Talk:Board Election Checklist

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.