Glossary

action item

item assigned to someone at a meeting which needs to be resolved in some manner

agenda

list of items to be covered in a meeting, or document containing that list of items

agenda item

single agenda item to be covered in a meeting, or row on Meeting view

discussion item

a topic which needs to be brought up at a meeting. When a discussion item is created from My Status Report view, this automatically creates an agenda item

discussion request

an email which is sent to the members who resolve via position to the Invite Tags of a meeting

expiration date

this is the date the task should next be completed by. If this date is in the past, the task is overdue and should be completed as soon as possible.

field

some tasks have additional fields which require information to be entered by the member. These fields can be filled in text, uploaded files, etc., and the data entered is associated with the task completion

interest

most of the data held within the system are grouped by “interest”. When logged into the system, the member selects the interest near the top of the view. The interest can be a running club, etc.

invite

sent to a member inviting them to a meeting. In this email is a link for the member to access their My Status Report view at which they can record their status for each position, and to create discussion items for the meeting

leadership admin

members with this security role serve in a supervisory position and can create tasks, task groups, and positions, as well as assign members to positions

meeting

get-together either physically, virtually via teleconference, or by email, where business is discussed for which minutes are required, action items may be generated, and/or decisions made (by motion / vote)

meeting admin

members with this security role serve in a supervisory position and can create and manage meetings

meeting type

the meeting type defines the behavior of the meeting, e.g., what user interace elements and buttons are shown, the wording used for certain terms, defaults tags, etc.

member

a club member that serves in a volunteer position that requires specific and trackable training and orientation

membership admin

members with this security role serve in a supervisory position and can manage membership information

minutes

record of meeting agenda, discussions, votes, etc.

motion

a formal proposal put to the voting members, for which a vote will be taken and a formal decision made

organization

the group of members who hold positions for managing the interest

organization admin

members who serve in a supervisory position and can manage the organization by creating members, positions, and assigning members to positions.

position

the volunteer position that a member is assigned. Examples: President, Training Coach, Race Director

racing team

clubs may support a racing team. A member of the racing team may apply to be on the team and also may update their result information and volunteer information

racingteam admin

members with this security role serve in a supervisory position and can create and manage racing team information.

racingteam member

members with this security role serve on the racing team

rsvp

when a member is invited to a meeting, they are given a link to a form which they can use to indicate their intention to come to the meeting or not. See also status report

security role

security roles control what views the member has access to, what data can be changed in the database, etc.

status

status of task completion,

  • overdue means task needs to be completed now

  • expires soon means task expiration is coming up

  • up to date means a periodic task has been completed

  • done means a one time task has been completed

  • optional means the task is not required, and has not been completed

status report

when a member is invited to a meeting, they are given a link to a form for filling out their status report for each position they hold. See also rsvp

summary email

email which is sent to a manager of specific task groups, with a list of members and their overdue tasks

super admin

members with this security role serve in a supervisory position and can create interests, assign security roles, interests, etc.

tag

positions and members can be associated with one or more tags. These tags can be used to group those positions/members for certain purposes

task

a trackable training or orientation requirement for a specific position. Examples: Read Bylaws, Read/Complete Conflict of Interest Form, Complete Safe Sport Training

task group

a collection of tasks that are assigned, in aggregate, to a position. Examples: Training, Executive Officer

term

the period during which a member holds a position. If the member holds the position multiple times with gaps, these are multiple terms

vote

formal indication of approval or rejection of a motion, or the desire for recusal by abstaining

voting member

a member who is allowed to vote at the meeting