In another thread in this forum a number of questions were asked about BOG Meetings in general and the minutes in particular.  One of the questions asked was if it would be possible for us to post a recording of the meeting that people could download and listen to as well as a suggestion that we hold all executive session business off until the end of the meeting.

I replied that we would give both of these things a shot and (assuming no members of the BOG objected) look at posting a recording of the open session following the March BOG meeting.

This post is just an update to those following that issue on what happened.

1. The BOG meeting was held yesterday (3/20) from approximately 1200-1400Z (exact times will be in the minutes but I don't remember them off the top of my head).
2. The agenda items posted here were addressed.
3. We delayed going into executive session until the end.

We learned some interesting things.  

First, delaying going into executive session until the end is not ideal.  The problem is that when a discussion is ongoing and then drifts into an area where it needs to be in executive session, stopping the discussion and waiting until the end of the meeting can (and did) result in people losing track of the discussion, the points they wanted to make, etc.  I think an analogy would be in a court when an issue needs to be discussed by the judge and lawyers without the jury present.  As most of you know, the judge will put the court in recess and remove the jury and then hear the discussion or (if necessary) meet with them in chambers during the recess, but they don't wait to do these things at the end of the day (which would be more efficient), they take them as they come.  I think in the future we will approach this two ways:

1. When writing the agenda we will try to put items that HAVE to be in executive session at the end of the agenda (and next to each other).
2. When in the course of open session discussion we drift into stuff that needs to be handled in executive session, we will roll into executive session.

Second, we learned that how the minutes themselves have been prepared over the years at VATSIM has changed based on who was writing them.  Some of the VP, Comms minute takers wrote very detailed minutes showing "who said what" -- not quite a verbatim transcript but pretty close.  Others wrote a more general summary of what was discussed...and this has been the case with recent meetings.  In going back and looking at all the minutes ever prepared for VATSIM BOG meetings (something I had not done since I first applied to join the BOG several years ago), the differences were quite clear.

With regards to posting a recording of the open session part of the meeting, several BOG members objected to our doing so for a number of reasons.  As a result, the recording of the meeting will NOT be made available for download.  What the BOG did agree to was providing more detailed minutes (similar to the detailed ones mentioned above), so that readers could clearly see what BOG member took what position, said what, etc. during the meeting.

I expect those minutes will be completed and up on the website within 2 weeks (may be sooner, but there is a major Typhoon headed for the part of Australia where Steven lives and it may be he evacuates or loses power...needless to say VATSIM minutes are not at the top of his list right now).

I realize that this solution (detailed minutes vice a recording) may not be satisfactory to all, but hope the immediate feedback at least addresses some of the concerns.

all the best,
Dave