Difference between revisions of "Talk:Board Election Checklist"
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=== Town Hall Agendas (September(?) 2011 example) === | === Town Hall Agendas (September(?) 2011 example) === | ||
− | Notes from committee meeting with [[User:Paulm|Paulm | + | 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. | Annual reports and information on vetted board nominees are distributed a minimum of thirty days before the annual meeting. |
Revision as of 20:47, 10 May 2011
Bylaws changes, FG Council transition and new board of directors
Town Hall Agendas (September(?) 2011 example)
Notes from committee meeting with Paulm about process, structure and content of the new Annual Town Hall Meetings. --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.
TIME | ITEM | WHO | GOAL | PROCESS RECOMMENDATION |
---|---|---|---|---|
time 0 | convening the meeting | facilitator | focusing room attention | introduce the agenda and ground-rules, including brevity and "voice only" roles |
5 minutes + 2 min. clarifying questions per report | annual reports: finance, mission-driven service, operations, policy changes | Board directors, 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. |
x min | generating topic suggestions | all with voice | cluster similar topic-suggestions as talking points for open discussion | post-it notes "votes" for topics handed to facilitation staff, or put on hanging paper sheets |
x min | break & collating discussion topics | facilitation group don't get a break! | cluster similar topic-suggestions into groups for open discussion after break | organizing topic suggestions |
x min | open discussion | all with "voice" | topics addressed by the core from a "big picture" perspective, with comments and questions from all | board directors and staff in a core circle "fishbowl" with concentric circles of chairs outside |
x min | explaining the voting procedure | board or someone designated by the board | simplest possible accurate explanation of the voting method for board seats | share simple graphics and maybe 3 projected slides, or simple drawings on paper. |
x min | nominee introductions | nominees | familiarize the community with name, face and FreeGeek interests, background etc. | speak and answer questions |
x min | lunch | all | relax and get-to-know each other | Select tables to encourage informal and relaxed meeting new people. Distribute staff, board, core volunteers, and nominees widely. Intro's might include: why I got involved at FG, What I do or care about now, What I'd like to do in the future. |
x min | milling around after-lunch | all except facilitator group who are re-arranging tables. | building momentum and individual connections | the feel of a cocktail party with relaxed, but serious discussion sans alcohol. Distribute staff, board and core volunteers around the room. opportunity to ask questions or individually speak with board, staff and nominees |
x min | reconvene the plenum | all | structured discussion of FG big picture to be recorded for the year, and to introduce the upcoming small group topics. | Describe the clusters of topics/questions raised before lunch, discuss them in the large group. |
x min | small topic-group discussions | all, but in multiple small groups | specific topics to be transcribed and then reviewed by the board during the next year. | Small groups at topic tables with large sheets for writing notes, perhaps with pre-written facilitation hints, (such as "short term, long term, and general areas of concern) |
x min | reconvene large group to hear report-backs | small groups present to all | sharing results of previous discussion | begin with specific reports, then open for questions. |
x min | short break | all | catching breath and gathering thoughts | suggest people contemplate quietly |
x min | closing speech | someone officious, or the facilitator | evaluation of the day, closing the meeting, and distributing voting materials if needed. | Thank people for coming, remind people how follow up will be delivered |
4 hours since start | opening ballot box | the oldest person in the room | formalize-ritualize the beginning of the voting period, showing no vote has yet been collected. | cutting ribbon or some other such ceremony that includes unlocking a secured box. |