Meeting Monitor
From Common Energy UVic
The meeting monitor is a position that has been created to help working group coordinators and writers stay on top of the meeting formalities. To ensure that we are as welcoming as possible to new members, it is important that we keep on top of our guidelines regarding meetings and minutes.
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[edit] Overview
The meeting monitor (MM) is a rotating position determined by the coordination team. Each MM will rotate weekly until the position is no longer deemed needed. If no member wants to volunteer to be the MM, the responsibility will automatically defect to a Common Energy staff. Each MM will be tasked with ensuring:
- Follow meeting protocols as laid out here.
- Note: if the meeting was called without the required minimum 48 hours notice, the MM will cancel the meeting. This is done to ensure that the members who wish to attend and take part in meetings are given fair opportunity to do so.
- Specifically that meeting notice was given
- Did the meeting happened (or not) as scheduled?
- Minutes were taken as per the Minute Style Guide
- Common Energy News is updated, so the rest of us can learn the exciting stuff your group/team is doing!
[edit] Meeting Monitor Rights and Responsibilities
Rights
- To send notice when the protocol is not being followed.
- To cancel meetings that violate the protocol. (Note: They are exempt from the 48 hour cancellation policy).
- To declare dis consensus when a decision is made in a meeting that did not follow protocol, based on complaint.
Responsibilities
- Ensure minutes are taken using the style guide.
- Ensure Common Energy news is updated.
- Giving notification when meeting protocol is not followed.
- Cancel meetings and that do not follow protocol.
- Receive and deal with complaints from members about decisions made in meetings that did not follow protocol.
[edit] Coordinators
If you are a Coordinator, a great tool to help you ensure that you have the required 48 hour meeting notice is to set up an email reminder. This is easily set up for free with various services online. Try Memotome.com]. It takes only seconds to set up but once it is done, you never need to worry about remembering to give notice etc. The Memotome will email you a reminder (using the text that you input) at the time you specify. It is possible to do this daily, weekly, less than weekly etc.
Since meetings need 48 hours notice, it is perhaps best to put the notice at least 60 hours ahead of time.
[edit] Writers
Writers should also check out the Minute Style Guide and the super handy Skeleton for easy copy and paste formating.
