TOPIC:

PURPOSE
We want a way that can accurately reflect, in summary form, the activities of each member, throughout the course of a year. The role report appears to meet our needs.

STATEMENT
We use a “customized format” of the Meeting agenda. This agenda serves as a guide for each procedural step that is usually followed in a meeting. The role report reflects a person’s activity, whenever the name is entered into the particular sequence step.

We usually have a number of positions filled a week before the actual meeting, and the assignments are reflected on the agenda.

Like all clubs, we have situations arise where the initially scheduled person doesn’t make the meeting. We then find another person to handle the role for that evening.

At the end of the meeting, or at least before the next scheduled meeting, we go into the agenda and adjust the role to reflect the person who actually filled the role for that evening.

ASSUMPTION
The role report tally reflects whoever filled that role after the meeting is over, when the updated/corrected data is entered in a timely fashion. Otherwise, if no changes are made to the agenda, then the “first” person would get the credit, even if they did not actually attend that meeting.


QUESTION
Is there a time limit on getting “accurate data” entered? Or, can we update the “past agendas” at any time, and have the subsequent "revised role report" accurately reflect the tally? Is there a time limit for revising the agenda?


Thanks for your help.

No time limit... the data in the agendas is the source for the role reports. As long as you do not delete those agendas, then you will have the data for the role reports and you will also be able to edit those agendas which will update the reports.