Difference between revisions of "Talk:Board Election Checklist"

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== Bylaws changes, FG Council transition and new board of directors ==
 
== Bylaws changes, FG Council transition and new board of directors ==
  
=== 5/10/11 Transitional Board Meeting ===
+
=== 5/10/11 Committee meeting on board transitions ===
  
 +
Sara Fay – scribe, (Kathey minutes editor), minutes posted with Paul M's account.
  
Steven
+
'''Attendees''': Steven F, Paul M, Vagrant, Jeffery, Kathey, Sara Fay
  
Paul M
 
  
Vagrant
+
'''Town Hall Meeting (THM) Design'''
  
Jeffery
+
'''Time zero: 0) Announcement of Nomination month'''
  
Kathey
+
* 1) At this time a Nominating Committee is appointed by board. The nominating committee may include board, non-board, volunteers, collective management and union or other non-collective staff as deemed appropriate by the board. Nominating Committee members are chosen for their broad trustworthiness in their judgement and knowledge of people across the greatest segment of FreeGeek's voting membership, rather than for any particular skill level. It is a wise politically minded committee. This is a 30 day period for committee to oversee self, peer, and staff nominations and create running list of candidates, and keep a public profile of those activities, such as a publicly posted (physical wall hung) bulletin board. An effort is made to make upcoming elections broadly inclusive of volunteers.
  
sf – scribe
 
  
 +
'''30 days before the Town Hall Meeting (THM)"
  
Town Hall Meeting Design
+
* 2) At this time, the board posts access to full annual reports from across working areas of the organization. This transparency is needed to engender the most meaningful community participation (see reports list in the proposed agenda below.)
  
0) Announcement of Nomination month
+
* 3) Also at this time, there is an announcement of the Town Hall Meeting, an agenda is posted, and Nomination Statements are distributed.
  
1) Nominating Committee – appointed by board, including board, non-board, volunteers, collective + non-c staff
+
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)
  
30 day period for committee to oversee self, peer, and staff nominations and create Cork Board o' Candidates
 
  
2) Announcement of THM, agenda posted, and Nomination Statements
+
'''2 weeks prior to Town Hall Meeting'''
  
30 day candidacy for community to research candidates and discuss AND
+
* 4) Ballots are available at front desk, polls closed til end of THM. (*THere was not full consensus on this point in our transition committee discussion. Some felt it would be problematic to distribute ballots before educating the community on its own issues, and accepting votes at the THM).
  
education of candidates of time commit and profession dev (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.
  
3) 2 weeks prior to meeting ballots are available at front desk (polls closed til end of THM)
 
  
4) Town Hall Meeting held
+
'''After the Town Hall Meeting'''
(see Board_Election_Checklist discussion page on wiki) – stump speeches respond to reports and recorded to throw a youtube link on the wiki for voting period
 
  
5) Voting and Tabulation
+
* 5) Voting, ballots are collected for a full month, (at least 2 more weeks of open ballots, depending on when ballots were distributed).
  
2 more weeks open ballots
+
* 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.
  
6) Follow up report from the THM and new board installed – training and preparation of new members responsibility of board  but potential duty of Volunteer Coordinator
+
* 7) Monthly board meetings
  
7) Monthly board meetings
 
  
 +
---
  
Kathey and Paul presented THM model
+
'''Town Hall Meeting (THM) agenda model'''
 +
Kathey and Paul M. presented.
  
 
http://wiki.freegeek.org/index.php/Talk:Board_Election_Checklist
 
http://wiki.freegeek.org/index.php/Talk:Board_Election_Checklist
  
after the plenum reconvenes – introduce all to the small group tables
 
  
 +
'''discussion points concerning the THM agenda''
  
What is the purpose of the THM for the board?
+
* a) What is the purpose of the THM for the board?, For the demos? Ie: Are we just discusing policy, or do we cover operations and long-term strategy as well?
  
For the demos?
+
* b) What are the connotations of a volunteer annual meeting vs corporate annual meeting? We reached consensus that “Town Hall” means the demos, the people get a voice! 
  
