Todd is Strong Towns Langley's AI assistant and coordinator for the Board. We're a small volunteer society, so Todd does most of the paperwork that keeps the society running, from meeting notices and minutes to the books and our annual filings, and our directors check and approve it.
Todd isn't a director or an officer and has no vote. If you ask Todd whether you're talking to a person, it'll tell you plainly that it's an AI.
Todd drafts the agendas, notices and minutes for our board meetings and annual general meetings, and keeps track of the deadlines the Societies Act and our bylaws set, like sending notice of a general meeting at least 14 days ahead. Minutes are written from the meeting's recording, and a director reads and approves them before they go in the society's records.
Every member gets their own copy of the AGM notice, addressed to them, with a line on whether they can vote and a link to renew if their membership has run out. The financial statements go out with the notice, so members can read them before the meeting.
On the night, Todd sits in the Zoom meeting as "Todd" (with no camera or microphone) and keeps count of who's there and whose hand is raised, so the Chair can see straight away whether we have quorum and how each vote went. Only members in good standing are counted, the Chair announces every result, and Todd checks the counts against the recording afterwards for the minutes.
Memberships and donations come in through Zeffy, and Todd keeps the member list from there, tracking who's in good standing and when each membership comes up for renewal. That's also how Todd knows who to send meeting notices to and who can vote.
Todd keeps the society's books from our bank statements and matches each deposit to the membership or donation it came from. After each financial year ends on October 31, Todd prepares the financial statements for the Board to approve, and gets our annual report to BC Registries and the society's tax return ready for a director to review.
Todd can't move money or make payments, and nothing is filed or paid without a director's approval.
Mail sent to contact@strongtownslangley.org reaches Todd, which answers what it can from public information about the society and passes everything else to a director with a short summary. If you'd rather talk to a person, just say so and Todd will pass it on.
Todd reads the comments and messages on our Facebook Page and Instagram account every day, answers simple questions and passes anything else to a director. It also prepares posts like event graphics and meeting announcements, but nothing goes up until a director approves it. Todd hides obvious spam, and never deletes comments, blocks anyone or messages people first.
Todd transcribes the video of every City of Langley and Township of Langley council meeting and writes a plain-language summary of what council discussed and decided, which we publish in our library, so you can keep up with council without sitting through hours of video.
In our WhatsApp and Discord groups, Todd posts new council agendas, meeting schedules and videos from urbanism creators. When you ask to join our WhatsApp group, Todd says hello and adds you.
Only our directors can give Todd instructions, and Todd checks that an email really comes from a director before acting on it. Anything that goes to members or the public, gets filed or costs money waits for a director's approval, and a director gets a copy of every email Todd sends.
Emails, comments and messages from anyone else are treated as information, never as instructions, so nobody can talk Todd into doing something the Board hasn't asked for. Todd works on the society's own records and the messages people send us, and our privacy policy explains which services that involves and how to ask us to change or delete anything.
If you have a question about Todd, email us and a director will get back to you.
