When does a meeting become a "past meeting"?

Currently, FreeToastHost considers a "past meeting" to be one for which the meeting date is in the past... prior to today's date.

This has some advantages and some disadvantages. While the Toastmaster may be able to make some changes to the agenda after the meeting, the agenda never really becomes locked for changes by members until the following day.

Additionally, this affects how role tallies are calculated, when attendance tracking switches over to "edit only", and when you are able to mark an agenda as "reconciled".

This "past meeting logic" factors into a *lot* of how the FreeToastHost system works. There have been some past and present discussions that we should change how we determine what a "past meeting" is.

For example, perhaps we base it on the current time vs the start time of the meeting. Or, perhaps we base it on the current time vs the end time of the meeting. I have now figured out how to work the complex calculations for either of these cases. (Hence, that is the reason for this post.)

Personally, I tend to prefer basing it on the end time of the meeting since the agenda would not be locked for changes until the end of the meeting. However, the agenda would not be able to marked as reconciled until the meeting had concluded... perhaps this is desirable?

So, I would like to get some feedback... What criteria should we use to determine whether a meeting is in past?

It would help us comment if you list out everything that "past meeting" affects.

- it affects which agenda shows up by default when you go to the Meeting Agendas page, right? (for this I would strongly prefer it change after the meeting is over in case people want to view the agenda while the meeting is in progress)

- it affects when the "Reconciled" checkbox becomes available (I think it should be allowed slightly before the meeting begins because people fill empty roles and do replacements right before the meeting begins. I don't feel as strongly about this though and don't care too much if it becomes available directly after the end of the meeting)

- it affects when the agenda becomes locked for changes by members excluding Toastmaster/VPE (I prefer it be locked for members when the meeting begins. Why should a member be allowed to change it after the meeting begins? I don't care too much about this though. After the meeting is also fine. Make sure you don't mess up the timezones/DST for this one though)

- What else?

Considering these are different cases, I feel they don't all need to use the same "past meeting" time. They are different use cases. If that's too much work for you though, then I don't mind if you just do it at the end of the meeting (the first bullet point does it for me).

I think it is fine as it is, but if you were to change it, I would change it to the end of the meeting.

HI STEVE (we miss seeing you!)

I am not sure what the implications are of changing the day/time and what locked means? But I think you mean what time is the agenda locked for people to sign up for roles? correct? Is so the next day or at midnight of the day makes sense. This seems to make sense if a club uses an online agenda during a meeting. Maybe some clubs are real tech oriented. I assume that the admin is not limited to updating the agenda to reflect the actual attendance and meeting roles (as we all know last minute changes happen). I am planning on updating several months of agendas. I would like to think I can still do that... that is, the agendas are not locked to the admin.

I made a few changes to our template agenda. Love for you to take a look at it and give your feedback. We are still not getting anyone (but me) to use the online intro or print their evals. I added instructions to the speakers. I also added an attendance log. I thought this would be good; will keep one master copy of the agendas in a binder and update the online agendas with attendance as well. I need to figure out how to add the names of all members to that section (the drop down).

I have been encouraging other clubs to use the system and offered to help them set it up.

Oh and I have some ideas for D52 if they ever do implement some of fth on the d52 website. One feature would be a quick eval print out... be great source for members and clubs that are not using the fth agendas or fth at all.

Thank you Steve

My preference would be at the end of the day. We often change meeting roles around at the start of our meeting, and once I get back to my desk, as VPE I go in and update the agenda based on who actually filled the roles. I'd rather they didn't all say reconciled.

If you want anyone to look at your site, you need to place your club number in your signature. We are not mind readers, but volunteers... :0)