Ie: Are we just discusing policy, or do we cover operations and long-term strategy as well?
+
* c) How do we generate topics for THM? Before? From internal discussion? (Not lacking currently..happens all the time and is the current board model) At least to some extent, discussion topics will be generated After reports!
  
Volunteer annual meeting vs corporate annual meeting: consensus that “Town Hall” means the demos gets a voice! 
+
* d) During 1st break – facilitators sort topics. For example: separate topics to be “siphoned to operations” from topics that are “good small group THM topics”
  
 +
* e) Why second small groups after lunch? To get more rich input after everyone is on full page from earlier reports and small social interactions.
  
 +
* 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.
  
How do we generate topics for THM?
+
* 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.”
  
Before?
+
* 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)
  
From internal discussion? (Not lacking currently..happens all the time and is the current board model)
+
* 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?
After reports!
 
  
During 1st break – facilitators sort “siphon to operations” from “good small group THM topic”
+
* 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.
  
  
sf Q: Why second small groups after lunch?
+
* 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.
  
 +
* 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.
  
120 sec education on nonprofit corporate structure by Kathey!
+
----
  
Board = closest to “owner” (signs checks to IRS) but does not contact constituents
+
'''More meeting discussion (This was a long meeting, almost to midnight!)'''
  
Board contacts operations and operations serve public
+
* '''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.
  
Managers – collective? – between board and operations
+
* First THM in Sept = in keeping with our timeline to use a month to prepare for nomination month by creating nomination committee:
 
 
Board doesn't have to bother with items handled by operations
 
 
 
...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:
 
 
 
“Some things you point out will go to operations and will not be discussed in the THM or in a board meeting.”
 
 
 
“FG hosts board meetings, THM is a community meeting hosted by the board – the board members are not talking to each other but the board and the community are talking to each other.”
 
 
 
 
 
 
 
When do we 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)
 
 
 
 
 
 
 
Duties of the Election Committee (prev Nomination Committee)
 
 
 
Promote self/peer/staff nomination month including checking legal financial disclosures (paid non-staff can vote but not run!)
 
 
 
Organize Cork Board o' Candidates – election statements
 
 
 
Educate nominees
 
 
 
 
 
SOMEONES
 
 
 
Coordinate tabulation of votes at 2 weeks and announce results
 
 
 
Paul M: Outsource!
 
 
 
THM Facilitation Team?
 
 
 
 
 
 
 
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
 
 
 
 
 
 
 
Duties of Board re THM/voting
 
 
 
Host THM - sort through topics generated
 
 
 
Report back on last year's issues as satisfied by this year's meeting + issues resolved in this years or siphoned to operations
 
 
 
Respond to qualitative meeting report – immediate and at an interval
 
 
 
 
 
 
 
 
 
BREAK
 
 
 
 
 
When does the board start meeting monthly?
 
 
 
Designate last half hour of council meeting to have official board meeting starting in June
 
 
 
First THM in Sept = in keeping with our timeline to use a month to prepare for nomination month by creating nomination committee:
 
  
 
July = Nomination Month
 
July = Nomination Month
Line 154: Line 90:
 
Sept #? = THM
 
Sept #? = THM
  
 
+
* Do we call this a pilot to allow for streamlining the month-long processes in the future?
 
 
Do we call this a pilot to allow for streamlining the month-long processes in the future?
 
  
  
Line 218: Line 152:
  
 
Disclosure of financial interest happens at nomination phase
 
Disclosure of financial interest happens at nomination phase
 
  
 
=== Town Hall Agendas (September(?) 2011 example) ===
 
=== Town Hall Agendas (September(?) 2011 example) ===

Revision as of 12:44, 18 May 2011

Bylaws changes, FG Council transition and new board of directors

5/10/11 Committee meeting on board transitions

Sara Fay – scribe, (Kathey minutes editor), minutes posted with Paul M's account.

