Summit

[Karl]

I know its early but we should probably actually get into the practice of having a date booked before the event in future.

I am keen to help organise a summit, if you guys are keen to let me go for it. The only catch is that I can only attend if it before March 27 or after May 14.

Things that need to be done.

- Attendance list

- Find a date and book venue

- Draft an agenda

- Organise food

Thoughts?

[Geveta Cook]

If after May 14th there (should) be an Afterburn Report ready (as in all should have completed their reports), this May be helpful for discussion? 

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[Karl]

I have made a list of people I think should be there, I have 31 so far.

Let me know if you want the list.

[Jo Artemis]

My personal feelings are that sooner would be better than later, and it would be perfectly possible to have the AfterBurn report compiled before the end of March

[Jasmine Hunter]

I'm all for sooner rather than rather while experience an information is fresh then allowing ample time to implement decisions.

[Jasmine Hunter]

*rather than later

[Geveta Cook]

I see the idea. I can near confidently say that not all individual reports will be in/strived by the end of March though as a consideration (based on experience). I’m on board of this is realistically possible - it’s just that writing these can give some more thoughts and processing to the role and happenings? If that makes sense?

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> On 1/02/2018, at 5:15 PM, Jasmine Hunter <morepork...@gmail.com> wrote:
>
> I'm all for sooner rather than rather while experience an information is fresh then allowing ample time to implement decisions.
>

[Shelley Watson]

maybe having an earlier date to work to, with things fresh in heads will be a good motivator?

[ben curran]

May, I think is reasonable. 

I don't know who suggested it, but the idea of having two summits was raised at some point on the paddock. One being a review of the burn just gone, earlier in the year, and another being October-ish as a planning for the upcoming one. Possibly something to talk about at the summit. 

[Jasmine Hunter]

October is to late in the year to implement changes in processes, make orders, change contracts etc

[Mel O]

If I am on the list for people who should come I have no time until after April 4th. 

[ben curran]

A thought on this. Do we really need 31 people for this? 

ExCom, some Ops people, CC lead. maybe Rangers lead? Who else? Theoretically, all the facilitators should be busy going around their respective crews gathering input for this, and passing back outcomes when it's done. 

A dozen of us in a room is bad enough in terms of trying to time for everyone to talk/have input. 31 people is going to be ... unwieldy at best. 

[secr...@kiwiburn.com]

Going back to Karl's available dates, before March 27 or after May 14 - some want early some want later?

Ben might be right in terms of facilitators checking through their departments for availability. But maybe work with the dateline Karl's given (if anything this just helps narrow it down). 

If March we will need to get on to booking things and give time to anyone who has to travel/fly (depending on where this ends up being). 

Karl - can you please forward the list through to the Secretary email? I'm keen to check this against Afterburn report lists.

(Side note: I'm happy to aim for an Afterburn Report deadline of April 1st, those realistically if Summit is before March 27th that still leaves over a month to pull it together - which rides with previous deadlines of 3 or so weeks). 

[Jasmine Hunter]

Gate and ticketing have started writing those reports and will be ready within the next 6 weeks at the most.

[trea...@kiwiburn.com]

Sorry but due to other commitments I am not available to attend a summit until after 9th April

[Tania B-B]

There is absolutely no way I could attend a summit before late April. I can be flexible from that point on though. 

[ga...@kiwiburn.com]

We need to decide a date ASAP please.

Karl returns to NZ mid May. September/ October IS TO LATE for Summit, in my experience of things to achieve by the next Kiwiburn August/September is too late as well.

Our options in my option are late May, June, July.

[ga...@kiwiburn.com]

I propose the last weekend of May which is the 25 & 26.

[ben curran]

No one has suggested leaving the summit until September/October. 

Can everybody indicate availability?

https://doodle.com/poll/ey8acvqfynad47iv

[Jasmine Hunter]

Thanks Ben

[Poppy Norman]

Before we go and ask people about their availability I'd like us to talk about the goal/objectives of the summit and work out who needs to be there to achieve those goals/objectives. 

Personally I have found previous summits relatively unproductive as they seem to be mostly a debrief which I believe can be done online/by video meeting. I worry that having 30 odd people there will be especially unproductive. 

I think we need to have two summits.

The first (held as soon as possible, May?) where excom and onsite operations/site management attend where we would have a quick debrief (facilitators debrief on behalf of the teams in their group) and then talk about big picture stuff that is hard to talk about online (ticket numbers/prices, organisational structure, communication issues, large issues arising from the event etc etc)

The second (held in September?) would be for everyone (excom, ops, all team leads) where we get to meet everyone who will be working together in person and then break into groups and work on manuals, rosters, policies, procedures and plans. 

On Mon, Feb 26, 2018 at 2:07 PM, Jasmine Hunter <morepork...@gmail.com> wrote:

Thanks Ben

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[Geveta Cook]

Can we please just decide on a date for the first (if there indeed will be a second) so things can be booked?

Objectives and such, I agree Poppy, should be discussed prior to the actual summit meeting, but this can be done even if we booked in a date and location? 

