AGM/last event - feedback please

[Aine Kelly-Costello]

Hi guys,

This email is very long sorry but it'd be great if you could read
and respond ASAP so we can get things sorted for the AGM. This
is really important as we need to organize a committee for next
year now to set up an OWeek stall if we want members! It's
probably easiest just to write responses under each question.

First off, I just noticed I actually have a workshop thing on the
22nd when we were going to hold the AGM/EVENT. I can definitely
get out of it if I need to, but I was wondering if there's any
chance you could both do another day? I can't do Friday but I can
do all other evenings that week (21st, 23rd and 24th). Regarding
what event to do with the AGM, what do you guys think about doing
scrabble again? Either that or just going to like a café or
somewhere just to socialize?

I was starting to think about important things we need to
organize within the next three weeks:

1. I reckon we should advertize that all committee positions
will be re-elected. I think we should have a president,
secretary, treasurer and an event organizers. Thoughts? We
should have a list of what each role is responsible for in
general terms to show people if they want to know. I've attached
a proposed list, any feedback?

2. Advertizing the AGM. If we actually want a committee next
year, we will need to make sure as many people know about the AGM
as possible. Rouan, would you mind making posters advertizing it
and sticking them up around Arts1, Arts2 and perhaps also
Commerce A if we're allowed? I will do my best to spread the word
with friends and on Facebook. Nastassja - I know you really
don't have much time but if there's anyone you know of who may be
interested it would be really helpful if you could even just
invite them to the Fb event once we have one.



3. Membership. I think it looks more official if people need to
be a member of LLS in order to come to the meeting, but that they
can pay on the day to get membership for 2014. What do you guys
think about having the membership last a year rather than a
semester? It seems more straight-forward to me. Would $5 be a
good fee (most non-sporting clubs I know of are $5 or $10)? I
also think we should have a google docs form for people to sign
up, I've seen a lot of them for other clubs/events and it looks
simple to manage.

4. Keeping track of who's a member. I have a funny feeling that
80% of the people on that old list of members we have been
emailing are not really interested in LLS any more or have left
UoA. Obviously we need to do something about that, but I'm not
sure what the best way of handling it would be. Any ideas? One
possibility would be to email the list with a link to the google
docs membership form and say that we are just trying to establish
who is interested, so to please either reply to the email or fill
out the form if they'd like to stay on the members list for 2014.
Give that two or three weeks and then delete everyone who hasn't
done either of the above. Also, regarding Facebook, I think an
LLS group would work much better than a page for several reasons.
Nastassja what do you think? That shouldn't be too difficult to
change over. I think it's fine to allow people to be in the Fb
group or on the mailing list without paying, as long as the
treasurer knows who has and hasn't paid. Do you guys agree?

ANYTHING ELSE I'VE MISSED??


Thanks very much for reading. All input is greatly appreciated
:)



Hope you had a good weekend,


Aine

[Rouan van Ryn]

Hi all,

Comments below.

Rouan

On 10/6/13, Aine Kelly-Costello <ain...@gmail.com> wrote:
> Hi guys,
>
> This email is very long sorry but it'd be great if you could read
> and respond ASAP so we can get things sorted for the AGM. This
> is really important as we need to organize a committee for next
> year now to set up an OWeek stall if we want members! It's
> probably easiest just to write responses under each question.
>
> First off, I just noticed I actually have a workshop thing on the
> 22nd when we were going to hold the AGM/EVENT. I can definitely
> get out of it if I need to, but I was wondering if there's any
> chance you could both do another day? I can't do Friday but I can
> do all other evenings that week (21st, 23rd and 24th). Regarding
> what event to do with the AGM, what do you guys think about doing
> scrabble again? Either that or just going to like a café or
> somewhere just to socialize?
>

As far as I know at this point any evening is equally good / bad for
me. Since we've done Scrabble twice this semester (I think), I
suggest we just do a social thing this time. Kiwi Music Cafe of Queen
St is friendly and has good pizza (at least last time I went there,
which was a while ago).

