2iC or not 2iC

[crewfacilitator]

Hi all,

This thread is to discuss the access level of 2iCs.

This thread will look at two things;

Sensitive Position 2iCs (ExCom, Conduct Committee, etc)

Do they need to be voted in?

Will they have the same access as the position they are 2iCing for?

What authority will they have?

All Other Position 2iCs? (Team Leads, etc)

Do they need to be voted in?

Will they have the same access as the position they are 2iCing for?

What authority will they have?

 

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I recommend that Sensitive Position 2iCs have the same access and are essentially a second person in the position. This will mean they should be voted in. They will have no authority to act unless specifically given it.

I have the same recommendation, in terms of authority and access, for All Other Position 2iCs but feel they can be chosen by the Team Lead.  

[Secretary ExCom (Geveta)]

1. Yes, they should be voted in. 

2. They will need to, though I see the execution of this being tricky. In the instance of the CC, would a 2iC not be a CC member already, though with the knowledge they will be stepping in if needed or stepping up eventually to the role of Lead? All required mutual confidentiality agreements as part of induction. 

3. Comfortable giving access to all tasks in the absence of the Lead (i.e. if someone is off the grid for a week +). Probably best that all Facilitators/Leads/Officers create a handbook or expand on their critical tasks to help with this. 

4. Maybe not, but these should be vetted by the Facilitator.

5. Yes. In the cases of Gate, Finance or ticketing (places where people handle personal info) 2iC's should sign crew Mutual Confidentiality agreements as part of induction. 

6. Refer to 3. 

Agreed re sensitive positions. 

[Services Facilitator]

I agree with Geveta. Thanks for raising this Jamie.

[communicationsfacilitator]

Sensitive Position 2iCs (ExCom, Conduct Committee, etc)

Do they need to be voted in?

I think yes, if the 2ic is taking the role with the idea of becoming facilitator in the future. If not, then not as important to vote. There could be a vote any time if a facilitator feels the 2ic needs same access as them?

Will they have the same access as the position they are 2iCing for?

No, perhaps at times at the discretion of facilitator.

What authority will they have?

Authority over their designated tasks, tho not authority over the team.

All Other Position 2iCs? (Team Leads, etc)

Do they need to be voted in?

No.

Will they have the same access as the position they are 2iCing for?

No, perhaps at times at the discretion of team lead.

What authority will they have?

Authority over their designated tasks, tho not authority over the team.

[Andy the Treasurer]

Sensitive Position 2ICs (ExCom, Conduct Committee, etc)

Do they need to be voted in?

Definitely yes particularly if they could at some stage step into the Facilitator role on a temporary basis. If they are to step into the role it would need a vote anyway.

Will they have the same access as the position they are 2ICing for?

No, Access to the straight forward management of the teams within the Facilitator role but not to the ExCom aspects of the role. Would we need to set up further email addresses to cover the 2IC official positions?

What authority will they have?

They would have authority over their designated tasks, though no authority over the team - unless they have been asked to step into the role on a temporary basis..

All Other Position 2ICs? (Team Leads, etc)

Do they need to be voted in?

No but they perhaps should be advised to ExCom for comment or veto rather than requiring a response i.e. no response = accept them. 

Will they have the same access as the position they are 2ICing for?

Not sure about this because it would depend upon how access is set up.  If Team Lead wants them to be able to view emails but not be able to reply as "Team Lead" could that be set up or does Team Lead have to just copy them in?

What authority will they have?

Authority over their designated tasks, authority over the team when delegated by the Team lead

 

I think that ExCom Facilitator roles have three distinct aspects:

1. direct management of the Teams and activities within their areas of responsibility to achieve the outcomes desired - including liaison with Event Management (assuming this role/dept eventually gets agreed to at some stage)
2. ExCom business related to decisions on the annual festival or other events
3. ExCom business relating to running the overall Society

I think 2ICs initially need to be 2ICing the first role and be aware of the 2nd (which they can be already through ExCom Live).  But once you get someone involved in the 3rd aspect they are basically an ExCom member by default.

