Revised Org Structure - 2019 Summit

[Secretary ExCom (Geveta)]

Please see attached Kiwiburn Org. Chart following 2019 Summit, voting can follow. 

Andy and Tania - is this box surround for the ExCom Facilitator's suitable? (Sorry if I've misunderstood here).

The Event Management image will link to the Event Management Team Structure, which comes into play around the Event period. 

Previous thread here. 

(side note, I think ExCom can just action this upon agreement rather than voting? In terms of our Rules I mean). 

[Andy the Treasurer]

My suggestion was to incorporate all Officers & Facilitators roles within the box currently shown separately as "ExCom" and have ExCom "report" to Kiwiburn Inc (i.e. the Ordinary Members) which was to be shown in a separate box above it.  This is because the Officers and Facilitators are ExCom itself not separate functions reporting to ExCom.  It also shows where Ordinary members sit in relation to the governance of Kiwiburn as per the Chair's thoughts.

Not sure of best way to show/format all this or get it to fit on one page and still be readable - but here is my rough version of the  Alternate Org Structure 2019 the way I see it operating.

Whilst both Conduct Committee and the proposed Event Management sit outside ExCom, they both still have an ultimate reporting function to ExCom with EM also liaising throughout the year with all of ExCom including the Facilitators as well as all their Teams below them - hence dotted box from EM going around all the other positions/roles including CC which I think EM need to liaise with as well e.g. in relation to on paddock support services, reporting of incidents, and gathering of information in line with CC's recommendations.

Whilst CC and EM can, and should, be involved in discussions on governance issues, in their capacity as the CC or EM group they do not have any formal voting power in relation to governance issues i.e. they are outside the ExCom box.  Whilst CC and EM have no voting power, the incumbents on EM and CC would have the normal rights and powers of individual Members to vote on governance issues raised at AGMs or SGMs..

[Andy the Treasurer]

As far as the Organisation structure is concerned this is under ExCom's control so does not need to go to a vote at an AGM, however, it does need ExCom agreement which by default is an ExCom vote.

As far as the Event Management sub-committee, and therefore the associated Event Manager/Lead role, this can be established under Rule 4.2 by a formal ExCom vote (note it needs a written scope of action to be voted in) and then has to be reaffirmed as an on-going sub-committee by a vote at the AGM:

4.2 The Committee may from time to time create Subcommittees.  

Subcommittees shall:

1. Be created by a majority vote of the Committee with a written scope of action.

2. Not exceed the scope of action granted by the Committee.

3. Exist at all times only through granted authority from the Committee, and the Committee may issue direction to, remove members from, or completely dissolve a Subcommittee.

4. Elect a Subcommittee Chairperson from the members on the Subcommittee.

5. Report in writing to the Committee on Subcommittee proceedings no less than once per month.

6. Be subject to the same requirements as the Committee in regard to notifying the general membership of Subcommittee activities.

7. Shall be subject to a vote at every AGM requiring a majority of the voting members to authorise the Subcommittees continued existence.

On Monday, 6 May 2019 14:34:17 UTC+12, Secretary ExCom (Geveta) wrote:

Please see attached Kiwiburn Org. Chart following 2019 Summit, voting can follow. 

[communicationsfacilitator]

I think Andy's layout of the org chart is really good as it immediately shows clarity of the org structure 

[Secretary ExCom (Geveta)]

Wonderful! I've taken this and shuffled some bits but copied Andy's model as our Master Org. Chart.

• Nan requested Kitchen be moved under infrastructure.
• I've distinguished the officer roles in a different way to allow these to be colour coded to their respective  'departments' or areas. 
• Design wise I've revamped some of the colours (again for our colour coding). I CANNOT figure out how to fit/print as an image. Resizing seems to eat the text, the imagery doesn't seem to copy over to a variety of sources I've tried. Shelley, it may need to be a design job to create a whole printable image sorry. 

I've attached a PDF of the chart from the initial post in this thread for our reference. 

[communicationsfacilitator]

centre camp (not center)

could I get editing access or can you duplicate a version I can look at / work on?

