90p Admin

I believe it's going to take some time for us to transition over to a management company so I think it makes sense for us to stay status quo in duties and payments through MOTM 2016. We can revisit this if things transition faster however I cannot imagine an awful lot is going to happen before the end of the summer. Our first question is whether we can onboard a new management company between September 1 and dues renewal date and have them process all membership and vendor members or whether we are better off to plan on handling this ourselves with an eye toward a gradual transition (no later than MOTM 2016). Remember that as we get closer to December we have not only upgrades, year-end projects but also ACA questions that could keep us very busy consulting. I'll start looking at the sample RFP and related info and get those posted to a Google Doc so we can all review. I'm away 8/8 to 8/15 on vacation and I know probably everyone else is taking some time in the next couple months.

I think our next next step was to create job descriptions for ourselves. This is something we need to do.

Good idea - here is a start - please fill in your title and position responsibilities - https://docs.google.com/a/community.90minds.com/document/d/1sH9Rjpv7b7kVFO3CoOkGknSxzKk87FFaGhI38OCFFZw/edit?usp=sharing

If there are no objections I'm going to share the sample RFP as well as our strategic planning agenda with Moira. I think she has shown a willingness to help and was of great assistance with our Expo Crawl and could see her becoming more involved with the group as we restructure. The folder that I'm storing these documents in is: https://drive.google.com/a/community.90minds.com/folderview?id=0B4B99YPgnHqMfk5JOXpaZFMySFdhaUdDLVpmNXNRalNIOU5nQkhoUDBXV3hvOGdKalhEZ0k&usp=sharing

Are you proposing adding her to the board?

No - just allowing her into the conversation. Status quo on the board until we get to management company and finalize structure.

I feel that's like treating her as a board member. We could resolve the replacement of Peter before we engage a management company. I think it's awkward to bring her into the conversation simply to bring her into the conversation.

FWIW: Section 4. Vacancies. Any vacancy occurring on the Board of Directors prior to the expiration of a term shall be filled by such person as shall be elected by the remaining members of the Board of Directors. A Director so elected to fill a vacancy shall hold office for the unexpired term of his predecessor in office.

I am uncomfortable with sharing with a non board member. I am in favor of filling the vacancy created by Peter's departure and possibly adding another (to create an odd number of members before making any final decision regarding the management company. The management company decision is a huge one and should be decided by the 2015/16 board members.

Fine by me

At this point I'm going to vote with the majority. Let the good times roll. Just let me know how I can expedite the transition.

Here is a template which may be suitable for you to use in the RFP and Statement of Work creation process. I will continue to fill in my portion as I think of things. The items on my job list which aren't on the Statement of Work will presumably either be fulfilled by another board member or committee (ie blogs, twitter, newsletter) and I've created a second tab labeled ""To Be Assigned (Committee?)"" for which those items not being given to a management company can be listed for possible committee assignment. RFP - Management Services: https://docs.google.com/a/community.90minds.com/document/d/18Bryt3TwAGj8p_al-_8rS9e-NJ02XL9FSbfzRZcYlRk/edit?usp=sharing Scope Services: https://docs.google.com/a/community.90minds.com/spreadsheets/d/1NIDpHMayf6Qmhmofez0h23_r7ZF4j2zUipDTGJdLRts/edit?usp=sharing

You have my vote for whomever you wish to nominate to fill Peter's position

I thought the plan was to eliminate Peter's position....that's what the vote was supposed to be per the conversation at the meeting with Marty. #confused

@ThereseLogeais a board meeting has been called for the express purpose of accepting Peter's resignation and changing the definition of the size of the board with the purpose being to not replace Peter's position until we clean up enough of our mess that there can be a management change (or not as the board decides) and bring in fresh blood. There isn't anything preventing us creating an RFP committee to work on the RFP.

Or am I missing something?

My point is, I don't think we should bring Moira in without figuring out the board membership. If we want to bring her in, fine but not just to share in the discussion.

It sounded like you and Jeff were looking to find someone to replace Peter. I don't see a problem with forming a committee to help get the RFP put together.

I've updated the RFP with the background info we provided to Marty, removed some of the things that were just meeting related (not related to group direction -- ie - need overhead, flip chart). I'm looking for good notes but I think we mostly had a lot of very fluid conversation and all I have found so far is the images of the wall flip charts. Please review the draft RFP. Also the Statement of Work. Links above. This still needs a good deal of work but we must start. If anyone has minutes from this meeting let's post them in the same folder

Peter's departure left a big opening regarding vendor affiliates ($82,500 in 2015). We discussed earlier this year that we wanted to start the 2016 effort in August after returning from Summit. If we are sticking to the status quo until after MOTM, who is managing the affiliate renewal effort? My take away from the meeting was that we were going to accept his resignation, not eliminate the seat and we were going to change the by-laws to allow boards seat to be between 5 - 9.

We have 5 now. Going to a tie number is not advisable. So either pick two or drop two (or stay the same). If drop I would like to be one of the drops.

@WayneSchulz I know @ThereseLogeais was taking a lot of notes but am not sure how detailed and polished she may have them.

I'll get them in as minutes by the end of this week.

I think an odd number of board members is important. At this point I think we leave the board at status quo without a replacement for Peter. ( 5 board members). I think we still have Peter assist with vendor renewals ( he afforded and he is good at it) . Regarding Moira, I think she is a great resource but I think we should use her on the ""to be formed"" MOTM content committee. That is a perfect area for her. My feeling is that she doesn't need to be involved with board business relating to AMS at this time. (Unless there is some specific task we want her to do)