Committee Structuring

[ct-martin]

From Long-Term Planning Meeting (#63):

...write a description of the committee, list of bullet points for people to get involved, what can they help with...

I will do Projects, @jrtechs will do Events

Upon completion: File an issue for the website to add pages & call-outs for these.

[ct-martin]

Projects:

Get involved with the tech that powers the club!

• Help develop the website to make it easy for people to engage & find information
• Help decide what we can do with our servers to benefit the club
• Test new technologies to see if they can help the club and its projects
• Help make sure the club projects & eboard have the resources (inc. hosting) they need
• Help get new projects started

[jrtechs]

Recap

As a recap from the long term planning, we want to reduce some clutter in eboard meetings to make us more effective. From SJ's suggestion we decided to try committees. Committees will hopefully make it easier to get people involved with Eboard and help us better delegate tasks rather than randomly choose an eboard member. We have three main committees in mind, the talks, projects and the administrative committee.

Descriptions

Events:

Facilitates the weekly meetings and events which the club does.

• Recruits guest speakers
• Weekly meeting emails
• Makes plans for events like FOSS dinner, Maker Faire, Imagine RIT and the Club Galla.
• Room reservations, etc

Administrative:

Essentially everything that eboard currently does that is not covered by the Project or Events committee This committee is also responsible for ensuring that the Events and Projects committees have the resources and support they need to function.

Things to discuss

• The projects committee will probably have the most luck/chance of getting non-eboard members to join.
• The Events committee has a large chunk or responsibility so we will probably want to make sure that we have 2-3 members on it at any given time so we don't fall behind with it.
• We will provably have experiment with a few approaches to have eboard/committee meetings before we find one which we really like.
  • Have separate meeting times for each committee -- including eboard.
  • Have committees meet the half hour before an eboard meeting. This enables each committee to send their eboard/representative to the administrative meeting -- which might not have to be as long (assuming all eboard members are on a committee other than administrative). This will be more convenient for eboard members but, less convenient for regular club members joining a committee.
  • Have "reserved" committee time the first 20-30 minutes of the actual weekly meeting-- talks usually start around 4:30. This option may be feasible but, may be a stretch for time and riddled with distractions.
  • Any other options?...

[ct-martin]

More things to discuss:

• How to get involved
• Qualifications to do a new...
  • project
  • basic guidelines to get server resources
  • talk
  • event (or participate in an event not organized by RITlug)

See also RITlug/ritlug.github.io#185 for things we need info for

[Tjzabel]

We are going to try to have this all ironed out by next Friday, Feb 8th.

[Tjzabel]

As an update, we've finalized on Events, Projects, and Administrative (Eboard) Committees. I'm commenting my committees notes I've taken.

[Tjzabel]

Committees Comments and Concerns

1. Do we want to have separate meetings for each committee?
   • Eboard, Projects, Events

If Separate Meetings

• How often?
  • Eboard -- Weekly
  • Projects -- Last 30 mins of general meetings
  • We have sub-project meetings
  • Events -- Every other week, possibly also during last 30 mins of general meetings
  • Bi-weekly? Meeting every other week seems like a good plan
  • Is there a need to meet weekly?

Projects Committee

projects[at]ritlug.com

Qualifications to get a project:

1. Come up with a project idea and layout

   • Does it want/need a meeting loc + time?
   • Does it need other contributors?
   • Does it need infra space?

2. Send this info to Projects Head

3. P. Head reviews info, request changes if necessary

4. IF YES

   • Create or merge repo to under RITlug Org
   • Project Head and project owner gain admin access
   • project owner must update Project Head (over irc/slack) once a week
   • ???
   • Profit!

Events Committee

events[at]ritlug.com

• Lead by VP
• In charge of internal + external RITlug events

[Tjzabel]

Committees have been successfully structured :+1: