ExCom Summit

[ExCom Chair]

Hi everyone.
We need to book the ExCom Summit dates.
I'd prefer it to happen as soon as possible.
How is everyone placed for May?
I'll find out dates the meeting space is available.

[Ronan Infrastructure Facilitator | Kiwiburn]

may if fine for me, i just need to know ASAP

--
You received this message because you are subscribed to the Google Groups "kiwiburnExComLIVE" group.
To unsubscribe from this group and stop receiving emails from it, send an email to kiwiburnexcoml...@googlegroups.com.
For more options, visit https://groups.google.com/d/optout.

--

Kiwiburn

Build something. Fly something. Float something. Burn something... bring it to Kiwiburn!

This email is intended solely for the person or entity to which it is addressed. the information it contains is confidential and may be legally privileged. Any review, transmission, dissemination or other use of this email may be unlawful. If you are not the intended recipient, please notify Kiwiburn immediately and destroy the email from all sources. Thank you. Kiwiburn accepts no responsibility for changes made to this email or to any attachments after the original transmission.

[communicationsfacilitator]

can we do a doodle poll? 

[Secretary ExCom (Geveta)]

Late May was proposed on the spreadsheet timeline (now in our KB Calendar) that was presented at summit last year.

Eden Garden have a 20-25 people room available on the 25-26th May for $375 per day.MTGRM (last years space) and Potters Park are not available, I've not tried other spaces (these are the ones Shelley sent through). I should be getting an email with more information (additional equipment hire etc.) today if we like this option. 

I had a quick look at www.sharedspace.co.nz but need a numbers estimate to narrow down.

If we want to do a Doodle Poll to choose dates for the 2019 KB Summit, we'd need to find alternative spaces. 

[Ronan Infrastructure Facilitator | Kiwiburn]

eden garden looks good, nice size and central location. is there a kitchen?

--

You received this message because you are subscribed to the Google Groups "kiwiburnExComLIVE" group.
To unsubscribe from this group and stop receiving emails from it, send an email to kiwiburnexcoml...@googlegroups.com.
For more options, visit https://groups.google.com/d/optout.

[Ronan Infrastructure Facilitator | Kiwiburn]

i also feel like end of may is very far away, as is a lot of may. can the end of april be included in a doodle poll please?

[Secretary ExCom (Geveta)]

Please summit your Doodle Poll votes for KB19 Summit dates here - All ExCom MUST vote, and email or forward the link/thread to their relevant Team Leads for voting. 

This poll uses the dates available at Eden Garden, more information here.We may not want to use this though their catering is expensive per person (morning tea $10-$15 pp, lunch $24.50pp buffet style) 

• The Gallery Room, capacity 25 people (that can hold up to 30), room hire for the day is $375. 
• Our hours of operation are from 9am – 4pm. Anytime outside these hours must be pre-approved with café and will incur $50 per half hour.
• We do not allow any external catering or outside food in our room hires or at our café tables.

I'm open to finding another space, this was the information sent through after I inquired about the dates. If we want a May or prior Summit everyone should complete the poll anyway. 

[communicationsfacilitator]

also, when I enquired for comms meet up all equipment hire was on top of room hire. 

[communicationsfacilitator]

I'd prefer a doodle poll asking the team about their available dates rather than just what's available for one venue?

[Secretary ExCom (Geveta)]

Sorry was working with the options and dates you'd first sent through. I've edited the Poll to have all weekends apart from Easter 13 April - 23 June as options. 

[communicationsfacilitator]

ok, thanks.

[Andy the Treasurer]

Eden Garden looks a bit pricey once you factor in any extended hours plus all food/catering must be provided by them.

Maybe once we have an idea on attendees availability we can look at other sites (happy to help out with this Geveta0.  Lots of schools and community groups make rooms available for hire with kitchen facilities for morning tea etc and have audio visual and other resources available,  Many also offer discounts to other community or non-profit organisations (as opposed to commercial ventures) wanting to use their facilities.  Catering alone at Eden Gardens looks like it would be close to a $1,000

[sitesafetyfacilitator]

Eden Gardens is definitely not the ideal venue, my dad used to own it and so spent quite a lot of time there and we are definitely the wrong vibe haha.

