Post by betsibeem on Sept 11, 2013 19:58:25 GMT 10
Hi All,
At the last SIRAC meeting, there was a discussion about the need to change the "visitors' policy" and I was tasked with re- working it. From discussions that I've had with various folks, some of the dominant threads I've come away with were, (1) the policy should be welcoming and encouraging member input and participation (2) Members are not visitors, (3) Agendas need to be made available beforehand, (4) Written submissions should be part of the regular, minuted meeting, (5) A transparent process of what gets on the agenda should be in place, (6) Members should be able to speak to policies as they are being discussed by the committee -- particularly if a decision is going to be made, (7) folks should always be treated with respect.
I've started a draft, but don't want to put anything before the committee without input from folks whom have already shown an interest in participating and moving towards a more inclusive process.
I've pasted the draft below and will be posting this note on the forum: scotlandisland.freeforums.net/
Please provide your thoughts either via email or on the forum and hopefully we can develop a policy for meetings that is more acceptable to the members, but also provides the necessary structure to "get things done".
My intent was not to post a 'nearly done' draft, but to get some bones out there to start a discussion and see where we end up.
Thanks in advance for your part in making this great.
Betsi
SIRAC Meeting Policy
SIRAC welcomes engagement by its members and values diverse points of view.
SIRAC meetings are usually held every six weeks on a Sunday morning at 10 am in the Community Hall. A Schedule of Meetings is posted on the SIRA page of the community website www.scotlandisland.org.au/sira
SIRAC can be contacted by email to the SIRA President president@sira.org.au, or a member of the Committee sirac@sira.org.au and by mail to P O Box 70 Church Point 2105.
Placing items on the agenda:
Items may be placed on the agenda by the following processes:
1. Carried over from previous meeting
2. Request by Committee member
3. Request by Association member (i.e. submission)
Anyone requesting an item be placed on the agenda do so by 5pm on the Friday week before the meeting (i.e. 10 days), and do so in writing to the chair.
All items requested should be noted on the official agenda. Those not to be dealt with as part of the meeting should have an explanation of why an item has not been included (i.e. to be addressed in next meeting due to already full agenda, etc)
An agenda of the meeting will be distributed to the Committee via email and the members via an announcement in the PON with a link to the website. If there are delays with the website/PON, members will receive agendas via the member email database. Agendas will be distributed by Wednesday before the meeting.
If members would like to pose questions on notice (i.e. particularly those that might require a bit of research to answer adequately), they should submit those questions in writing the Friday before the meeting (i.e. three days). Otherwise, questions may be asked in the open Q&A part of the meeting.
Meetings held in two parts (both open to all interested parties)
Part 1 (Approx 1 hour): Regular business of SIRAC dealing with service provision
These are the ‘gotta get through these’ issues and the Committee respectfully requests that members not participate in (but welcome to observe) this part of the meeting.
Part 2 (Approx 1.5 hr) SIRAC Policy/Political Action:
These are the items that deal with policy or political action, involve the allocation of funds (either SIRA or Council), have a financial, social or environmental impact on the members of the organization. If the agenda item speaker wishes, she/he may invite input from the members during the committee discussion. However, the chair will retain responsibility for ensuring that the meeting remain on schedule, the code of conduct is followed.
Every meeting shall have an open Q&A session for members lasting 30 minutes.
NOTE: Many issues are discussed in the various working groups/subcommittees of SIRAC, there is a list of them on the SIRA website www.scotlandisland.org.au Do you think that working groups/subcommittees should also advertise when/where they meet and what is up for discussion? Or is that getting too much for your inbox?
At the last SIRAC meeting, there was a discussion about the need to change the "visitors' policy" and I was tasked with re- working it. From discussions that I've had with various folks, some of the dominant threads I've come away with were, (1) the policy should be welcoming and encouraging member input and participation (2) Members are not visitors, (3) Agendas need to be made available beforehand, (4) Written submissions should be part of the regular, minuted meeting, (5) A transparent process of what gets on the agenda should be in place, (6) Members should be able to speak to policies as they are being discussed by the committee -- particularly if a decision is going to be made, (7) folks should always be treated with respect.
I've started a draft, but don't want to put anything before the committee without input from folks whom have already shown an interest in participating and moving towards a more inclusive process.
I've pasted the draft below and will be posting this note on the forum: scotlandisland.freeforums.net/
Please provide your thoughts either via email or on the forum and hopefully we can develop a policy for meetings that is more acceptable to the members, but also provides the necessary structure to "get things done".
My intent was not to post a 'nearly done' draft, but to get some bones out there to start a discussion and see where we end up.
Thanks in advance for your part in making this great.
Betsi
SIRAC Meeting Policy
SIRAC welcomes engagement by its members and values diverse points of view.
SIRAC meetings are usually held every six weeks on a Sunday morning at 10 am in the Community Hall. A Schedule of Meetings is posted on the SIRA page of the community website www.scotlandisland.org.au/sira
SIRAC can be contacted by email to the SIRA President president@sira.org.au, or a member of the Committee sirac@sira.org.au and by mail to P O Box 70 Church Point 2105.
Placing items on the agenda:
Items may be placed on the agenda by the following processes:
1. Carried over from previous meeting
2. Request by Committee member
3. Request by Association member (i.e. submission)
Anyone requesting an item be placed on the agenda do so by 5pm on the Friday week before the meeting (i.e. 10 days), and do so in writing to the chair.
All items requested should be noted on the official agenda. Those not to be dealt with as part of the meeting should have an explanation of why an item has not been included (i.e. to be addressed in next meeting due to already full agenda, etc)
An agenda of the meeting will be distributed to the Committee via email and the members via an announcement in the PON with a link to the website. If there are delays with the website/PON, members will receive agendas via the member email database. Agendas will be distributed by Wednesday before the meeting.
If members would like to pose questions on notice (i.e. particularly those that might require a bit of research to answer adequately), they should submit those questions in writing the Friday before the meeting (i.e. three days). Otherwise, questions may be asked in the open Q&A part of the meeting.
Meetings held in two parts (both open to all interested parties)
Part 1 (Approx 1 hour): Regular business of SIRAC dealing with service provision
These are the ‘gotta get through these’ issues and the Committee respectfully requests that members not participate in (but welcome to observe) this part of the meeting.
Part 2 (Approx 1.5 hr) SIRAC Policy/Political Action:
These are the items that deal with policy or political action, involve the allocation of funds (either SIRA or Council), have a financial, social or environmental impact on the members of the organization. If the agenda item speaker wishes, she/he may invite input from the members during the committee discussion. However, the chair will retain responsibility for ensuring that the meeting remain on schedule, the code of conduct is followed.
Every meeting shall have an open Q&A session for members lasting 30 minutes.
NOTE: Many issues are discussed in the various working groups/subcommittees of SIRAC, there is a list of them on the SIRA website www.scotlandisland.org.au Do you think that working groups/subcommittees should also advertise when/where they meet and what is up for discussion? Or is that getting too much for your inbox?
