Admin meeting 2012 agenda

[Vivianna L'antreau]

Hello there everyone! As many of you know, each year we hold a meeting to discuss where we are at as a Community, where we'd like to go, things we'd like to improve on etc. If you look through the back pages of this forum you'll see information from previous years meetings and can see how we acted on those decisions throughout the year. You can also see the article in the library with notes from many years: http://library.tarvalon.net/index.php?t ... in_Meeting We build the agenda over a period of weeks with input from directors and their department staff and admins then ask for input from the departments. Traditionally the different departments were given a preview of their specific items, but the only directors and officers saw the entire agenda prior to the meeting notes and decisions being published.

This year we're going to do something different in that we are publishing the agenda for that meeting 3 weeks prior so that if anyone has any thoughts and/or opinions about anything on the list you have plenty of time to get those ideas to the various department directors. I ask that you not post your opinions here (I'll delete comments on the agenda and PM you your post so that you can then email it) though if you have a question about what a specific item means/is addressing feel free to ask. If you're going to email opinions we also ask that you do so no later than March 26th so that the directors have enough time to compile all the information prior to the meeting(since many of them are traveling to Anni and will be attending in person). We look forward to hearing from you! I"ll list each director's email address next to their section:

Again: IF YOU DON'T EMAIL, IT DOESN'T COUNT. EMAIL EMAIL EMAIL!! *coughs* Did I mention to email everything? Thank you!

Board
amyrlin@tarvalon.net; board@tarvalon.net
- Clarifying the line between Board and Officers in terms of scope and duty

Archivist
archivist@tarvalon.net
- Old boards review
- Member's Choice Awards: We need to find an official "home" for this project. Which Department/Officer is the one in charge? What has been successful about this project in the past and what changes need to be made to it going forward?
- Merits review: Status update; Review last year's decision to not let people "opt out" due to privacy concerns, etc

Amyrlin
amyrlin@tarvalon.net
- Goals/direction for the site after AMoL: We need to begin the discussion and brainstorming for what our site's purpose is once the last Wheel of Time book is published in 2013.
- Timing of Admin Meetings: Is there a need to have official Admin Meetings twice a year instead of once? Is there a better way to do them than we are doing now?
- Transparency and Member Engagement: How can we increase transparency with our members? How can we better engage our members? Some suggestions have been a discussion forum about Executive/Officer actions and decision (who would have access to this forum? what are its parameters/goals?) or an anonymous "suggestion box". We routinely hear complaints about only the "inner circle" getting hired for jobs; what drives this, truth or perception? Whether and how historical data about who applies for what should be used in hiring decisions and/or made public?

Shatayan
shatayan@tarvalon.net
- Financial Review of 2011
- Budget for 2012

Keeper
keeper@tarvalon.net
- Operations Manual project: One of the largest challenges faced in the Keeper transition was the fact that much of how things run is not written down, you simply acquire the knowledge on the job. There are no clear cut explanations for when someone is or is not meeting job expectations, what actions can result in asking someone to step down, and job descriptions are often outdated. Proposal: let's set written guidelines for all positions. Job expectations and descriptions with possible consequences for not fulfilling one's duties. With the understanding that in a volunteer organization like ours there are very few absolutes, having a written Operations Manual for each position will make our live's easier when an Officer or Executive new hire comes on board. In addition, it will provide greater clarity for what is expected and what might indicate it is time for a new position holder/
- Review department changes from last year: Reorganization including the phase out of Community Development and spinning its components off into Marketing and Community Outreach; has this been successful?

Administration
administration@tarvalon.net; keeper@tarvalon.net
- Membership Survey Results: High level initial overview of the results from the Membership Survey. Clarification: What level of raw data from the membership survey needs to be saved for future reference?
- Discussion about Officer/Executive Review Process: The last 2 years we have done 360 reviews for all Officers and Executives. Is this the best way to do things? Should we do 360 reviews for Officers but only supervisor reviews for Executives? Should we do exit interviews? Do we need to look at doing official reviews for any other administrators or staff?
- Discussion re: legal status of our organization in states where we are holding events: Discussion regarding what goals we have for registering our organization in states where we hold real life events. What types of things do we need to be aware of or concerned about? What benefits would make it worth our while to do so?
- History Lessons & PSAs projects: Proposal for more content on our website about historical events or role-holders so that people can get to know members or events that happened in the "old days"; proposal for "Public Service Announcements" content including reminders for location in your profile, signature requirements, etc.

Community Outreach
outreach@tarvalon.net; keeper@tarvalon.net
- Servants of All System update: The system is almost ready for launch; review of status and setting of date for launch. Discussion of new position to track and award Servants of All accomplishments.
- Discussion of procedures/timelines for charity @ official events: We need to clarify who will specifically be responsible for locating and setting up our charitable donation drives at our official events. What types of organizations are we looking for? Establish an official timeline of expectations for when that organization will be selected and announced to attendees.
- Timing of Feast of Lights fundraiser: Our Feast of Lights fundraiser is held at financially difficult time of year for most members around the end of the year when there are many major holiday expenses. Consider moving the fundraiser earlier in the year by 1-2 months.

Events & Conferences
events@tarvalon.net; keeper@tarvalon.net
- Review last year's events, preview this year's events
- European Events: Discussion regarding how events need to proceed after this year. When, how, etc to be reviewed.

