Talk:Board Election Checklist - Revision history

Kathey: /* Town Hall Agendas (proposed for September(?) 2011) */

2011-09-12T22:00:29Z

Town Hall Agendas (proposed for September(?) 2011)

Kathey: /* 5/10/11 Committee meeting on board transitions */

2011-09-04T03:54:47Z

5/10/11 Committee meeting on board transitions

Kathey: /* CURRENT COMMITTEE PROGRESS AND TASK LIST NOTES JULY 5, 2011 (with Sept 3, 2011 update) */

2011-09-04T03:47:03Z

CURRENT COMMITTEE PROGRESS AND TASK LIST NOTES JULY 5, 2011 (with Sept 3, 2011 update)

Kathey: typed partial updates from additional June, July and Sept meetings, more to come

2011-09-02T20:14:03Z

typed partial updates from additional June, July and Sept meetings, more to come

Kathey: added election committee update of June 2011

2011-07-05T21:02:04Z

added election committee update of June 2011

Kathey: /* Town Hall Agendas (September(?) 2011 example) */

2011-05-18T20:22:15Z

Town Hall Agendas (September(?) 2011 example)

Kathey: further editing /* 5/10/11 Committee meeting on board transitions */

2011-05-18T20:20:52Z

further editing 5/10/11 Committee meeting on board transitions

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Kathey: /* 5/10/11 Transitional Board Meeting */

2011-05-18T19:44:35Z

5/10/11 Transitional Board Meeting

Show changes

Kathey at 06:16, 11 May 2011

2011-05-11T06:16:07Z

Show changes

Paulm: /* Town Hall Agendas (September(?) 2011 example) */

2011-05-11T03:47:54Z

Town Hall Agendas (September(?) 2011 example)

@@ Line 199: / Line 199: @@
 '''END OF MEETING MINUTES''' --[[User:Kathey|kathey]] 20:20, 18 May 2011 (UTC)
-=== Town Hall Agendas (proposed for September(?) 2011) ===
+=== Town Hall Agenda draft for October 2nd, 2011 ===
 Notes from committee meeting with [[User:Paulm|PaulM]] about process, structure and content of the new Annual Town Hall Meetings. --[[User:Kathey|kathey]] 17:52, 6 May 2011 (UTC)

@@ Line 61: / Line 61: @@
    * (Done) Stephen to create a news announcement text
-=== 5/10/11 Committee meeting on board transitions ===
+=== Time line for board transitions ===
 '''Town Hall Meeting (THM) Design'''
@@ Line 85: / Line 78: @@
 * 3b) This period allows 30 day candidacy for the '''community to research candidates and discuss'''. It also  gives time for '''education of candidates about time commitments and professional developement''' (This professional development education may be the responsibility of Nomination Committee, Volunteer Coordinator, Education Coordinator, or HR)
 '''Town Hall Meeting convened'''
-(see Board_Election_Checklist discussion page on wiki) – '''"stump speeches"''' respond to reports and are recorded to make publicly available video or other media link on the wiki for the duration of the voting period.
+(see Board_Election_Checklist discussion page on wiki) – '''"Nominee statements and community responses to reports''' are recorded to make publicly available video or other media link on the wiki for the duration of the voting period.
 '''After the Town Hall Meeting'''
-* 5) '''Voting, ballots are collected''' for a full month, (at least 2 more weeks of open ballots, depending on when ballots were distributed).
+* 5) (There is a time line problem because new Board members must be brought on board before end of October.) '''Voting, ballots are collected''' for a full month, (at least 2 more weeks of open ballots, depending on when ballots were distributed).
 * 6) '''Follow up report from the THM and new board installed''' – training and preparation of new members responsibility of board  but probably delegated. For example: potentially duty of Volunteer Coordinator, Education Coordinator, or hired out.

