1-3pm, Hideout
Votes for next meeting:
- Roles:
o Roy as scheduling head
o Kristin as secretary
o Asaf as managing director (in the sense of previously voted upon funded position)
o Asaf as “actingâ€
June 3 General Meeting
Anything about the AIC itself.
Moderators: arclight, happywaffle
I don't remember volunteering for treasurer but if the AIC's in a bind, I can step in. Happy to help.
I already have a copy of quickbooks since I'm the treasurer for another organization, so please don't spend money on buying it new.
I'll also need a little briefing on what's being attempted from a tax / incorporation standpoint.
-Mike
I already have a copy of quickbooks since I'm the treasurer for another organization, so please don't spend money on buying it new.
I'll also need a little briefing on what's being attempted from a tax / incorporation standpoint.
-Mike
Last edited by Miggy on May 25th, 2007, 5:52 pm, edited 5 times in total.
We never said that he was willing to do it. I just said that he'd be the perfect choice, and we should ask him. Sounds like I was right.kristin wrote:It was through a couple people that I heard you were willing to do this.... Maybe the original message was that Dike DcGill is trapped in a well.Miggy wrote:I don't remember volunteering for treasurer but if the AIC's in a bind, I can step in. Happy to help.
PGraph plays every Thursday at 8pm! https://www.hideouttheatre.com/shows/pgraph/
I was referring to post-meeting discussions (with the message being passed among a few different people, hence the telephone game reference).Roy Janik wrote:We never said that he was willing to do it. I just said that he'd be the perfect choice, and we should ask him. Sounds like I was right.kristin wrote:It was through a couple people that I heard you were willing to do this.... Maybe the original message was that Dike DcGill is trapped in a well.Miggy wrote:I don't remember volunteering for treasurer but if the AIC's in a bind, I can step in. Happy to help.
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- Asaf Offline
- Posts: 2770
- Joined: October 23rd, 2006, 4:45 pm
- Location: somewhere without a car
- Contact:
Ok, so I wanted to have a much more official agenda with detailed voting items of all of the above today, but now I don't think that's possible.
I've spent the past couple of hours finding and reading all the old meeting threads that I could going back to October of 2005. I'm not done yet so I can't summarize completely yet, but...
- Many of the positions we'd be voting on aren't clearly defined, at least in written records that I can find. Also, technically there is no "secretary" since it was voted to expand that to an MD position that Christina was going to run for. They would oversee all the committee chairs, and Christina was going to work with all those folks to define exactly what their committees were. So from my list and the current definitions either Asaf & I are competing for the same position, or two halves of the same position as defined previously.
- Probably not news but - There is a virtually uncountable number of projects and action item committments or committees that weren't fulfilled or followed up on which makes defining the state of the union very difficult (and I think was one of the main reasons for the "oversee-er" type role in the first place).
Meanwhile, in addition to the things I've discovered reading:
-I've gotten multiple PMs from some folks who are interested in helping out with AIC stuff but had questions about what exactly that means.
- Almost all of our official committee heads have stepped down and there's been many changes since some decisions were made
So given all of this, I don't think now is the right time to vote on a pile of positions. Especially since these include empty positions whose duties will be filled by other positions, positions people didn't realize they were running for, and positions people didn't realize they were competing for (or splitting in half).
So, I propose that we spend a chunk of our time next week talking about where the AIC is now, and very clearly defining what is needed right now, including these chair-type roles based on the current state of the community. Then we can have a few weeks for people to decide what level of involvement they want and who wants to run for what and do some more clearly informed official voting next time.
In the meantime, all of us who are doing stuff to keep things running can keep doing the stuff to keep things running until there's any official changes.
Thoughts?
I've spent the past couple of hours finding and reading all the old meeting threads that I could going back to October of 2005. I'm not done yet so I can't summarize completely yet, but...
- Many of the positions we'd be voting on aren't clearly defined, at least in written records that I can find. Also, technically there is no "secretary" since it was voted to expand that to an MD position that Christina was going to run for. They would oversee all the committee chairs, and Christina was going to work with all those folks to define exactly what their committees were. So from my list and the current definitions either Asaf & I are competing for the same position, or two halves of the same position as defined previously.