If we are looking at succession planning then under our current Rules we always have the option to appoint additional ExCom members - they do not have to have a specific Facilitator role as such.  Under present Rules they would have full access and voting rights - although as part of the Rules review, if we felt it appropriate, we could decide to establish voting and non-voting (i.e. advisory) ExCom members.  Under current Rules we can already invite other ordinary Society members (e.g. Facilitator 2ICs) to participate in various ExCom discussions/threads - so that is another option to ease people into the full Facilitator role.

Regarding CC - do we have a job description for Lead of CC (=Chair of CC) versus ordinary members of CC?  I would have thought members of CC would be privy to most CC info (which even ExCom don't have access to) so I am not sure what the CC Chair would have access to that CC members don't.  Or does the CC Chair have access to details of individual investigations that the rest of CC don't except for the designated investigating CC member?. The only other aspect of CC Chair role would be liaison with ExCom and potentially other Burner groups and this needs to be tightly controlled so should only pass to CC's 2IC when directly delegated by CC Chair and approved by ExCom (either at the time or previously by agreeing to the 2IC's appointment).

[crewfacilitator]

Thanks for your comments, this thread is now closed. The suggestions have been collated. If you have a further comment, please email Secr...@kiwiburn.com

Sensitive Position 2ICs (ExCom, Conduct Committee, etc)

Do they need to be voted in?

Definitely yes particularly if they could at some stage step into the Facilitator role on a temporary basis. If they are to step into the role it would need a vote anyway. Agreed

Will they have the same access as the position they are 2ICing for?

I think that ExCom Facilitator roles have three distinct aspects:

1. direct management of the Teams and activities within their areas of responsibility to achieve the outcomes desired - including liaison with Event Management (assuming this role/dept eventually gets agreed to at some stage)
2. ExCom business related to decisions on the annual festival or other events
3. ExCom business relating to running the overall Society

I think 2ICs initially need to be 2ICing the first role and be aware of the 2nd (which they can be already through ExCom Live).  But once you get someone involved in the 3rd aspect they are basically an ExCom member by default. Under current Rules we can already invite other ordinary Society members (e.g. Facilitator 2ICs) to participate in various ExCom discussions/threads - so that is another option to ease people into the full Facilitator role.

Would we need to set up further email addresses to cover the 2IC official positions? These will be 'aliases' of the 'user' emails

What authority will they have?

They would have authority over their designated tasks, though no authority over the team - unless they have been asked to step into the role on a temporary basis. Agreed

All Other Position 2ICs? (Team Leads, etc)

Do they need to be voted in?

No but they perhaps should be advised to ExCom for comment or veto rather than requiring a response i.e. no response = accept them. Agreed

Will they have the same access as the position they are 2ICing for?

Not sure about this because it would depend upon how access is set up.  If Team Lead wants them to be able to view emails but not be able to reply as "Team Lead" could that be set up or does Team Lead have to just copy them in? Same access through shared email address alias

What authority will they have?

Authority over their designated tasks, authority over the team when delegated by the Team lead Agreed

 

Regarding CC -  The CC Chair has access to details of individual investigations that the rest of CC don't except for the designated investigating CC member?. The only other aspect of CC Chair role would be liaison with ExCom and potentially other Burner groups and this needs to be tightly controlled so should only pass to CC's 2IC when directly delegated by CC Chair and approved by ExCom (either at the time or previously by agreeing to the 2IC's appointment). (Check these with the CC).

[Secretary ExCom (Geveta)]

This Thread/Doc Specialists Renee's doc info has been moved into a doc in Kb Documents > Crew > Crew Management following the on boarding of our new Art Facilitator 2iC Jasmin, as well as to assist Crew Resources Sally as she closes in on her Crew Management project for us. It'll be refined as a reference document in line with her other work. 

1.1. KB19 DRAFT Crew Second In Charge (2iC) Policy