Meetings

From Common Energy UVic

Meetings are important for communication and coordination within our network. Much as the Common Ground process works to unleash the collective intelligence and energy of the group, meetings are an important part of the organization of Common Energy to complete its Projects to achieve its goal of moving UVic beyond climate-neutral.

Below is a calendar that shows common energy meeting times. Make sure you are looking at the correct month. To add your meeting, click "Add Event" for the appropriate date. Check out the calendar instructions, if you aren't sure what you should do after that. Please adhere to the Meetings Calendar Entry Style Guide when adding new events to the calendar, to be sure that all the relevant information is present.

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[edit] Meetings of the Whole

Meetings of the Whole are for all members of Common Energy. These meetings concern major decision making, and direction setting of Common Energy UVic. All are encouraged to attend.

[edit] The next Meeting of the Whole will be on Thursday, June 5th, at 4:30PM in the Library Cafe.

Agenda Items:

1. Touching Base on Where We Are At
2. Reviewing and Prioritizing Past Decisions

[edit] Touching Base

• Food: looking for funding for festival; funding agencies, media and business
  • in order? pretty much yup
  • Naomi: don't necessarily need to wait to get media sponsors before businesses
  • Jamie to follow up with Joe about modifying the strategy
  • can't apply for $500 grant from VanCity
  • make sure Jill is in the loop with who food is contacting, since Jill is also hosting events/approaching sponsors

• Business: World Youth Environmental Summit leading up to the G8
  • Jill chaired a session
  • subsidiary of the UN

• Everyone check out chaospilots.com

• Civic Engagement and Governance
  • WORKING WITH CRD roundtable and BCSEA Victoria Chapter to host a series of climate change forums in fall and winter called community conversations on climate change
  • 2 streams: public and local government
  • general goals:

1. inform/empower
2. connect
3. listen
4. inspire

• • planning is ongoing

• Go Beyond
  • pillars: training, challenges, planning, education
  • conference in August in Nanaimo
  • for the challenges now focusing on workshops, working with established groups
  • next week meeting with students for the education side, then meeting with faculty
  • hiring coordinator: Jamie: how do we want to do this?
    • term of coordinator? from end of August to December
    • Jamie wants CE to do the hiring, not the BC Campus Climate Network
    • Naomi interested in brainstorming some ideas for hiring schemes

[edit] Reviewing Past Decisions

[edit] Decisions

• Touch base with Charlotte about internal communications
• Touch base with Jill about creating a long-term strategy for finances and administration.
• Come up with a timeline for finalizing governance structure.
• Disemminate the Plan informally in July; have a launch event in September.
• Food WG to contact Civic Engagement about festival event.
• Consider hosting all candidates meeting for the municipalities for this fall.

[edit] The last Meeting of the Whole was on Thursday, April 10th, at 4:30PM in the SUB, room B025.

Agenda items:

1. Planning for Funding
2. Local Food Festival

Decisions made:

Until the governance system is finalized:

• Inform day-to-day listserv.
• Consult with group for synergies and/or alternatives.
• Meeting of the Whole for consent.
• Fundraising as standing item in the Meeting of the Whole.
• Should consensus not be reached in the Meeting of the Whole, the Development team will work with both groups to resolve the situation more specifically.

Information needed:

• Survey groups for their fundraising intents and timelines.
• Spreadsheet created on fundraising history.
• Folder on proposals.
• Action: Naomi will update Common Energy as a whole.

Meeting of the Whole Minutes

[edit] Meeting Locations

[edit] UVic

• SUB (Student Union Building)
• Halpern Graduate Students' Centre
• POLIS (in University House 4)
• TEF (2300 McKenzie)

[edit] Elsewhere

• The Black Stilt
• Serious Coffee
• Moka House in Cook Street Village
• Moka House in Chinatown
• Kona Coffee on the corner of Fort St. and Cook St.

[edit] Meeting Style, Protocol

Meeting styles describes the possible formats of Common Energy meetings. Common Energy has developed protocol to ensure that meetings are run appropriately, and to make them as open as possible to all members, including those new to the organisation.

The Meeting Monitor is a position established to ensure meetings follow the proper protocol, specifically to ensure members, both prospective and existing, can engage as easily as possible. The meeting monitor is actively working to ensure protocol is being followed, but more importantly is your ally. If a meeting has not followed the proper protocol, please contact the Meeting Monitor and they will take the appropriate actions to ensure it does not happen again. Click here for more information.

The Minute Style Guide describes the format for posting notes from Common Energy meetings.