- Probably not news but - There is a virtually uncountable number of projects and action item committments or committees that weren't fulfilled or followed up on which makes defining the state of the union very difficult (and I think was one of the main reasons for the "oversee-er" type role in the first place).
Meanwhile, in addition to the things I've discovered reading:
-I've gotten multiple PMs from some folks who are interested in helping out with AIC stuff but had questions about what exactly that means.
- Almost all of our official committee heads have stepped down and there's been many changes since some decisions were made
So given all of this, I don't think now is the right time to vote on a pile of positions. Especially since these include empty positions whose duties will be filled by other positions, positions people didn't realize they were running for, and positions people didn't realize they were competing for (or splitting in half).
So, I propose that we spend a chunk of our time next week talking about where the AIC is now, and very clearly defining what is needed right now, including these chair-type roles based on the current state of the community. Then we can have a few weeks for people to decide what level of involvement they want and who wants to run for what and do some more clearly informed official voting next time.
In the meantime, all of us who are doing stuff to keep things running can keep doing the stuff to keep things running until there's any official changes.
Thoughts?
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- deroosisonfire Offline
- Posts: 553
- Joined: September 10th, 2005, 4:49 pm
- Location: Austin, TX
i thought this was posted somewhere, but here are the definitons of the committee chairs' responsibilities, as defined by the committee chairs on 9/19/06.
Education and Outreach: Make classes and workshops happen. Find teachers and spaces for classes/workshops. Look for educational opportunities elsewhere. Figure out who community wants to reach out to. Schedule outreach activities. Network with outreach contacts. Try to bring in outside teachers.
Social: Initiate ideas for social functions. Help plan and coordinate functions for the AIC. Find spaces, supplies and volunteers for events.
Scheduling: E-mail performers for availability to perform and host for 2 month blocks. Recruit new teams to perform at the Hideout. Schedule performance and hosting dates for all teams. E-mail the schedule to teams, Brenner (at Austin Chronicle) and XL as well as posting it on the forums. Make program for each 2 month block. Make giant calendar for the Hideout wall. Make calendar for the Hideout display case. Keep track of need for volunteers to host.
Secretary: Make, post and print agendas for the general body meetings. Take notes at general body meetings. Remind AIC members to complete their action items. Keep track of items brought up at general body meetings and try to encourage forward motion.
Advertising: Spend money allocated to advertising committee. Organize flyering outings. Graphic design for flyers. Look for opportunities to advertise in print or web that are affordable and bring in audience. Arrange PR stunts. Contact radio stations. Create postcards to promote branded shows. Maintain website and MySpace page. Distribute free tickets. Solicit feature articles.
Finance: Oversee the account maintenance of the AIC account. Deposit all income from sources (at this point, its the Hideout) into account. Provide full accounting of status of account and analysis (when needed) at monthly AIC meetings. Document all financial dealings and provide copies to AIC member body at meetings.
Education and Outreach: Make classes and workshops happen. Find teachers and spaces for classes/workshops. Look for educational opportunities elsewhere. Figure out who community wants to reach out to. Schedule outreach activities. Network with outreach contacts. Try to bring in outside teachers.
Social: Initiate ideas for social functions. Help plan and coordinate functions for the AIC. Find spaces, supplies and volunteers for events.
Scheduling: E-mail performers for availability to perform and host for 2 month blocks. Recruit new teams to perform at the Hideout. Schedule performance and hosting dates for all teams. E-mail the schedule to teams, Brenner (at Austin Chronicle) and XL as well as posting it on the forums. Make program for each 2 month block. Make giant calendar for the Hideout wall. Make calendar for the Hideout display case. Keep track of need for volunteers to host.
Secretary: Make, post and print agendas for the general body meetings. Take notes at general body meetings. Remind AIC members to complete their action items. Keep track of items brought up at general body meetings and try to encourage forward motion.
Advertising: Spend money allocated to advertising committee. Organize flyering outings. Graphic design for flyers. Look for opportunities to advertise in print or web that are affordable and bring in audience. Arrange PR stunts. Contact radio stations. Create postcards to promote branded shows. Maintain website and MySpace page. Distribute free tickets. Solicit feature articles.
Finance: Oversee the account maintenance of the AIC account. Deposit all income from sources (at this point, its the Hideout) into account. Provide full accounting of status of account and analysis (when needed) at monthly AIC meetings. Document all financial dealings and provide copies to AIC member body at meetings.
