TEI Members Meeting 2008: Board Meeting Agenda
09:00 Initial Business
- Approval of Agenda
- Approval of Minutes of Last Meeting (Teleconference July 9th, 2008)
- Election/Confirmation of Officers (incumbents in brackets; links are to descriptions in Bylaws or Customs and Practices)
Standing Committees and Representatives
Nominating Committee (Bylaws;
Customs and Practices):
- 1 Board Member and 0 or more additional members
- Web site
2009 Members' Meeting Programme Committee:
- Program Organizer/Committee Chair
- External Member(s)
- Board Representative to Council (Board or External)
- SIG Coordinator
- Nominating Committee (Bylaws; Customs and Practices):
- 09:20 Chair's Introduction (DO)
09:30 Board Discussion and Brainstorming: Goals and Priorities (SS)
For this block we will do some brainstorming on goals for the coming year and longer term. Board members will be asked to propose a range of specific or general results, activities, and goals. We will then as a group weigh the various options and look for patterns among the proposals that we can then weigh off against the available resources and where possible use to set our agenda for the coming year. In the final block we will weigh the implications of these various proposals for our resources and produce a final list for action.
Things to consider for this section include short-term irritants, specific things you would like to see accomplished in the coming six months or year, and what you would like the TEI to be in course of the next five years.
- 11:00 Coffee
11:15 Reports (DP, VL, LR).
Note: Since all of these were also discussed at the Members' Business meeting, the emphasis should be on highlighting things that should be drawn to the Board's attention.
- 11:15-11:30 Financials (DP)
- 11:30-11:40 Membership (VL)
- 11:40-11:50 Council (LR)
11:50-12:00 Host Reports (available online)
Note: Last year we decided to accept Lethbridge's offer to become a host; action finalising the contract did not begin due to illness on chair's part)
- 12:00-12:10 Viral Marketing Report(RS)
- 12:10-12:20 TEI Tite (DO)
- 12:20 Lunch
12:45 Board Discussion and Brainstorming: Processes (DO).
For this block, we will discuss how we would like to organise our deliberations and action for the coming year and in the longer term. The TEI is a mature organisation of 20+ years; the consortium in its current form is considerably younger (8+ years) and is arguably changing from a new organisation to a mature one--a change that may bring different challenges. In the last two years we have also made a number of important changes in organisation and focus. How should the board operate going forward? The immediate goal will be to come to an agreement on a set of working arrangements for balancing efficiency, transparency, and inclusiveness. But we may also develop larger scale ideas about the function of the board in the organisation.
Things to consider for this section include problems in our current organisation and operation; specific desires concerning how we should operate as a board (meet, construct committees, ensure appropriate transparency and effectiveness); and the goals we should set ourselves.
At the end of this block we should have reached a consensus on how and how often we want to meet as well as how we want to balance our deliberate vs. executive functions and how we want to deal with business we have previously assigned to ad hoc committees and officers such as Finance and Grants, and Membership and Recruitment.
- 13:45 Coffee
14:00 Budget/Proposal Discussion and Evaluation (DO).
Three requests to the TEI for new policies and programmes have been made by members/board members (to be circulated separately). In addition, our brainstorming about goals and priorities and processes will probably produce suggestions for new approaches or changes to old ones. And a changing economic climate means that we need to consider what prudent financial management means for the TEI for the coming year(s). In this section we will consider the various proposals present to us, looking for patterns, deciding which seem promising enough to consider further for inclusion in the 2009 or subsequent budgets, and which need to be put aside for now or rejected outright. Goal: approval in principle of a specific activities or events for inclusion in the 2009 budget. We will expect these items to be revised and edited in light of the actual resources available to us and board comments for final approval at a teleconference in early December.
- 16:00 Adjournment