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[Rainbow Ronan]

​we need to work out a date that works for (almost) everyone, and we can't do that before we know who is even going to be invited

​i felt like a lot of what was discussed at last years summit could be left up to facilitators to organise, and be covered in a later in the year operations and team leads summit. i would like to see more of a focus on updating job descriptions, manuals, health an safety procedures and working towards more major things like getting our budget and insurance sorted much earlier in the year ​

[Jasmine Hunter]

A big factor for me is the ticket release date which has a trickle down effect. If the Summit is left to late we miss the boat on this.

[Jasmine Hunter]

ADD: and the repercussions are wide including stressed volunteers and limited planning.
I completely agree that both setting an agenda, not including items which can be addressed by facilitators and limiting numbers is crucial to be be more productive however I don't see why this can't be done before the Summit regardless of an agreed date.
We are going around in circles on this topic and it's counter productive.

[Shelley Watson]

can everyone fill in the poll as per ben's rewuest so we can get a date locked in?

https://doodle.com/poll/ey8acvqfynad47iv

[trea...@kiwiburn.com]

Goal is that by end of the Summit weekend we actually have our Budget 2019 drafted based upon prior year actuals and what Summit determines are the objectives for the next year and hopefully some recommendations on a financial strategy for next few years regarding what surplus we should make each year and what it is to be used for.

[Mel O]

So I have been following this thread as I know Roh went last year as KAC chair, but I have had no chats with anyone about whether I will need to be present, and if my voice needs to be heard, has there been a finalised list and if so could someone please contact me with the outcome. Thanks!

[Shelley Watson]

mel, are you taking over from roh as kac chair / art lead?  

[Mel O]

I have been KAC chair for about 6 months now, and no not taking on art lead.

[Poppy Norman]

Looking at the Doodle it seems the weekend that may suit the most is the 26/27th of May. Should we go ahead with planning for that date? Is there anyone who we will is essential that we should check in with re: dates?

Does anyone have an opinion on who should be attending this summit?

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[Jamie Ryan]

I'm fine with those dates.

Minimum ExCom. Plus extra Team Leads CC, Gate, Ticketing, Volunteers...

Jamie

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[Poppy Norman]

Would you mind explaining why you think we should have all those people at the summit? 

On Thu, 15 Mar 2018 at 12:26 PM, Jamie Ryan <jamie.p...@gmail.com> wrote:

I'm fine with those dates.

Minimum ExCom. Plus extra Team Leads CC, Gate, Ticketing, Volunteers...

Jamie

On 15/03/2018, at 12:01, Poppy Norman <pop...@gmail.com> wrote:

Looking at the Doodle it seems the weekend that may suit the most is the 26/27th of May. Should we go ahead with planning for that date? Is there anyone who we will is essential that we should check in with re: dates?

Does anyone have an opinion on who should be attending this summit?

On Tue, Mar 13, 2018 at 7:50 PM, Mel O <moom...@gmail.com> wrote:

I have been KAC chair for about 6 months now, and no not taking on art lead.

On Tuesday, March 13, 2018 at 9:13:22 AM UTC+13, Shelley Watson wrote:

mel, are you taking over from roh as kac chair / art lead?  

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[Jamie Ryan]

I'm not thinking all of ExCom but a representative and not all Team Leads. Just CC, Volunteer, and Gate.

Jamie

[Geveta Cook]

If ExCom members are able to make it to summit they should. They lead there respective departments (the whole pint of the restructure). 

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[Shelley Watson]

agreed all ExCom / Facilitators who are available. Will we have a new Arts facilitator by then? If not, Mel O for sure.

Gate, Ticketing and Volunteer Team Leads too - maybe just for one day, or two? CC, Greeters, Town Planning or Rangers Leads prob not needed at this meeting?

[Jasmine Hunter]

Hayley will have left the country by then so I'll be representing both Gate and Ticketing.

[Jasmine Hunter]

What's happening with Summit? Can the date be agreed? Followed up by who is going and setting the Agenda?

[Poppy Norman]

Okay this is getting ridiculous. Does anyone have any desire to go ahead with this and organise it?

Otherwise I will go ahead and organise it for May 26/27th and invite the following people

Poppy 

Shelley

Jamie

Ronan

Tania

Geveta

Andy

Jo

Karl

Jaz

Kali

Given who is attending I will look at venues in Auckland. 

On Tue, Mar 27, 2018 at 12:08 PM, Jasmine Hunter <morepork...@gmail.com> wrote:

What's happening with Summit? Can the date be agreed? Followed up by who is going and setting the Agenda?

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[Shelley Watson]

thanks poppy for taking this on, I have no capacity currently to help.

I had in mind that it would be ExCom / Facilitators only? We need an arts person to represent that team. Mel? Was she available? If not, someone else?

Why Kali? we have ops facilitators there so that should be all that's needed this time? if the idea of having another summit later in year is a thing, then would she be better coming then?

Not sure we need conduct committee? Gate? maybe just for one day, or morning/afternoon if needed?

[Jamie Ryan]

Thanks Poppy. 

@ Shelley. Considering Kali is training into Ops I think she would be good to include.

As mentioned previously, looking at this last burn gate and conduct committee are both going to be very discussed topics.

