Prepare and host our third AGM in September 2022

writerly03 commented 2 years ago

^{This initial comment is collaborative and open to modification by all.}

Task Summary

🎟️ Related #463
🗣 Loomio: N/A
📅 Due date: Planning deadline: September 12; AGM date: September 20th 🎯 Success criteria: A thoroughly planned, enjoyable and engaging AGM!

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2022 AGM committee

@uditvira, @LexaMichaelides @writerly03

To Do

Everyone:

[ ] draft initial plan (incl. pre-work, requirements, outcomes)🔒
[ ] finalize agenda
[ ] update year in review

A) Framing / Scoping (Udit lead; Lexa support)

Finalize 2022 vision statement Finalize 2022 Agenda

B) Coordination (Lexa lead; Andi support)

[x] review requirements for AGM as noted in planning doc
[x] finalize a date for our AGM **Tuesday, September 20
- [x] add to calendar and communicate Save the Date to folks (via Matrix)
- [x] send official notice of AGM/member's meeting with location: September 8th, 2022; deadline is 10 days before meeting
[ ] Prepare pre-read facilitation/materials (anything that we want ppl to read before hand?)
[ ] Email ppl with what's happening/ guidance for any initiative presentations/ meeting explainer
[ ] Make sure finance has financial statements ready
[ ] Make sure anyone presenting/leading a session is organized and prepared to do their thing

C) Production (andi lead; Udit support)

[ ] Organize catered food and drinks
[ ] Organize any workshop materials we may need
[ ] Organize social activity

Day-of

[ ] 🎉 run the meeting!

Sessions:

Year in review: [presentation] Ben Financial statements: [presentation] Yurko Team building / values alignment: [casual workshop over lunch] Andi Vision conversation [workshop] Udit Strategy - [conversation] everyone talking (either Udit or Andi can facilitate, but should be pretty straightforward) Budgeting - [workshop] (Ben or Yurko)

Post-work

[ ] Schedule board meeting call; likely, September 21 (Udit)
[ ] Create issues for any outstanding items generated during the AGM

benhylau commented 2 years ago

writerly03 commented 1 year ago

AGM is now over and follow-up items created as separate issues.

hyphacoop / organizing