Attendees: Steven F, Paul M, Vagrant, Jeffery, Kathey, Sara Fay


Town Hall Meeting (THM) Design

Time zero: 0) Announcement of Nomination month

  • 1) At this time a Nominating Committee is appointed by board. The nominating committee may include board, non-board, volunteers, collective management and union or other non-collective staff as deemed appropriate by the board. Nominating Committee members are chosen for their broad trustworthiness in their judgement and knowledge of people across the greatest segment of FreeGeek's voting membership, rather than for any particular skill level. It is a wise politically minded committee. This is a 30 day period for committee to oversee self, peer, and staff nominations and create running list of candidates, and keep a public profile of those activities, such as a publicly posted (physical wall hung) bulletin board. An effort is made to make upcoming elections broadly inclusive of volunteers.


30 days before the Town Hall Meeting (THM)"

  • 2) At this time, the board posts access to full annual reports from across working areas of the organization. This transparency is needed to engender the most meaningful community participation (see reports list in the proposed agenda below.)
  • 3) Also at this time, there is an announcement of the Town Hall Meeting, an agenda is posted, and Nomination Statements are distributed.

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)


2 weeks prior to Town Hall Meeting

  • 4) Ballots are available at front desk, polls closed til end of THM. (*THere was not full consensus on this point in our transition committee discussion. Some felt it would be problematic to distribute ballots before educating the community on its own issues, and accepting votes at the THM).

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.


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).
  • 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.
  • 7) Monthly board meetings


---

Town Hall Meeting (THM) agenda model Kathey and Paul M. presented.

http://wiki.freegeek.org/index.php/Talk:Board_Election_Checklist


'discussion points concerning the THM agenda

  • a) What is the purpose of the THM for the board?, For the demos? Ie: Are we just discusing policy, or do we cover operations and long-term strategy as well?
  • b) What are the connotations of a volunteer annual meeting vs corporate annual meeting? We reached consensus that “Town Hall” means the demos, the people get a voice!
  • c) How do we generate topics for THM? Before? From internal discussion? (Not lacking currently..happens all the time and is the current board model) At least to some extent, discussion topics will be generated After reports!
  • d) During 1st break – facilitators sort topics. For example: separate topics to be “siphoned to operations” from topics that are “good small group THM topics”
  • e) Why second small groups after lunch? To get more rich input after everyone is on full page from earlier reports and small social interactions.
  • 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.”
  • 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)
  • 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?
  • 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.


  • 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.
  • 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.

More meeting discussion (This was a long meeting, almost to midnight!)

  • 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.
  • First THM in Sept = in keeping with our timeline to use a month to prepare for nomination month by creating nomination committee:

July = Nomination Month

August = Candidacy Month

Sept #? = THM

  • Do we call this a pilot to allow for streamlining the month-long processes in the future?


Revised Timeline

-90 (latest) Monthly board meeting establishes Election Committee

-60 Election Committee facilitates nomination month

-30 FG Voter Guide and Reports released for candidacy month

-15 Election Committee releases ballots for those who can't make THM

0 THM Facilitation Committee manages Town Hall Meeting – polls open for 2 weeks

+15 polls closed: someone tabulates and THM Facilitation Committee reports on meeting

+30 New board installed and meets

+60 New board responds to THM report/Facilitation Committees queries and requests


Kathey on Schultze voting model

Paul on Schultze v Concordiset (?)


Voting instructions draft

Number candidates by preference.

Use the numerals 1-n with 1 as your most preferred.

You may use the same number more than once.

You need not use all the numbers.

Unranked candidates will automatically be ranked least preferred.

[You may vote for Empty Seat over any of the candidates]

..and if an empty seat is appointed, the board will either appoint, hold a re-election, or have an empty seat (to be determined before election).


Concerns to share w Council in proposal:

Duration of voting period re frequency of attendance

2-month requirement of advance participation – what is the cost of opportunity lost by closing nominations 1 mo before? What is the value of the write-in? IS it ok not to include the option?

we don't want to reduce an informed election to a popularity contest

we doubt any energetic board member will emerge in the 30 days of candidacy after

nominations close and before the election

what if the political climate changes dramatically in this last month?

When does council disband? We feel council should keep meeting, but til new board is elected in Sept?

Disclosure of financial interest happens at nomination phase

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.