"There's no such thing as extra pepperoni. There's just pepperoni you can transfer to another person."
-Wes
-Wes
After talking to Asaf, I just want to make sure that my post doesn't seem like a regression. We are still going to keep moving forward and working on items and making progress. The only thing that is really delayed is the process of making a lot of what we're already doing official and making sure everybody is well informed before it is official.
ok, more hours and conversations later, I think we've got a solution to let us continue making progress AND make things official... and still in time...
Voting Agenda for June 3 meeting
(I still don't have any other non-voting items or time requirements for other areas, so people who have stuff to say - let me know)
Vote #1 - Split Managing Director / secretary roles back into two chair positions.
Nobody ended up running for the combined MD position, and Asaf and I are willing to do these as two separate roles.
Secretary
Make, post and print agendas for the general body meetings. Take notes at general body meetings and post minutes. Communicate voting items at least one week before item is voted on, run voting, and post results of voting. Assemble and maintain list of AIC decisions and rules.
Managing Director
Responsible for overseeing all projects being undertaken by the community. Communicate with all committee chairs and gets regular reports from them. Remind AIC members to complete their action items. Encourage forward motion on AIC action items. Has authority to perform duties of other offices in their absence or delinquency.
Vote #2 – Payment to managing director
Prereq: Vote #1 passes.
Given new definition of role, vote to maintain previous decision of paying $100 per month to MD, beginning at completion of 1st month of service.
Vote #3 – Secretary. Nominees: Kristin F
Prereq: Vote #1 passes.
Role as defined in Vote #1
Vote #4 – Managing Director. Nominees: Asaf R.
Prereq:: Vote #1 passes.
Role as defined in Vote #1
Vote #5 – Scheduling head. Nominees: Roy J
Role as previous defined on 9/15.
Scheduling: E-mail performers for availability to perform and host for 2 month blocks. Recruit new teams to perform at the Hideout. Schedule performance and hosting dates for all teams. E-mail the schedule to teams, Brenner (at Austin Chronicle) and XL as well as posting it on the forums. Make program for each 2 month block. Make giant calendar for the Hideout wall. Make calendar for the Hideout display case. Keep track of need for volunteers to host.
Vote #6 – Finance. Nominees: Mike M
Prereq: Mike M gaining more understanding of the duties and time involved, and fully accepting this nomination. This is listed as an official voting item so it can be on the agenda and any proxy votes can be submitted, but Mike M retains the right to withdraw his nomination before or at the meeting. (This is my idea of phrasing not his, just covering my bases.)
Role as previously defined on 9/15
Finance: Oversee the account maintenance of the AIC account. Deposit all income from sources (at this point, its the Hideout) into account. Provide full accounting of status of account and analysis (when needed) at monthly AIC meetings. Document all financial dealings and provide copies to AIC member body at meetings.
Vote #7 – Purchasing Quickbooks for $150
Prereq: Software purchase determined necessary.
Purchase a copy of Quickbooks to aid in treasurer transition since Erika is leaving at the end of June. This may not be necessary if Mike M is voted in as the new Finance chair and a separate license is not needed.
Possible reasons for necessity include:
a – for Erika’s use in transitioning, or
b – because Mike M needs an additional license for both organizations, or
c – because Mike M does not get voted in as new Finance chair
Once again, this is listed as an official voting item so it can be on the agenda and any proxy votes can be submitted, but the vote may be withdrawn if the criteria of necessity is not met.
Vote #8 – Online-based voting
Prereq: Vote #1 passes (so the AIC still has a secretary)
Prereq: An official email list of members is finalized.
Prereq: The voting solution provides a way to guarantee each member would have at most one vote.
This vote is to allow future official AIC votes to be gathered via an online voting system or via emails. There would have to be an official list of members and the technical solution would have to provide a way to guarantee each member would have at most one vote. The secretary would facilitate the voting either via the online system or emails by:
- clearly describing the votes
- when appropriate, gathering opinions and positions from all sides of the vote in order to present voters with information about the decision they are making, since in person meeting discussions would no longer be a component of the voting process
- providing at least one week from the time the voting option is made available to members and when the results are finalized
- communicating results of voting
Voting Agenda for June 3 meeting
(I still don't have any other non-voting items or time requirements for other areas, so people who have stuff to say - let me know)
Vote #1 - Split Managing Director / secretary roles back into two chair positions.
