 Suggestion to fix the Minutes on the SBW website |
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From: Brett Davis To: info@shoalhavenbushwalkers.com Subject: Suggestion to fix the Minutes on the SBW website Date sent: Feb 4, 2025 |
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Hi SBW committee, I would like to suggest that the club's minutes on the SBW website - and the links to them - be amended / fixed. At the moment - on the Club Information page - we have individual links to committee meeting minutes, special meeting minutes, and general meeting minutes from the beginning of 2024. These minutes reside in a folder in the Godaddy domain at img1.wsimg.com/blobby/go/24be4505-8334-44a8-8412-ab38add08254/downloads. For links to minutes prior to the beginning of 2024, we have to navigate to the General Information and Reports page and click on a link that takes us to a folder on the Google Drive website which has three sub-folders - for general meetings, committee meetings and AGMs. The naming format for the AGM minutes on Google Drive is YYYYagm.pdf where YYYY is the year. The naming format for the general meeting minutes on Google Drive is YYMMgeneral.pdf where YY is the year and MM is the month. The naming format for most of the committee meeting minutes on Google Drive is YYMMcommittee.pdf where YY is the year and MM is the month. I chose this naming convention more than 20 years ago because an alphabetical listing of the files is also a chronological listing of the files. Two of the files in the committee meeting minutes folder on Google Drive - "Minutes Ctee Meeting Tuesday 29 August 18 Sept 2023.pdf" and "Minutes Ctee Meeting Thursday 19th October 2023.pdf" don't follow the naming convention of the overwhelming majority of the files in that folder. Fortunately, at the moment, coincidence has these two files in both alphabetical and chronological order, but when the files from 2024 and 2025 are copied into this folder the alphabetical and chronological order will be lost, as the minutes on the Club Information page have no consistent naming format and they are different to both the formats of the Google Drive files as well. Having different naming conventions and different file locations for exactly the same type of files is a recipe for disaster. I would like to suggest that the committee instruct the IT team to - 1. Have a single logical naming convention that ensures alphabetical and chronological order for similar minutes - general meeting minutes, committee meeting minutes, special meeting minutes, and AGM minutes. 2. Copy the most recent minutes to Google Drive as soon as they are added to the Club Information page to ensure all files are in the same location immediately. In addition, there is a sub-folder in the committee Meetings folder called "copy of minutes from 2020 on" which contains additional copies of the committee meeting minutes from January 2020 to August 2023, which are basically identical to the same files found in the committee Meetings folder of which it is a part. However, there is one file in this sub-sub-folder which could cause confusion as it shows the minutes for the first part of the combined August/September committee meeting whereas the file in the main folder shows the combined meeting minutes. Deleting the superfluous sub-folder containing the committee meeting minutes from January 2020 to August 2023 would fix this problem. And finally, even if the committee decides not to adopt a sensible naming convention for all minutes, two of the minutes need to have their current names fixed ... 1. The file of the "Draft Minutes SBW General Meeting 11th Sep 2024" is named "Draft Minutes SBW General Meeting 11th Sep 202.pdf" - the "4" is missing from 2024. 2. The file of the "Minutes SBW committee Meeting Jan 2024" is named "Minutes SBW committee Meeting Thursday 18th Ja.pdf" - the "n" is missing from "Jan", the "Thursday" is not needed as the day of the week is not included in the name of any other minutes on the page, and the year "2024" is missing completely. Cheers, Brett |
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