[Pete Wyatt]

I suggest that you do a big media push about what "center camp" is as
the reason it was renamed "town hall" is that very few of our newer
participants actually realised it was a public space available to be
used by participants, instead they thought it was somebodies theme
camp and there were calls over social media for a public space that
could be used for workshops etc

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[Secretary ExCom (Geveta)]

Ahhhh sorry I thought I'd updated my typo through (yes this was in other places). Thanks Shelley! I gave you editing access this morning to the Master file, not sure if you want to play with a duplicate slide or wizard up something with your Design resources.

Just a thought following Summit - do we want to establish Sustainability on here? If so, I'd like to suggest it placed under Chair. Personally I'd view this role as a holistic one that will encompass all departments, analysing aspects from infrastructure and community engagement through to admin and financial etc. 

[communicationsfacilitator]

Thanks Geveta.

Lumos, turns out many people find the name Town Hall too formal, and Burners from around the world are immediately used to the name Center Camp. Is that your experience of other burns?

[Andy the Treasurer]

Can see how Centre Camp could be misinterpreted, but similarly Town hall can also be seen as being a place purely for administration of, and decision making for, a community as opposed to being a public space for workshops and meetings etc.  

Perhaps put out a call for more suitable name e.g. Community Centre, Community Hall, Community Campus, The Common (although look out for Wombles invading that one)

[Pete Wyatt]

At Modifyre they call it The Heart

Afrikaburn and Blazing Swan don't have one

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[ExCom Chair]

Is everyone happy with the proposed org structure?
I would like to move to a vote tomorrow.

[Secretary ExCom (Geveta)]

Shelley made it all fit on one page! CUrrent version is now here. 

Jamie I've added Crew Management as well - welcome Sally! 

Are we able to revisit moving Noise Management, Security, and maybe Medics under Event Management again - much like Andy's 'Contractors' idea for this role? When I set up the KB docs folders in the operations/Event Management email, this seemingly makes sense. EV could handle the booking of security, and we've previously discussed having the Event Management team having a dedicated individual to manage noise. This would also break down the Site Safety Facilitator role to be a little less daunting....

[communicationsfacilitator]

are we able to get the org chart finalised asap? what is holding it up?

[Secretary ExCom (Geveta)]

Now that we've got Kali on board, I'd like to re propose Andy's Contractors idea - breaking up the Site Safety and Event Management responsibilities a bit more. Keen to hear Kali's thoughts on this. I'd also like to remove the idea of Event Management being a subcommittee. My thinking is that EV suits being a Team/Team Lead, possibly even an ExCom role due to the sensitive undertakings of the role. 

[ExCom Chair]

For Kali's reference, this is the current proposed Org. Chart.
I agree that Noise Management needs to be moved to the Event Management. 

[Secretary ExCom (Geveta)]

Updated following tonight's vote on the Event Management position being an ExCom position: https://docs.google.com/presentation/d/1PSs-gi2y8N_gvRr4k0laUumDzU-hlVV862BBUZ_wicQ/edit#slide=id.p1

Kali - please share your thoughts on any other areas you believe should sit under the Event Management position (shameless plug of Andy's contractors model here).

I'll add an Asana task to write up to announce this chart (obviously waiting on any pending changes, and will post to ExCom for review) ahead of voting our final chart in. 

[communicationsfacilitator]

one consideration is the structure makes 10 person ExCom and an uneven number always better for voting. however, that's not a dealbreaker

[Andy the Treasurer]

In general for meetings the options are (1) Chair can have casting vote as well as deliberative one, or (2) Chair has no casting vote and the norm is that if vote is tied it is deemed not to pass i.e. must be >50% not =50% to pass..

In our case however, our current Rule 6.4 gives the Chair a casting vote.

Note the outcome of a vote is also determined by whether a vote is occurring at a live meeting or on group thread as the outcome will depend on whether for the motion to pass the vote requires a simple majority or an absolute majority i.e. respectively  >50% of those voting or >50% of those entitled to vote e.g. >50% of ExCom members attending and voting (i.e. excluding abstentions)  or >50% of the total ExCom membership.