@@ Line 53: / Line 53: @@
    * Submit Budget: meeting materials we don't own + food, venue etc.
-   * Tech: voting software installation (Technocrats: vote.freegeek.org is reserved but needs updating with voting software), website updating (Tony), speakers and mics
+   * (Done, needs testing) Tech: voting software installation (Technocrats: vote.freegeek.org is reserved but needs updating with voting software), website updating (Tony), speakers and mics
-   * Recruit additional committee members: timelines of availability for current election comm. members? Sarah - volunteer coordinator (Paul to invite to meeting), Jessica - facebook, Tony - website, Party Planning committee (Jeff to discuss with L2.0) *has tony recieved  follow-up, ?
+   * (Done) Recruit additional committee members: timelines of availability for current election comm. members? Sarah - volunteer coordinator (Paul to invite to meeting), Jessica - facebook, Tony - website, Party Planning committee (Jeff to discuss with L2.0) *has tony recieved  follow-up, ?
-   * Kathey to post action plan to wiki
+   * (Done) Kathey to post action plan to wiki
-   * Stephen to create a news announcement text
+   * (Done) Stephen to create a news announcement text
 === 5/10/11 Committee meeting on board transitions ===

@@ Line 2: / Line 2: @@
-=== June 2011 Election Committee meeting on upcoming Town Hall Meeting ===
+=== June 2011 Election Committee meeting on upcoming Town Hall Meeting (updated Sept 2, 2011)===
 ELECTION COMMITTEE DUTIES
@@ Line 12: / Line 12: @@
 TOWN HALL MEETING
-   Proposed date: Sept 18 (3rd Sunday Sept), 1-5p with 3p meal (*consider a workday instead?)
+   Proposed date: October 2nd, 2011, four hours, with a meal (*consider a workday instead?)
-   Proposed location: Eagles' (Jeff as liaison) or FG classroom?
+   Proposed location: Eagles' (Jeff as liaison)
    Facilitator: To be hired (* Paul + Kathey generating list of possible facilitators)
 AGENDA
-noon prep
+prep
 convene
-meal
+x meal
-:45 open voting box
+x open voting box
-adjourn, cleanup
+adjourn, cleanup, empty hall, happy hour in adjoining bar.
 REPORTS: 5 min each/3 slides ~40 min
@@ Line 37: / Line 35: @@
     Space cadets + Technocrats
-DISCUUSSION TOPICS:
+PRE-SELECTED, PLUS DISCUSSION TOPICS GENERATED FROM THE FLOOR:
     Tech support restructuring
     Desktop-to-laptop switch in Build
@@ Line 47: / Line 45: @@
-CURRENT COMMITTEE PROGRESS AND TASK LIST NOTES JULY 5, 2011.
+=== CURRENT COMMITTEE PROGRESS AND TASK LIST NOTES JULY 5, 2011 (needs Sept 2, 2011 update) ===
      + Designer: ballots, info sheets, physical signs/reminders, e-reminders, visual materials for meeting (Paul stepping forward to fill this need with an eye toward publicizing materials as well.. additional Publicity role?)
@@ Line 130: / Line 128: @@
 * f) We received a 120 sec education on '''nonprofit corporate structure''' by Kathey! The Board is closest to “owner” (signs checks to IRS) but does not necessarily contact recipients/constituents directly. Board contacts operations and operations serve public. Executive Directors/Managers – collective managers – are the link between board and operations. Board doesn't have to, or should not need to bother with items handled by operations.
-* g) ...sounds like we need to '''add a summary of organizational structure to opening remarks''', followed by the format and intention of the THMs – between items 1 and 2 on current grid (after call to order and before reports given), culminating with what the board will do with items raised in meeting: For example, “Some things you point out will go to operations and will not be discussed in the THM or in a board meeting.” And: “FG hosts board meetings, THM is a community meeting hosted by the board – the board members are not merely talking to each other but the board and the community are talking to each other.”
+* g) (done Sept 2, 2011) Add a summary of organizational structure to opening remarks''', followed by the format and intention of the THMs – between items 1 and 2 on current grid (after call to order and before reports given), culminating with what the board will do with items raised in meeting: For example, “Some things you point out will go to operations and will not be discussed in the THM or in a board meeting.” And: “FG hosts board meetings, THM is a community meeting hosted by the board – the board members are not merely talking to each other but the board and the community are talking to each other.”
-* h) When do we (volunteers) '''hold the board responsible to unresolved issues'''? Follow-up report sent ?  Concerns sent to next year's agenda (this maintenance role delegated by the board)