> I was starting to think about important things we need to
> organize within the next three weeks:
>
> 1. I reckon we should advertize that all committee positions
> will be re-elected. I think we should have a president,
> secretary, treasurer and an event organizers. Thoughts? We
> should have a list of what each role is responsible for in
> general terms to show people if they want to know. I've attached
> a proposed list, any feedback?
>

Agreed re advertising all positions. I'll look at your proposed list
when I get a chance.

> 2. Advertizing the AGM. If we actually want a committee next
> year, we will need to make sure as many people know about the AGM
> as possible. Rouan, would you mind making posters advertizing it
> and sticking them up around Arts1, Arts2 and perhaps also
> Commerce A if we're allowed? I will do my best to spread the word
> with friends and on Facebook. Nastassja - I know you really
> don't have much time but if there's anyone you know of who may be
> interested it would be really helpful if you could even just
> invite them to the Fb event once we have one.
>

I can make some posters once we know the time and place. I'll
advertise it as a social evening plus AGM.

>
>
> 3. Membership. I think it looks more official if people need to
> be a member of LLS in order to come to the meeting, but that they
> can pay on the day to get membership for 2014. What do you guys
> think about having the membership last a year rather than a
> semester? It seems more straight-forward to me. Would $5 be a
> good fee (most non-sporting clubs I know of are $5 or $10)? I
> also think we should have a google docs form for people to sign
> up, I've seen a lot of them for other clubs/events and it looks
> simple to manage.
>

In general anyone may attend an AGM, but only financial members have
voting rights. Paying on the day would be fine.

I'm happy with having an annual membership fee, but we would want to
offer a discount for people who sign up in semester two (of next
year). It's better to have this worked out ahead of time.

In principle I'm fine with us using Google Docs for sign-ups as long
as someone else takes care of it.

> 4. Keeping track of who's a member. I have a funny feeling that
> 80% of the people on that old list of members we have been
> emailing are not really interested in LLS any more or have left
> UoA. Obviously we need to do something about that, but I'm not
> sure what the best way of handling it would be. Any ideas? One
> possibility would be to email the list with a link to the google
> docs membership form and say that we are just trying to establish
> who is interested, so to please either reply to the email or fill
> out the form if they'd like to stay on the members list for 2014.
> Give that two or three weeks and then delete everyone who hasn't
> done either of the above. Also, regarding Facebook, I think an
> LLS group would work much better than a page for several reasons.
> Nastassja what do you think? That shouldn't be too difficult to
> change over. I think it's fine to allow people to be in the Fb
> group or on the mailing list without paying, as long as the
> treasurer knows who has and hasn't paid. Do you guys agree?
>

I think if we're going to weed the mailing list we should wait until
the start of next semester to do so. Some people might ignore emails
at the moment because they are busy, but be interested again at the
start of semester when they have more time.

The photography club (I was on their committee) previously had a
Facebook group but then changed to a page as there was some problem
with having a group. I think it was to do with inviting people. I
can't remember the details though.

> ANYTHING ELSE I'VE MISSED??
>

I don't think so. Thanks for taking the time to do this.

[Aine Kelly-Costello]

Thanks for the comments Rouan,

Is that café you mentioned that one where there's a steep-ish
staircase just in the door? If so, agreed about the pizza but
it's quite small and potentially could be very full around dinner
time. Do you know if you can book ahead there?

Membership fee: shall we say $5 for all of 2014 and $3 for one
semester?

Hmmm I can talk to a couple other people who run clubs with Fb
groups (which I'm in), but I feel a group would be better as you
can get notifications about posts (so you don't miss stuff), and
you can see how many people have read the post. To me groups
feel more inclusive than pages as well, anyone can post and
everyone will see posts straight away. I'll wait and see what
Nastassja thinks though and we can bring that up at the AGM.


Aine

[Rouan van Ryn]

Hi Aine,

Yes, that's the cafe. I don't know about bookings but can find out;
I'll check what days they tend to be less busy too.

Agreed re the membership fee, but we should only do the $3 in semester
two, otherwise it's hard to keep track of who's paid for a whole year
and who's paid for just semester one (which admittedly won't be too
much trouble with a small membership, but why make more work for
ourselves?).

I think the issue with the group might have been that you can only
invite people to events if they belong to the group or something like
that.

Rouan