[Secretary ExCom (Geveta)]

I may be well off track here, but was just sorting some filling hand had a thought. Kali, I've previously moved Noise and Sounds into the Event Management folder (not depicted on the revised org chart), what about Site Office? Nan this is currently under and filed with infrastructure. Current revised Org chart here. 

Also as a note the Black Sheep Rangers are considering a name change, it would be lovely to get this recorded on the new chart before publishing if possible. 

[communicationsfacilitator]

asap. keen to get chart finalised and up on website soon :-)

[ExCom Chair]

The Rangers said that they've sent a news story requests to Comms for Community Input on the name change?

[communicationsfacilitator]

haven't seen anything come through. can you check they sent it to news@? 

[communicationsfacilitator]

or haveyoursay@?

[Secretary ExCom (Geveta)]

FYI I've begun drafting a news announcement for this in anticipation of the Charts completion. 

[communicationsfacilitator]

thanks. really keen to present this to community asap. jasmine, could you follow up with rangers re: community discussion around the name?

[Andy the Treasurer]

There was also some talk about whether any external third parties should be directly under EM now EM is back as part of ExCom if they do not require year round volunteer liaison e.g. Fire, Medics, Security.

I think we were awaiting outcome of who is going to be confirmed as Site safety and confirm their feelings on this.

It was also raised about whether we incorporate any external partners in the diagram e.g. Deep Space, Consent Club linked under Site Safety perhaps?

On Friday, 12 July 2019 11:33:14 UTC+12, Secretary ExCom (Geveta) wrote:

[ExCom Chair]

I've asked the Rangers to check they've sent their media request to the correct emails. I don't think we need to wait for the name change however. We can update the the chart at anytime with name changes as their roles or position aren't changing.

I don't actually think we should need a sub-committee for Environmental Sustainability. When I introduced this I was thinking along the lines more of what Burning Seed have since announced they are doing which is why I kept saying I see it more as a role.
http://burningseed.com/environment/looking-for-an-environmental-sustainability-liaison/?fbclid=IwAR0MNikOuMTTw0ZmYyl2A91twdaQANfgg87wpucvfpQlCMEt1RNoSX9Ls1g

[Secretary ExCom (Geveta)]

Agree with both points below Jaz (though will still push for this to be called Sustainability (Manager?) rather than Environmental Sustainability since having the title corrected by the Sustainability Manager I sit next to at work).

Andy, I still like the idea of external parties of Medics, Security, and Fire being booked and managed by the Event Manger position, with the Site Safety Facilitator leading those KB specific roles for the year round period. I do agree with you though that this is something that can be worked out by the Event Manger and Site Safety Facilitator once the later position is filled. Again why I'm keen to get that JD finalised and published ASAP as the Site Safety role may take time to fill. Plus I'm all about helping hands at this point :D 

[communicationsfacilitator]

a note, yes the chart can be changed at any time, tho this idea created more work for web / comms team, so ideally it would be finalised and updated to avoid extra work for volunteers

[Event Manager]

The tricky bit becomes if we decide to centralise all contractors under a central contractor manager. Nan has said he is open to the concept if we can find someone with those specific skills, not just a rando. Tho Event manager would still need to be involved of course. Happy to have Event manager look at outward facing contractors and Site safety internal if it turns out that way. Also, I would have site safety role liaise with community initiatives. I am a little cushion about leaning too heavily on concent club/deep space in case one year they don't show up but a clear line of communication with them is a great idea.

[communicationsfacilitator]

we need to get this org chart online asap so volunteers applying for roles can view and understand the structure.

I am going to change name from black rock rangers to rangers and put it online, any other small changes can be made at a later date if needed.

nb no email has ben received from rangers re: a name change for community discussion 

[ExCom Chair]

I agree that we don't need to wait for their official name change. Will chase this up with them again. In the meantime, "Rangers" is fine.
I'll start a vote.