Nobody ended up running for the combined MD position, and Asaf and I are willing to do these as two separate roles.
Secretary
Make, post and print agendas for the general body meetings. Take notes at general body meetings and post minutes. Communicate voting items at least one week before item is voted on, run voting, and post results of voting. Assemble and maintain list of AIC decisions and rules.
Managing Director
Responsible for overseeing all projects being undertaken by the community. Communicate with all committee chairs and gets regular reports from them. Remind AIC members to complete their action items. Encourage forward motion on AIC action items. Has authority to perform duties of other offices in their absence or delinquency.
Vote #2 – Payment to managing director
Prereq: Vote #1 passes.
Given new definition of role, vote to maintain previous decision of paying $100 per month to MD, beginning at completion of 1st month of service.
Vote #3 – Secretary. Nominees: Kristin F
Prereq: Vote #1 passes.
Role as defined in Vote #1
Vote #4 – Managing Director. Nominees: Asaf R.
Prereq:: Vote #1 passes.
Role as defined in Vote #1
Vote #5 – Scheduling head. Nominees: Roy J
Role as previous defined on 9/15.
Scheduling: E-mail performers for availability to perform and host for 2 month blocks. Recruit new teams to perform at the Hideout. Schedule performance and hosting dates for all teams. E-mail the schedule to teams, Brenner (at Austin Chronicle) and XL as well as posting it on the forums. Make program for each 2 month block. Make giant calendar for the Hideout wall. Make calendar for the Hideout display case. Keep track of need for volunteers to host.
Vote #6 – Finance. Nominees: Mike M
Prereq: Mike M gaining more understanding of the duties and time involved, and fully accepting this nomination. This is listed as an official voting item so it can be on the agenda and any proxy votes can be submitted, but Mike M retains the right to withdraw his nomination before or at the meeting. (This is my idea of phrasing not his, just covering my bases.)
Role as previously defined on 9/15
Finance: Oversee the account maintenance of the AIC account. Deposit all income from sources (at this point, its the Hideout) into account. Provide full accounting of status of account and analysis (when needed) at monthly AIC meetings. Document all financial dealings and provide copies to AIC member body at meetings.
Vote #7 – Purchasing Quickbooks for $150
Prereq: Software purchase determined necessary.
Purchase a copy of Quickbooks to aid in treasurer transition since Erika is leaving at the end of June. This may not be necessary if Mike M is voted in as the new Finance chair and a separate license is not needed.
Possible reasons for necessity include:
a – for Erika’s use in transitioning, or
b – because Mike M needs an additional license for both organizations, or
c – because Mike M does not get voted in as new Finance chair
Once again, this is listed as an official voting item so it can be on the agenda and any proxy votes can be submitted, but the vote may be withdrawn if the criteria of necessity is not met.
Vote #8 – Online-based voting
Prereq: Vote #1 passes (so the AIC still has a secretary)
Prereq: An official email list of members is finalized.
Prereq: The voting solution provides a way to guarantee each member would have at most one vote.
This vote is to allow future official AIC votes to be gathered via an online voting system or via emails. There would have to be an official list of members and the technical solution would have to provide a way to guarantee each member would have at most one vote. The secretary would facilitate the voting either via the online system or emails by:
- clearly describing the votes
- when appropriate, gathering opinions and positions from all sides of the vote in order to present voters with information about the decision they are making, since in person meeting discussions would no longer be a component of the voting process
- providing at least one week from the time the voting option is made available to members and when the results are finalized
- communicating results of voting
here ya go
Reminder, from last meeting's thread:
I don’t know if there is a time that minutes are supposed to be out by, but if there isn't, then for future weeks like this I’d like to say I’ll have them out at the absolute latest by a week, trying to aim before Friday, ideally by Tuesday (assuming Sunday meetings).
Reminder, from last meeting's thread:
I don’t know if there is a time that minutes are supposed to be out by, but if there isn't, then for future weeks like this I’d like to say I’ll have them out at the absolute latest by a week, trying to aim before Friday, ideally by Tuesday (assuming Sunday meetings).