Summit agenda

[Wendy]

OK, so I'm developing the agenda for the Summit, based on what was discussed at the March meetup.  We have three main items:

1.  Kiwiburn Presentation and wrap up.  Now, I would expect this would include the change of officers and some thoughts about the last event and the current state of the nation.  I think this should be done by someone who has been on the Excom for the previous year.  This is a call for volunteers.  Before you thumb your forehead, please be aware that Kathy, Bruce, Ash, Ems, Bex, and Hippie will not be there.

2.  Embedding the new structure.  The proposed structure was supposed to be publicised and discussed and adopted by now. This hasn't happened.  Does it need to?  Also, the new structure relies on Asana - where are we at with getting that sorted?  Any chance of an update on that Tim, since it's looking more and more like I'm going to end up facilitating this part of the Summit (including a proposed Asana demo)  and right now I'm completely in the dark about how that's all going?

I'd expect these two items to cover most of Saturday morning.

3.  The third part of the meeting, which would cover Saturday afternoon, would be the part labelled 'empowering teams to move forward/creating scope documents' (team sessions).  Probably again with me floating as a facilitator.  However, for this to happen the excom were supposed to review the afterburn report and make some decisions on what's policy and what's operational.  How is the AB report going?

I'd like to get a finalised agenda out in the next week, but as you can see I need some input from others before I can do it.  Today is officially the day we're supposed to stop relying on Kathy, Bruce and Ash to do this sort of work - it's up to the rest of us now.  Thoughts?

Also, it'd be helpful for me if someone who's been to a Summit meeting before could give me a short summary of how these things have been run before - like, level of formality, length of sessions, previous agendas, that sort of thing.

[Pete Wyatt]

I think the new structure should be given to the world and we ask for comments and who would like to full these new roles, if nobody steps up then it is going to be hard to implement it

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[Wendy]

So what's the process for doing that?  FB seems like the obvious place, through Shelley, yes?

Can someone please get this going? The latest version of the proposal is attached.

[Pete Wyatt]

Shelley and the PR team handle these interactions with the participants

[Shelley Watson]

would I be able to get a short summary written about it, ie like an intro? Then I can adapt that to fit the various outlets we use. I'll draw up the structure quickly as a graphic too so it can be posted as an image.

[Ashleigh Easton]

I have emailed the doc to Shelley.

The afterburn is complete apart from tidying the future vision section and waiting on the arts section from Tim. I will be working on it over the weekend and will hopefully have it done on Monday to send to Shelley.

You can see examples of past summit minutes on the forum I believe - there should also be minutes in the Dropbox folder. They are usually pretty casual with one speaker at a time, chairperson moderating and secretary taking minutes.

[Pete Wyatt]

with so many new faces in the meeting a talking stick may be handy to limit interruptions

[Wendy]

Hi Shelley,

One of the pages of the doc is a summary of it - there are probably words in there (the second paragraph maybe) that could work as an intro.

On 1 May 2014 10:32, Shelley Watson <she...@design.gen.nz> wrote:

would I be able to get a short summary written about it, ie like an intro? Then I can adapt that to fit the various outlets we use. I'll draw up the structure quickly as a graphic too so it can be posted as an image.

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[Wendy]

Thanks Ash, I'll go check out those minutes.

[Ashleigh Easton]

Oh, and as far as asana goes - I did have several volunteers to feed tasks into asana from the calendar dump and task lists, but they have had to drop out due to personal reasons. So this is still a task that needs doing! Any volunteers? Talk to me!

[Albert Hopley]

If we have time, I'd like to chat about our website and related things like efp, ticketing etc.

Cheers,
hops

[Wendy]

Thanks Hops, that'd be most appreciated.  Were you thinking of doing a 'state of the nation' or more a group type thing with other interested parties to plan for the future?  Both, maybe?

I see we haven't had any volunteers to do the 2013 wrap up yet.

Would it be more appealing if you were only doing your bit?  Like Poppy for Site Ops, Karl for Finance, Lumos for.. ??

You are the only 3 from last year who will be at the Summit, so if you don't want to do it then this bit is not going to happen, and I would appreciate knowing that so I can get this agenda sorted.

I will not be doing it because I wasn't around for it. I am willing to talk a little bit about how things are now with the excom, but I'll still need input from people who were there all year.

I guess what I'm saying is, I need help with this part. I can organise till the cows come home but if nobody steps up to do the things we agreed would happen, it's going to be difficult to make the Summit have any real value. 

Any takers?

[Pete Wyatt]

as I said in an earlier post, unfortuantly it looks like I will be working in Brisbane for up to a month and will most likely miss the gathering, I will keep you informed on my status

[Poppy Norman]

I am happy to do a wrap up for the last year.

[Wendy]

Thanks Poppy! ;-)

[Albert Hopley]

>Thanks Hops, that'd be most appreciated.  Were you thinking of doing a 'state of the nation' or more a group type thing with other interested parties to plan for the future?  Both, maybe?

Yes, both I think

[Wendy]

Sweet, I'll add you in.  ;-)

[Ashleigh Easton]

update on the afterburn: we have the final draft pretty much complete! am just working through the finishing touches with kathy before we get excom approval and send it to shelley for magical beauty transformation :)

so shelley: we should have it to you some time in the next 7-10 days, depending on how much excom discussion is needed.

yaya!!!

[Shelley Watson]

Hi, that’s great news. I have very little time in the next week as am very busy with work and impending houseguests. However, I’d earmarked Tara to help out with this and she seemed keen, so will ask if she has the capacity. Tara did the map for the event guide this year and did a lovely job and is keen to help out more.

will let you know :-)

[Wendy]

Awesome, thank you!

Question: what is the internet connection at the site like?  Hippie mentioned the possibility of Skyping in, which would be pretty cool if we could make it happen.

Related to that, is there a secretarial-duty-related laptop for the recording of proceedings?  I imagine a lot of the brainstormy type stuff will end up on paper but it'd be handy to have at least one KB laptop there.

I don't have one - I have a netbook that could be used in a pinch but there has to be a better solution than that.

[Poppy Norman]

Vodafone works well, telecom and 2degrees aren't good. The depot dongle is somewhere in colin so we can't use that. If noone has one that we can use my phone as a hotspot.

There isn't a secretary laptop. I don't mind my laptop being used for this purpose during the summit.

[Ashleigh Easton]

Is the depot section not accessible poppy?

I'm happy for Karl to bring the Depot laptop over for minute-taking if you guys want.

[Poppy Norman]

Is the depot section not accessible poppy?

Not really, but it depends on what part of the depot shelf. Do you remember what box or whatever the dongle is in?

[Karl Matthews]

Hey sorry for chiming in late, I'm happy to do a short presentation on finance

[Wendy]

Sweet, thank you.

Life has got in the way and the agenda won't be out till tomorrow anyway, so I'll add this to it.