Re: [Computerbank] Suggestions for one step beyond.....

[Romana Challans <romana@timelady.com>]

On Wed, 27 Nov 2002 07:19 pm, Patricia Fraser shared:
> Hi Romana,
>
> > OK, I opened my big mouth on healing, lets look at some practical
> > solutions:
>
> Hope you don't mind some comments 8-)

Glad of some input actually!!! Its getting a bit lonely trying to be positive 
and move forward:)

> > COMMITTEE COMMUNICATIONS:
> > Reminder email to all CAI, to reacquaint them with the web site, and
> > gently reminding them where minutes live.
>
> Yep - because you can't be sure that we won't have new members joining
> between meetings. So there might be, at any time, people who haven't been
> to the website and read minutes before; and besides, people like to be
> communicated with, ne?

Absolutely! Perhaps a welcome message sent to all new members could include 
this information, and an automated reminder sent out six monthly?

> > Ensuring there is meeting calendar on cai page - amended as dates changed
>
> And a reminder email. It can be the same one every time, with tiny
> amendments for dates - and the inclusion of an agenda!! so people can
> prepare, read proposals &c in advance, that kind of thing.

Again, we can automate this..a great idea.

> > Emailed reminders that meeting has occured, check <url> for minutes etc
> > (this could be templated, and even automated via scripting to occur a
> > week after meeting.
> Yep I agree - but if the stuff prior to the meeting has happened, then this
> might not be so necessary?

Well, its really six of one, half a dozen of the other. But it ensure people 
are reminded to read what occurred in the meeting...

> > All coordinators to ensure their reports are available online, and url
> > posted to cai in advance - say two days before scheduled meeting
> And Committee members' reports. Please.

Sure, agreed:)

> > Agenda online two days before meeting - hence all submissions to be
> > received efore then - perhaps we need a scripty thing to do this, to
> > reduce the workload on our volunteer-only and heavily overworked
> > secretary? Perhaps rotating responsibility through committee?
> Can go out in one of the notification emails... see, there's a law
> governing this, it's not just constitutional. There's a statutory
> requirement on the incorporated organisation that *all* financial members
> receive notification in advance (the timeframe is stated somewhere) of
> *all* general meetings, and the business to be transacted thereat.

I was discussing Committee meetings actually.....

> > GENERAL COMMITTEE STUFF:
> > Clear definitions of expected tasks for each role of Secretary,
> > President, etc. We expect a great deal from those in somewhat tenuously
> > defined roles, and from unpaid volunteers! Perhaps definition would ease
> > unrealistic expectations, and provide those elected with clear
> > understanding of expectations and tasks.
> Um... all the Committee job descriptions have already been written at least
> once - I know, 'cause I did 'em. The roles were defined by the Policy
> Group, and the descriptions were ratified by the committee of CBV; my
> understanding was that the job descriptions were to roll over to cover the
> National Committee after CBV became CAI. Did something else happen? Or are
> the descriptions just gathering dust? Either way, the membership hasn't
> been told - I've been financial since Day 1 (early 1999) and nobody's
> notified me...

Kylie is hunting them down - kudos to her.
Im sure they've been discussed, but they SHOULD be online and freely and 
obviously available to all.....


> > Don's suggestion of Candidacy Statements should definitely be looked at,
> > for adoption into constitution if possible. Excellent idea - especially
> > given the distribution over states of candidates!
> I'm with Don; I won't vote for someone who won't tell everyone what they're
> about.

Given we are not a Victorain operation, its important its approached as a 
National concern - after all, who knows everyone interstate?:)

> > Actually, lets look at Constitution. Goddess knows, we need it!
> Constitutional change is not necessarily going to accomplish anything - we
> *already* have a full quota of policies and procedures that *aren't being
> adhered to*. If we can get these up and running again, then I'd say maybe,
> it's worth looking at the Connie. But if the current management team
> doesn't follow, or even worse doesn't *know about* the current operating
> policies and procedures *that were ratified by the Committee*.... what use
> would a new Connie be???

Maybe none. But examining it as a group forces us to understand it better.
There maybe somechanges needed, who can say without this examination, 
especially with recent concerns?

> > Clearer voting procedures. Secure online voting in advance possible?
> > Passwords issued in advance for those unable to attend to cast their vote
> > before day? (Computer generated and scripted for impartiality, of
> > course!)
> > Rules for meeting procedures, and expected/acceptable behaviours for
> > meetings. (Yes, i'm in desperate need there, arent i peeps?;)  )
>
> I for one am not interested in participating again in an unmoderated online
> meeting. The AGM was a great shambles!

Umm, no arguments there:)
Intentions were good, but a grand failure indeed.

> > COMMUNICATION:
> > Suggestion box - electronic would be good, anonymous if possible...
>
> I don't need anonymity, dammit: I want *results*!

Some may prefer it though, should be an option, sirely?

> > Developing mechanisms to handle disputes and tensions - so everyone has
> > an equal voice. Some sort of gripes forum, with resolution the expected
> > outcome.
> > Procdures for lodging formal grievances, and for handling same.
> We have a grievance policy and processes (I helped write them up, too, and
> they were ratified). They have no teeth, since you, a member of the
> committee, doesn't know about them...

VICTORIA may have written them. In SA, *I* dont know about them! Would assist 
us all to remember - NATIONAL body:)

> > OTHER:
> > Define state structures adequately, and the processes within them, so all
> > feel included and informed of process(es). (The current situation of ill
> > defined consenus leads to much confusion and difficulty imho!)
> I wouldn't call it consensus; without much fuller communication, there's a
> great bloc of members that don't know what's being decided or proposed or
> done, and so they aren't consenting...

Yes, its ben a real problem here, with people understandably feeling 
disenfranchised - I've raised it at recent committee meetings, to see if we 
cant come up with defined processes an dprocedures to involve all much better 
- we are attempting to evolve them here, but it is a process......and one I 
would like to see definitely in place by the beginning of our next year of 
operations! Too many people feelign left out of the process means it is truly 
time to reevaluate what and how we are doing things - and to ensure people 
know thats what we are doing.

> > What can we automate in these suggestions? What can we spread to other
> > people, not just committee? What can other people contribute? Don and I
> > have started the ball rolling - lets see what the rest of you gifted
> > creative types can do!
> Before I stick my hand up for anything else, I'm waiting to hear from any
> recently-elected member of the National Committee - why aren't any of you
> out here talking?
>
> 8-)

Well, Im on the National Committee.....:)
And perhaps the newest members are feeling their way? 
After all, if im feeling shellshocked, how daunting must it all seem to 
them?:))) Some welcome!

I just hope more join in this positive info sharing approach, Patricia, 
because Im kinda feeling a bit isolated trying to generate a way forward!
I so appreciate your input!

r:)
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Romana Challans
GPG Key fingerprint =
F09E F80E 5DCA 9476 7753  9423 2CC7 81E8 4F07 1AD2

State Coordinator
Computerbank Australia Incorporated, SA Branch
http://sa.computerbank.org.au/

"No man is an island, entire of itself; every man is a piece of the 
continent, a part of the main."
(Meditation 17, John Donne)
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express the opinions of Computerbank Australia Incorporated (CAI) in any way.
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