Marketing
marketing@tarvalon.net; keeper@tarvalon.net
- Department update, status of major projects
- Proposal to make TVT planning forum public: Jeffan (the current TVT Editor) would like to make the TVT planning forum public, similar to the way the "Head Librarian's Desk" is public. He believes this will encourage greater "one-off" participation and interest in the TVT.

Membership
membership@tarvalon.net; keeper@tarvalon.net; amyrlin@tarvalon.net
- Department Update
- Membership Software: Update where are we at in the selection process
- Revisit topic from last year: should senior membership groups be allowed to invite "unofficial guests" (ie: persons who are not members of the group, bonded to members of the group, or part of the official "guesting" process for JM's ) into their sitting/great rooms?
- Mentor Process: Is this working for our members? Can improvements be made?
- Number of Companies: Historically the goal for the site was to eventually have 7 Companies, giving our male members as many choices as the females and leading to equal numbers of males/females in the Hall. Is it time to expand the number of Companies again? Why or why not?

Moderators
moderators@tarvalon.net; keeper@tarvalon.net
- Review Discussion forums change from last year: Has the change from Guilds to Discussion forums been successful? Do we need to add anything? We've had suggestions for a number of new Discussion boards including for writers, singers, and perpetuaters (sp?) of the performing arts. Suggested due to the fact that these topics are overwhelmed in Creative Endeavors. Also, a Parenting Forum. Suggested as a closed forum to which you must request access so that parents can discuss their children's sensitive issues in a supportive environment.
- Chat Operators Manual and Training - What progress from last year on this project? How can we make sure our chat operators are fairly and consistently enforcing the rules?
- Mistress/Master of Chat - Miriya resigned. Do we need to replace or has the utility of this position run its course?

Research
library@tarvalon.net; keeper@tarvalon.net
- Department Update
- Projects for the Coming Year
- The Classroom: The Membership Survey indicates that people want a larger variety of classes taught and greater marketing of them. What can we do to respond to this?

Technology
technology@tarvalon.net; keeper@tarvalon.net
- Department Update
- Projects for the Coming Year
- vBulletin presentation by Ben (20 min)

 

[Jeffan Caliarthan]

Can I just say that I think this is a fantastic step, and that being able to see what you all have planned is friggin' awesome? <3

 

[Eli Soljourn]

I noticed you listed keeper@tarvalon.net under the Shatayan section. Shouldn't that be shatayan@tarvalon.net ?

 

[Bryce al'Mara]

This is awesome. Can't wait to see the results.

 

[Marivea al'Corriyi]

I didn't see on there who ought to be further emailed about a possible new discussion board.

 

[Jeffan Caliarthan]

- Review Discussion forums change from last year: Has the change from Guilds to Discussion forums been successful? Do we need to add anything? We've had suggestions for a number of new Discussion boards including for writers, singers, and perpetuaters (sp?) of the performing arts. Suggested due to the fact that these topics are overwhelmed in Creative Endeavors. Also, a Parenting Forum. Suggested as a closed forum to which you must request access so that parents can discuss their children's sensitive issues in a supportive environment.

If that doesn't address your issue, you should e-mail moderators@tarvalon.net for anything having to do with the forums (and I'd also suggest e-mailing keeper@tarvalon.net and amyrlin@tarvalon.net in any admin meeting topic suggestions that you have)!

 

[Marivea al'Corriyi]

Many thanks, o wise one. :bow

 

[Nyarin al'Batera]

I really like this move of being able to see what you are all going to be talking about. Makes it seem much less mysterious and hush hush :P

 

[Aduiavas Ida]

:clap
Fantastic step in the right direction

 

[Vivianna L'antreau]

Yep for anything to do with the forums email Karassa at moderators@ and cc Leora at keeper@ !

 

[Ajailyn Morrivinna]

I really like knowing what will be discussed AND being allowed to send emails with our concerns or appreciations of the topics.

Thank you!

 

[Guest]

Now, you all know how I can come off as critical of how things are here sometimes, right? Posting the minutes in advance like this, and welcoming emailed input? Genius, and a welcome sign of things to come.

 

[Keisha al'Benn]

So I am not very savvy when it comes to these things but I just want to put in my two cents of appreciation to those who do these things :clap

 

[Morrighan Daghdera]

Thank you all for this huge step toward site transparency. :clap

 

[Morwynna Raevyn]

This is a much better way of doing it. Posting minutes will help avoid misunderstandings.

 

[Jeffan Caliarthan]

I'm going to give Dralyn 2-3 days to type everything up, and then I will start [strike:1f0wvk40]demanding the posts[/strike:1f0wvk40] crying from impatience!

(seriously, though, I heard things went well, so I'm looking forward to seeing the posts with all the changes!)

 

[Pylar al'Stnap]

As someone who used to have to type everything up, I recommend you don't cry in impatience and just let her do it :P I'm sure it will be up in a timely fashion, and she is also coming back from a trip :P

 

[Ubahsur Kindellaer]

You've heard more than I have. :P

 

[Barmacral Tigana]

As somebody who has not had to type things up, I recommend not listening to Py. She's just being a kill-joy.

 

[Juin Elorw]

Hi all, I guess that being down here in NZ (New Zealand) I am somewhat removed from Events happening in America/Europe. I would like to add my support to those who wish to organise an annual event down here in the South Pacific region. It would be good to have something relatively local that wouldn't cost the earth in air fares that I (we) could attend. I know there are not many of us but a chance to meet up and discuss things at this end of the earth would be great. Thanks to all our US and European member who do a great job up there. Can you hear us down here?