Proposal-NS-2014-05

Council Member Name: Christopher McCoy

Council Position—Proposal Number: NS-05

Meeting Date for Proposal: Review as soon as possible

Objective this proposal falls under: Leadership Development and Opportunity 6.0 and 7.0

What costs are associated with this proposal? (if none state "none"): None

Additional Pertinent Information: (if none state "none"): Currently there are several years worth of old National Council and Grand Chapter meeting minutes stored at the National Headquarters. A vast majority of these minutes are still in paper form, which does not allow them to be properly protected and preserved. This proposal would create a method for the national organization to digitize the old records so they may be cataloged for historical preservation and reference.

Phase 1: Volunteers from the National Development Commitment who are located within an accessible distance from the National Headquarters will physically scan the old minutes and convert, if necessary, to pdf format. The National Secretary will coordinate with the Executive Director and NDC volunteers to set the times the volunteers will be present and working at the National Headquarters to avoid any conflicts.

Once the records are scanned, the volunteers will upload the pdf files to a digital dropbox service. This phase would be projected to be completed by Feb. 1.

Phase 2:

Additional NDC volunteers will retrieve the files from the dropbox service. The files will be reviewed by the volunteers and asked to perform the following tasks:

   *Review the entire document to ensure the minutes are in its entirety.  
        
   *Transcribe any formal motions stated in the minutes to created wiki pages.  There will be one page for past Council motions and one for past   
    Grand Chapter motions.
        
   *Make notation of any significant National Council report described in the minutes.
        
   *Save the overall file in a consistent format established by the National Secretary.

Phase 3:

The National Secretary will review the files to make sure they have all been saved in the proper format. The files will then be uploaded to the Brother Toolbox by National Staff. The files will then be transferred to an accessible space on the new website when the organization transitions to their new web provider.

The National Secretary will begin to record current Council and Grand Chapter meeting minutes on the wiki pages created. This will assisted in make motions more accessible and transparent.

What is the motion to be made on this? I move to accept the proposal.