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<p>How about timely email reminders?</p>
<div class="gmail_quote">On Jul 17, 2011 8:06 PM, "David Abbott" <<a href="mailto:dabbott@g.o">dabbott@g.o</a>> wrote:<br type="attribution">> On Sun, Jul 17, 2011 at 5:59 PM, Rich Freeman <<a href="mailto:rich0@g.o">rich0@g.o</a>> wrote:<br>
>> It has been fairly obvious that for a number of years one of the<br>>> biggest problem the Foundation struggles with is remembering to take<br>>> care of things that need to be taken care of on some kind of periodic<br>
>> interval. We forget to file and let our foundation become inactive.<br>>> We forget to renew trademarks until the last minute, and so on.<br>>><br>>> To help improve this I'm going to try to lead efforts to create a<br>
>> simple and effective periodic activity tracking checklist. The heart<br>>> of the checklist is just going to be a table of activities that need<br>>> to happen periodically. Attributes I plan to track include:<br>
>><br>>> Name of Activity<br>>> Who is responsible (by role) - nothing to stop people from teaming up,<br>>> but one role should be the lead for anything<br>>> Frequency of Activity (ie annually, quarterly, etc)<br>
>> Whether activity is legally required (vs nice-to-have)<br>>> Last time activity was completed<br>>> Next time activity is due<br>>> Link to details page<br>>><br>>> Then for each activity we can have a details page (or anchors in a<br>
>> single page) that goes into the gory details. I'd expect this to<br>>> include:<br>>> Links to appropriate laws/etc.<br>>> Recommended process to follow.<br>>> Links to helpful tools/forms/etc.<br>
>> Where to find the information necessary to complete the step.<br>>> Where we store the official copy of the resulting deliverable.<br>>> Where interested users can find the deliverable (perhaps redacted), if<br>
>> applicable. I'd encourage as much transparency as possible (many<br>>> eyeballs/etc).<br>>> Links to bugs tracking past/current activity completions.<br>>><br>>> I'd just put all of this stuff on the Gentoo website in GuideXML/etc.<br>
>> That is, unless somebody is aware of a tool we could leverage which<br>>> would better accomplish this while keeping things simple and being<br>>> aligned with our values.<br>>><br>>> Feel free to chime in here with suggestions for design<br>
>> improvements/etc, but my intent is to get started creating and not<br>>> wait until things are perfect. Any system of organization is going to<br>>> be better than what we already have. Once the structure is in place<br>
>> anybody can feel free to suggest additions to the list, and this<br>>> should be pretty easy to distribute among volunteers (even those<br>>> without commit access if you can modify a template xml file and submit<br>
>> a bug).<br>>><br>>> Rich<br>>><br>>><br>> Hi Rich,<br>> I put together this page [0] to get started. I put it in the secretary<br>> directory and we can link to it from the foundation home page. Its<br>
> just a simple table and once the category's are set up it is easy to<br>> keep updated. We could create a google spreadsheet with the same<br>> category's and once that is set up transfer it to the xml page. The<br>
> Activity and status entry is just an example. If you want to send me<br>> the data to put into the form just let me know. I can remove the page<br>> if it is not what is wanted.<br>> All the best,<br>> David<br>
> [0] <a href="http://www.gentoo.org/foundation/en/secretary/activity_tracker.xml">http://www.gentoo.org/foundation/en/secretary/activity_tracker.xml</a><br>> <br>> -- <br>> David Abbott (dabbott)<br>> Gentoo<br>
> <a href="http://dev.gentoo.org/~dabbott/">http://dev.gentoo.org/~dabbott/</a><br>> <br></div>
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