Director's Report Creation Process

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bIRECTOR'S REPORT CREATION PROCESS 4 steps: 1. Starting after a Board meeting has been completed, check staff calendars, especially Sr. Staff every few days. Where a meeting or event they attended, do a blurb list. 2. Sr. Staff Meeting notes — issues come up to be captured. Talk with Sr. Staff on what items they hope to submit DR paragraphs on. There is a date in the Board Calendar Due Dates when you will be given the "topics" from staff to make placeholders in the report for. There is also a deadline for submittal of paragraphs for inclusion. 3. WEB downloading. Use the Word Document called Water Links, when you click on a site it goes to the internet site, check sites discussed and starred. Create a new Word document, and download items of interest into it. Arrange, edit, tear down to essential summary. 1.5 page article could go to 3 paragraphs. Direct reader to person or site for additional information or entire speech, etc. 4. E -mails or hard copies from staff. This takes time to edit /format, will get lots of information. oversize documents can be put on website and referred to. Director report attachments often accompany informational e- mails. To start, create a new document in Word. Call it something like "Director Report Download Document" This is where you will download items of interest from Web sites. You will get all sorts of weird formatting as you copy pieces, try to clean that up while still in this document. Arrange and edit, block and format into single format document -wide. Create the Director Report Template. Use the previous meeting's document, change the dates, delete old material. Many items remain from month to month, like meeting dates for water conservancy districts... keep those. After you do this several times, you will recognize consistent items. Transfer arranged titles and edited items from download documnent into template, in the correct place. Copy the titles into the table of contents in the correction section. Create placeholders for items you are going to get from staff Cleanup — grammar, spelling, punctuation, references, etc. Dan McAuliffe wants to review drafts during the @10 days before finalization, don't wait too long, his edits take time to input. Collect attachments. These are often very large. Include all you can into the electronic document. List all hard copy attachments at the end of the document. Print out final version Due to the "just under the wire" nature of staff submittals, this report never gets finalized in time to be sent to quick copy. Once all the pieces are completed, make sure you have time to copy it yourself, 45 copies, two - sided, stapled, 3 -hole punched. You often have to copy it in sections, hole punch them, line the sections up, then staple. (Investigate outside copying services, get waiver if needed, make sure it is delivered in time for the mailing). Run entire original document through scanner for PDF formatting to then be posted on the web. Timeframe —