+* h) When do we (volunteers) '''Volunteers will hold the board responsible to unresolved issues'''? Concerns sent to next year's agenda (this maintenance role done or delegated by the board)
-* i) '''Duties of the Election Committee''': (prev Nomination Committee? a new group?) Promote self/peer/staff nomination month including checking legal financial disclosures (paid non-staff (such as "volunteers" paid by outside agencies) can vote but not run!) Organize Cork Board o' Candidates – election statements. Educate nominees. Coordinate tabulation of votes at 2 weeks and announce results? Paul M: Outsource! THM Facilitation Team?
+* i) '''Duties of the Election Committee''': (previously the Council's board transitions committee) Promote self/peer/staff nomination month including checking legal financial disclosures (paid non-staff (such as "volunteers" paid by outside agencies) can vote but not run!) Organize Cork Board o' Candidates – election statements. Educate nominees. Coordinate tabulation of votes at 2 weeks and announce results? Paul M: Outsource! THM Facilitation Team?
-* j) '''Duties of THM Facilitation Team'''? logistics meeting. Record/post stump speeches at THM, Prepare qualitative meeting report with requests to the board for specific responses.
+* j) '''Duties of THM Facilitation Team'''? logistics meeting. Record/post nominee statements at THM, Prepare qualitative meeting report with requests to the board for specific responses.
 * k) '''Duties of Board re THM/voting''' Host THM - sort through generated topics. Report back on last year's issues as satisfied by this year's meeting + issues resolved in this years or siphoned to operations etc.
@@ Line 142: / Line 140: @@
 * l) '''Respond to qualitative meeting report''' from facilitators – immediately at and at an interval. That is, get report from facilitators at next board meeting, and respond at second board meeting after the THM, regarding delegation plans, what groups will be working on which issues, and etc.
-* m) '''When does the board start meeting monthly?''' Designate last half hour of council meeting to the board discussion, open but more like a fishbowl, to have official board meeting starting in June.
+* m) done June, 2011 '''When does the board start meeting monthly?''' Designate last half hour of council meeting to the board discussion, open but more like a fishbowl, to have official board meeting starting in June.
 * n) First THM in Sept = in keeping with our timeline to use a month to prepare for nomination month by creating nomination committee:
@@ Line 240: / Line 237: @@
 |-
-! 5 minutes + 2 min. clarifying questions per report
+! x min
 ! annual reports: finance, mission-driven service, operations, policy changes
-! Board directors, and/or presenters chosen by the board
+! Board directors give first , and/or presenters chosen by the board
 ! everyone "on the same page" working with the same information, formally accounting for FG service to the world.
 ! 5 min Oral "executive summaries" with 2 min of clarifying questions only. Max of 3 projected slides per report. Each report includes: how concerns raised at last year's Town Hall Meeting have been addressed, the year's successes & challenges. Should briefly by accurately reflect the reports that were distributed before the meeting.
@@ Line 248: / Line 253: @@
 |-
-! x min
+! x min (begins 2 hours before lunch)
 ! generating topic suggestions
 ! all with voice
@@ Line 265: / Line 270: @@
 |-
 ! x min
-! open discussion
+! clarifying questions, then discussion
 ! all with "voice"
 ! topics addressed by the core from a "big picture" perspective, with comments and questions from all
@@ Line 286: / Line 291: @@
 ! nominees
 ! familiarize the community with name, face and FreeGeek interests, background etc.
-! speak and answer questions
+! nominees speak and answer questions
 |-
 |-
-! x min
+! 15 min (for serving and eating, then social time)
 ! lunch
 ! all
@@ Line 298: / Line 303: @@
 |-
-! x min
+! x min (closes one hour from beginning of lunch)
 ! milling around after-lunch
 ! all except facilitator group who are re-arranging tables.
@@ Line 306: / Line 311: @@
 |-
-! x min
+! x min (now 2 hours before adjournment)
 ! reconvene the plenum
 ! all
@@ Line 314: / Line 319: @@
 |-
-! x min
+! x min (1/2 the period for each of two sessions)
 ! small topic-group discussions
 ! all, but in multiple small groups
@@ Line 338: / Line 343: @@
 |-
-! x min
+! 15 min
 ! closing speech
 ! someone officious, or the facilitator

