT the Secretary and may not

have authority to change content of minutes or does have authority to change content of minutes or does he?he?

Editing of minutes by Web Master can be very time Editing of minutes by Web Master can be very time consumingconsuming

What degree of change to “appearance” of minutes What degree of change to “appearance” of minutes constitutes change to original minutes?constitutes change to original minutes?

Should the Web Master correct obvious spelling, Should the Web Master correct obvious spelling, formatting, call signs, names?formatting, call signs, names?

Can the Web Master re-sequence the material?Can the Web Master re-sequence the material? The Club web site is the official Minutes BookThe Club web site is the official Minutes Book Issue: Do we want the world to see our mistakes?Issue: Do we want the world to see our mistakes?

Questions that I Asked MyselfQuestions that I Asked Myself

Should the Minutes Generator conform to Should the Minutes Generator conform to the meeting (difficult – too inconsistent)the meeting (difficult – too inconsistent)

Should the Meeting conform to the Minutes Should the Meeting conform to the Minutes Generator (seems offensive)Generator (seems offensive)

Is the answer somewhere in the middleIs the answer somewhere in the middle

The Program - GeneralThe Program - General

Spec’d by meSpec’d by me Written by Bob Chambers of Sykam Written by Bob Chambers of Sykam

Systems, a good friend of mineSystems, a good friend of mine 3 man days of my time, 6 man days of 3 man days of my time, 6 man days of

Bob’s timeBob’s time Written in Visual Basic 5 for Windows, Written in Visual Basic 5 for Windows,

permitting high compatibility for XP and permitting high compatibility for XP and VistaVista

Program - DetailProgram - Detail

Tailored for WCARC, customizableTailored for WCARC, customizable Output is technically perfect but basic HTMLOutput is technically perfect but basic HTML Easy to edit manually if necessaryEasy to edit manually if necessary Pages work well with IE, Firefox, Netscape and OperaPages work well with IE, Firefox, Netscape and Opera Attractive and similar appearance to what we have been Attractive and similar appearance to what we have been

doing for the last 5 years. doing for the last 5 years. Easy to integrate into our web siteEasy to integrate into our web site Lots of free-form capability within a basic structureLots of free-form capability within a basic structure Runs under Windows XP or VistaRuns under Windows XP or Vista Includes a nice database of attendees/membersIncludes a nice database of attendees/members Has a lite Help fileHas a lite Help file

Program – DatabaseProgram – Database

Includes an open-ended database of Includes an open-ended database of attendees/members. attendees/members.

Once you enter the data you will not have to Once you enter the data you will not have to enter it again.enter it again.

Easy to add/edit/delete entrysEasy to add/edit/delete entrys Exports various forms of the database as Exports various forms of the database as

comma separated valuescomma separated values May be future applicationsMay be future applications

TargetTarget

They will be lining up to volunteer for the They will be lining up to volunteer for the Secretary’s job.Secretary’s job.

I believe that the Web Master has to be a I believe that the Web Master has to be a team member with the Secretary, as well as team member with the Secretary, as well as the Treasurer and the entire Exec.the Treasurer and the entire Exec.

There is Always a CatchThere is Always a Catch

May require a little bit of meeting structure May require a little bit of meeting structure to implement. to implement.

Are we willing to adapt a little?Are we willing to adapt a little? Traditionally WCARC has been a very Traditionally WCARC has been a very

loose and unstructured club with very loose and unstructured club with very friendly meetings. I do not believe that friendly meetings. I do not believe that would have to change at all.would have to change at all.

Benefits/QuestionsBenefits/Questions

Consistent, attractive web pagesConsistent, attractive web pages Easy to useEasy to use A bit more structure to our meetings? Is the A bit more structure to our meetings? Is the

amount of structure objectionable?amount of structure objectionable? Easy to change Secretary/acting SecretaryEasy to change Secretary/acting Secretary If Secretary brings a laptop, we could have If Secretary brings a laptop, we could have

instant minutes – is this of use?instant minutes – is this of use?

DemoDemo

We have a working programWe have a working program I have pre-loaded the database and updated I have pre-loaded the database and updated

it tonightit tonight Lets try to build the minutes web page Lets try to build the minutes web page

LIVE based on the Secretary’s notesLIVE based on the Secretary’s notes

Where Do We Go From Here?Where Do We Go From Here?

ImplementImplement Continue DevelopmentContinue Development AbandonAbandon

The EndThe End

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