KB Support Services Summit 2019_Proposal For Budget/Funding Item

[ExCom Chair]

Please see the funding request attached. 

It would be good to close this off ASAP please in order for Poppy and Mary to book flights if it is approve. If any ExCom members oppose this funding request please state reasons or queries.

Thanks.

[communicationsfacilitator]

sounds really useful. it would seem helpful to have the documentation specialist there too, maybe also taking minutes? 

sounds like there is a lounge room in mind? what is the thinking behind that as is quite a few people in attendance? rather than a lounge, how about a more formal meeting space, maybe the one we've used in kingsland?

also, food prob needs to be factored in to the budget as you're going to need a lot of sustenance; x8 x $30.00 = $240.00/day

[Secretary ExCom (Geveta)]

Whilst I'm on board in principle (glad to see Deep Space and Consent Club represented), this appears to be or a Department that doesn't exist (yet)? 

Just to reiterate where we are with our departments: 

Master draft (linked into other documents (I'll continue to update this with our agreed changes as has been the case)

Event Mangers draft Poppy is working on - we understand this still has yet to be completed (not sure whats up with the arts(?) department)

Contractors example Andy suggested on thread

Support services example Poppy had proposed on thread

As a side note, I saw Olivia had shared they intended to move to Melbourne recently - need to check and possibly factor this cost in. 

[Poppy Norman]

Support services is not a department and is not intended to be. It is an umbrella term for various kb departments that provide safety support to participants 

Not sure how department update is relevant?

As Deepspace and CC are not KB departments their attendance is not critical (albeit ideal) so we will not be seeking funding for their attendance.

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[ExCom Chair]

I have requested both Ollin (Consent Club) and Monty (Deep Space) are included in the meal fund, it's the least we can do for their time attending as volunteers. We are not covering travel for them.

[Secretary ExCom (Geveta)]

Possibly confusion from the terminology use i.e 'Departments' rather than Teams, though I'd say it's relevant given the proposals of Org. structure we have. I agree re meals Jaz. 

[Jasmine Hunter]

Is there any opposition to this? I would like to get this closed off today so that Poppy can book flights.

[crewfacilitator]

Looks good.

[communicationsfacilitator]

I think this is an important thing to coordinate and useful. are there other meetings planned with poppy the same w-e for other things - taking advantage of being face to face? 

[ExCom Chair]

Not that I'm aware, although this will take up all day both Saturday and Sunday.

[Andy the Treasurer]

I had suggested to Jaz the possibility of setting aside some time outside of Support Services sessions to go through Event Management tasks with Poppy and Jaz so that we (me and Geveta?) can build up a detailed Asana project with all tasks and timeline etc.  Face to face would be easier and involve just listing tasks (not deciding or discussing them as such) with the goal being to take the initial Asana workload off EM and EM team so that they then only need to amend and tweak the model once we have built it up for them.

[Secretary ExCom (Geveta)]

An Event Management 'Department' or 'Project' has been set up on Asana already that can be edited an updated. This happened organically as I was reshuffling tasks, as you can add one task to many projects. The 'double up tasks' are within the project,with the relevant Facilitator assigned. This way Event Management has that 'advisory capacity' overview Poppy's described for the tasks that require it. 

Event Manager task were all assigned to the unused Operations gmail which Jamie and Brad have re-vamped into eventm...@kiwiburn.com. I understand there will need to be a shared 2iC email for the EV Team to access an contribute to the Asana and GDrive info. 

[Secretary ExCom (Geveta)]

Did we have further news on this funding item? 

[Secretary ExCom (Geveta)]

The Support Services Summit is still planned for next weekend, the intent is to move forwards with this funding application with Kali taking Poppy' place for funding costs. Jazz and Kali have requested I attend to do admin things were possible. I've drafted a skeleton Agenda for this which I've sent out to the respective attendees to contribute to. We're still on the look out for a kind volunteer's lounge space as a venue, with Koha offered as gift. Andy has pointed out that ExCom have never approved this application - can all ExCom please confirm/voice objection ASAP. 

[ExCom Chair]

Thanks Geveta.
Without Poppy's experience, direction and knowledge onsite, holding this Summit proves even more invaluable to getting Ops and the supporting services all in the same page.
Thank you to everyone who is attending.
Geveta, could you please allow suggesting on the Agenda? Thanks for creating it.