excom ftf agenda and structure(was Re: Re: Kiwiburn Secretary)

[Bruce Scanlon]

On Wed, Feb 22, 2012 at 11:54 AM, fire...@gmail.com <fire...@gmail.com> wrote:

Also do we have an agenda yet? Sorry if its on an earlier message... Happy to start an agenda thread and then organise for f to f too :)

Good question!

I'd like to do the ftf as we did before.  which was basically:

- a clearing
- talking stick as everyone states their vision
- brainstorming topics of discussion onto a whiteboard (these could also be pre-collected)
- discussing topics in order of group preference.  No votes/final decisions

 Bruce :-)

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Sent from my Nokia phone

------Original message------
From: Kathy Guidi <kag...@gmail.com>
To: <kiwiburn...@googlegroups.com>
Date: Wednesday, February 22, 2012 11:10:03 AM GMT+1300
Subject: Re: Kiwiburn Secretary

That's awesome Emma.   Either way, would you been keen to take the minutes
for the ExCom F-t-F?   We need someone to be the recordkeeper at the get
together.

On Wed, Feb 22, 2012 at 11:06 AM, Firey Emz <fire...@gmail.com> wrote:

> If Ash is not keen (and I think you should offer it to her first for the
> reasons you've said), I could and would be happy to do this role, I have
> good internet access and it would be good to have a role I can do from
> welly.......
>
> Let me know what you think, or we can talk about it in a coupel fo weeks
> when I see you all :)
>
> Emma
>
>
> On 22 February 2012 10:53, Kathy Guidi <kag...@gmail.com> wrote:
>
>> As you all should realize, we have been operating without a secretary for
>> many  months now and we need to fill this role of asap.      I really
>> really really want someone who can do this role properly and stay on top of
>> us.   I know that I've sometimes 'filled in' as the admin/secretary person
>> but I need to not focus on this anymore as I've got more than my share to
>> do for Kiwiburn.
>>
>> There was some talk mentioned that maybe Ash would make a good
>> secretary.   Even tho she's in Oz, if she's willing to review our email
>> threads on a monthly basis and put out notes/reminders to the committee,
>> that would be a huge improvement for us.    Does anyone know if she's
>> interested and/or can someone forward her this email with the job
>> description?
>>
>> I assume no one on the current committee wants to do this role?
>>
>> We'll be putting a newsletter together shortly and I think we should post
>> for this job opening.  We'd already posted on the forums in the past so can
>> just lift most of this for the EFP:
>>
>> http://kiwiburn.com/forum/viewtopic.php?p=7918#7918
>>
>>
>> Job Responsibilities:
>>
>> The Secretary is one of our three officer roles. Officers have no
>> specific authority, but we are required to have these roles filled. The
>> Wrangler’s primary role is as record keeper of the ExCom’s activities.
>> General duties involve creating meeting agenda; posting agenda on forums;
>> taking meeting notes and posting minutes to ExCom and foums; and keeping
>> track of ExCom email discussions.   You must have internet access on a
>> regular basis.
>>
>> The ExCom tends to hold meetings about every other month, so
>> recordkeeping takes two forms.
>>
>> 1. On months with a meeting,
>>
>> * Post on forums the date/time of the meeting
>> * Post on forums the agenda of the meeting
>> * Take notes during conference call meeting
>> * The Secretary may help to moderate the meeting so as to facilitate note
>> taking.
>> * After the meeting the Secretary posts the meeting notes to the ExCom
>> for review.
>> * After the meetings notes have been edited, then they are posted to the
>> forum.
>>
>>
>> 2. On months that do not have a meeting,
>>
>> * The Secretary will write a summary of the ExCom's activities/any
>> decisions made since the last meeting.  This includes reviewing all ExCom
>> email correspondence and making note of any open items that still need
>> final decision-making.
>> * The Summary is posted to the ExCom for review.
>> * Final Summary is posted to the forums.
>>
>
>

[Kathy Guidi]

I agree we'll brainstorm once we're all together about topics but the main ones for me are:

1.  Review of Jez's security report & discussion of security (which he'll be compiling next week)
2.  Site Search
3.  Determine our policy for banning people

Other things I'm interested in:

4.  Developing procedures for all areas (Gate / Greeters /Depot / Artery / etc)
5.  Financial Review
6.  Ticketing Process and what happened this year

[Kathy Guidi]

ExCom Summit only a week away!   To spur everyone's thought process regarding what needs talking about,  I've attached the 2010 Summit Meeting Minutes;  Jez's 2010 Security Report; and this years' Medic Report.     Everyone should have a read through beforehand please.   Interestingly many of the things we identified in 2010 were still issues for us in 2012.

Cass/Leo/Lumos -- if you have anything in particular you want discussed/brought up at the meeting in your absence, can you chime in and we'll make sure to cover the item.

On Thu, Feb 23, 2012 at 6:24 PM, Kathy Guidi <kag...@gmail.com> wrote:

I agree we'll brainstorm once we're all together about topics but the main ones for me are:

1.  Review of Jez's security report & discussion of security (which he'll be compiling next week)
2.  Site Search
3.  Determine our policy for banning people

Other things I'm interested in:

4.  Developing procedures for all areas (Gate / Greeters /Depot / Artery / etc)
5.  Financial Review
6.  Ticketing Process and what happened this year

   7.   Gate operating hours
   8.   Town Planning & Placement
   9.   Media Sub-Committee Changes
  10.  How to bring on and manage new volunteers