Jamie

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[Mel O]

I am not sure where I will be end of May, and I have left pretty side lined and ignored by the wider KB organisational crew, so I am not prepared to go out of my way to make myself available right now. 

Eryn would be great to represent the arts at Kiwiburn. I vote you ask her.

On Thursday, February 1, 2018 at 12:25:38 PM UTC+11, Karl wrote:

I know its early but we should probably actually get into the practice of having a date booked before the event in future.

I am keen to help organise a summit, if you guys are keen to let me go for it. The only catch is that I can only attend if it before March 27 or after May 14.

Things that need to be done.

- Attendance list

- Find a date and book venue

- Draft an agenda

- Organise food

Thoughts?

[Jasmine Hunter]

Don't forget Gate and Ticketing will be represented by one person and its crucial that Ticketing is discussed.

[Shelley Watson]

I was querying it because Ops seem well represented with nan, poppy, karl and tania. a fifth Ops person seems like overkill. facilitators will have a good overivew of their team and be able to report back without the whole team in attendance?

I think Kali is great, tho wondering if the second planned summit a better place to have her attend, as that is mooted to be more of a planning meeting which seems more relevant to someone in training? and if there is a separate Ops meeting this year, that would be more relvant too.

Gate is is also Ops. I agree that Ticketing is very impt to attend.

@Mel, sorry to hear you feel sidelined. what needs to happen to make you feel more incuded? thanks for recommendation of Eryn.

[Poppy Norman]

Umm out of those 4 people I am the only one who is Ops .  .  . Nan is MPW lead, Karl is Site Manager Lead and Tania is Site Office Manager - yeah they all work onsite during build and/or the event but they are not and do not represent Ops. I would like Kali there as she is my 2IC and a big part of learning the role is interacting with excom, she was also amazing this year and was heavily involved in all aspects of the build and event so her fresh perspective is extremely valuable. 

I would like Jo and Karl there because they leaded the SM team and we have some massive things to discuss (will not mention them here due to privacy) that their input is essential on. 

I would like Jaz there because as she mentioned some of the biggest issues we are going to have to cover are her area. 

I think instead of looking for someone to represent the art side of things we should be urgently recruiting to fill that facilitator role and inviting that person.

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[Shelley Watson]

thanks for clarification re: wanting kali to be there. sounds good. I also think she's valuable. 

under our structure, mpw, site office and gate come under Ops: http://www.kiwiburn.com/about/how-it-works/ which is why I see it like that, and why the proposed list seems so Ops heavy. tho this is confusing, poppy, as you say you're Ops, and I've messaged you at Ops email, tho I thought you were site safety facilitator?

totally agree arts facilitator needs to be sought asap, and a chairperson. I think most importantly, we need someone to represent arts who has been part of the process for this year.

[Poppy Norman]

Yeah basically we sort of have two things we call Ops for some reason, its something that has been bought up before and needs to be actioned as its quite confusing. 

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[Jasmine Hunter]

I get confused by what falls under what too. Maybe we should stick that on the agenda.

[Geveta Cook]

Ya I thought Nan took the Ops role and Poppy you the site safety (according to the org chart).

I agree with the list proposed. Slightly concerned at not having a chair present for summit.

Agree someone need to fill arts facilitator urgently, but we need someone to at least represent to 1) run down the past year and what needs to happen 2) to communicate and have al at summit understand these and how we can assist

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> On 29/03/2018, at 4:51 PM, Jasmine Hunter <morepork...@gmail.com> wrote:
>
> I get confused by what falls under what too. Maybe we should stick that on the agenda.
>

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[Jasmine Hunter]

If it helps at all, I've started a more detailed event timeline with all the deadlines required that I'm aware of that relate to each other. I can't find the one Nicola created someone sent me last year. A timeline that we can write on as we go would be constructive perhaps?

[Mel O]

You really need an arts rep at the summit, and someone who has been through the last year. We do not want to be represented by someone who has no idea what has happened, they will be ill-equipped to represent us. the arts are a big part of Kiwiburn and it deserves adequate representation, if you get a new arts lead invite them AND eryn (she in my eyes is the only one that will be able to adequately represent the arts team). 

[Poppy Norman]

Yup Nan is the Ops Facilitator and I am the Site Safety Facilitator but I am also the Operations Manager. We just need to change the name of Ops Facilitator and that group on the org chart. Can be discussed elsewhere but. 

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[Geveta Cook]

I guess that needs discussion. My impression was that the ‘facilitators’ are the ‘managers’.

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[Geveta Cook]

Also yeah either way invite Eryn 

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[Karl]

So... Is there an agenda for the summit yet?

[Poppy Norman]

Working on it now. Let me know if you want me to add something?

On Mon, May 21, 2018 at 7:17 PM, Karl <karldm...@gmail.com> wrote:

So... Is there an agenda for the summit yet?

[Karl]

Can we know what's on it now?

[Poppy Norman]

I think the link to the doc was sent to your KB email 

On Tue, 22 May 2018 at 5:10 AM, Karl <karldm...@gmail.com> wrote:

Can we know what's on it now?

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[Shelley Watson]

I'll add mine tonight.