← Older revision		Revision as of 21:02, 5 July 2011
Line 1:		Line 1:
−	== Bylaws changes, FG Council transition and new board of directors ==	+	== Notes on Bylaws changes, FG Council transition and new board of directors ==
		+
		+
		+	=== June 2011 Election Committee meeting on upcoming Town Hall Meeting ===
		+
		+	ELECTION COMMITTEE DUTIES
		+
		+	Educate FG family re THM and election
		+	THM logistics - space, supplies, agenda, food/drink
		+
		+
		+	TOWN HALL MEETING
		+
		+	Proposed date: Sept 18 (3rd Sunday Sept), 1-5p with 3p meal (*consider a workday instead?)
		+	Proposed location: Eagles' (Jeff as liaison) or FG classroom?
		+	Facilitator: To be hired (* Paul + Kathey generating list of possible facilitators)
		+
		+
		+	AGENDA
		+	12 noon prep
		+	1 convene
		+	3 meal
		+	4:45 open voting box
		+	5 adjourn, cleanup
		+	6 close the hall
		+	--
		+
		+	REPORTS: 5 min each/3 slides ~40 min
		+	Board (10 min)
		+	Warehouse (recycling, reuse, Adoption)
		+	Sales (store + online)
		+	Reuse (Build + Post-Build)
		+	VETS (volunteer services, education, Tech Support)
		+	Admin
		+	Inreach
		+	Action Committee (re building)
		+	Space cadets + Technocrats
		+
		+	DISCUUSSION TOPICS:
		+	Tech support restructuring
		+	Desktop-to-laptop switch in Build
		+	State of the lease, 5-year lease plan
		+
		+	LINKS:
		+
		+	See Board outreach committee's write-up on job descriptions on the wiki
		+
		+
		+	CURRENT COMMITTEE PROGRESS AND TASK LIST NOTES JULY 5, 2011.
		+
		+	+ Designer: ballots, info sheets, physical signs/reminders, e-reminders, visual materials for meeting (Paul stepping forward to fill this need with an eye toward publicizing materials as well.. additional Publicity role?)
		+
		+	* THM Publicity? to educate staff - train NPA's - update wiki, check additional info channels, Paul will solicit Jessa and Tony for PR, (Progress notes: letter went to paid workers re positions to be filled)
		+
		+	* Submit Budget: meeting materials we don't own + food, venue etc.
		+
		+	* Tech: voting software installation (Technocrats: vote.freegeek.org is reserved but needs updating with voting software), website updating (Tony), speakers and mics
		+
		+	* Recruit additional committee members: timelines of availability for current election comm. members? Sarah - volunteer coordinator (Paul to invite to meeting), Jessica - facebook, Tony - website, Party Planning committee (Jeff to discuss with L2.0) *has tony recieved follow-up, ?
		+
		+	* Kathey to post action plan to wiki
		+
		+	* Stephen to create a news announcement text
		+
		+	* Stephen, once we share the new agenda draft, can you discuss with the board how they would like to share their 10 minute report? (3-4 slides, one speaker, multiple short reports..)

	=== 5/10/11 Committee meeting on board transitions ===		=== 5/10/11 Committee meeting on board transitions ===

@@ Line 3: / Line 3: @@
 === Town Hall Agendas (September(?) 2011 example) ===
-Notes from committee meeting with [[User:Paulm|Paulm]] about process, structure and content of the new Annual Town Hall Meetings. --[[User:Kathey|kathey]] 17:52, 6 May 2011 (UTC)
+Notes from committee meeting with [[User:Paulm|PaulM]] about process, structure and content of the new Annual Town Hall Meetings. --[[User:Kathey|kathey]] 17:52, 6 May 2011 (UTC)
 Annual reports and information on vetted board nominees are distributed a minimum of thirty days before the annual meeting.