I'll write a list of numbers this weekend but it won't be anymore than 15.

[ExCom Chair]

Can we get everyone to participate in the poll please? Ignore the heading with the venue. We're nearly there with the date options! :)

[ExCom Chair]

Doodle poll link:

https://doodle.com/poll/c2xv8nhk3p9h7p8w

[Poppy Norman]

 and email or forward the link/thread to their relevant Team Leads for voting. 

I am quite confused by this. The summit is specifically for the excom - sometimes team leads will be invited on an individual basis after a specific discussion from the excom. 

For example last year after writing the agenda it was clear that many of the topics would require Jo's input as the SM lead so we invited her.  

Until we know what we are going to be discussing specifically we should only invite excom, someone to facilitate and someone to write robust minutes if required. 

On Fri, Mar 8, 2019 at 7:10 PM ExCom Chair <comm...@kiwiburn.com> wrote:

Doodle poll link:

https://doodle.com/poll/c2xv8nhk3p9h7p8w

[Secretary ExCom (Geveta)]

I am quite confused by this. The summit is specifically for the excom - sometimes team leads will be invited on an individual basis after a specific discussion from the excom. 

 

I refer to it as the KB Summit for this reason. 

Until we know what we are going to be discussing specifically we should only invite excom, someone to facilitate and someone to write robust minutes if required.

Chair heads the Summit, Secretary creates minutes as previous years (this has been in the JD's for these roles). 

[ExCom Chair]

The ExCom Summit has been confirmed for the first weekend of May.
ExCom members please RSVP to the calendar event I emailed out.

[communicationsfacilitator]

what is the thinking around the food options for the summit?

[Ronan Infrastructure Facilitator | Kiwiburn]

did we just uber eats last time or did we order catering style foods?

i'm happy to go shopping fri eve for snacks, tea, coffee etc

On Fri, 12 Apr 2019 at 14:02, communicationsfacilitator <communicatio...@kiwiburn.com> wrote:

what is the thinking around the food options for the summit?

--

You received this message because you are subscribed to the Google Groups "kiwiburnExComLIVE" group.
To unsubscribe from this group and stop receiving emails from it, send an email to kiwiburnexcoml...@googlegroups.com.
For more options, visit https://groups.google.com/d/optout.

[communicationsfacilitator]

we def ordered lunch online last time, tho had breakfast / snack things bought. ordering online / uber eats or catering from local cafe good for me.

check if tea and coffee supplied by accommodation?

[Andy the Treasurer]

Here is the breakdown of last year:

Summit ExCom
Date	Description	Net	GST	Gross
Food & Beverage
25 May 2018	Four Square Hunterville Nan et al	48.39	7.26	55.65
25 May 2018	Four Square Hunterville Nan et al	38.84	5.83	44.67
26 May 2018	Jasmine Hunter - New World	161.85	24.28	186.13
26 May 2018	Karl Matthews - Uber Eats	226.19	0.00	226.19
26 May 2018	Jamie Ryan - Atomic Roast coffee	9.57	1.43	11.00
27 May 2018	Countdown	64.35	9.65	74.00
28 May 2018	Glengarry Wines - Beverages	119.96	17.99	137.95
29 May 2018	Hell Pizza	170.87	25.63	196.50
Total Food & Beverage		840.02	92.07	932.09

[Secretary ExCom (Geveta)]

Do we have a projector or Summit? I may be able to access one if not. 

[ExCom Chair]

I haven't asked work yet. If you are able to get one, great! If not, let me know and I'll ask work but can't guarantee anything.

[ExCom Chair]

Ronan has let me know he is no longer attending.

[Secretary ExCom (Geveta)]

Ange can kindly lend us her projector for the weekend, I'll pick it up from her tonight :) 

[ExCom Chair]

Awesome. Thanks to you both.