Organization Structure Committee - 10/6/2015 meeting

Approved 9/17 meeting minutes.

Agenda additions/deletions:

• Chris brought up need to address what types of communication should there be with and among RTC chairs? We did not get to discussing this during the meeting.

Old business: review submitted materials related to Open Action Items and Open Issues from 9/17 minutes

• Howie provided a general writing style comment. He recommends that we should keep sentences short to ensure a high degree of retention and interest.
• Supervisor job description – All agreed with John’s job description. Howie will edit and revise based on his writing style recommendation. All agreed that after Howie’s editing the Supervisor job description is completed.
• Policy Council charter – Membership last bullet should refer to a “staff liaison”. Decided to use the term “Task Force” instead of “ad hoc groups” when referring to work groups that the Policy Council may form on need basis to work on a specific issue. The flow chart should include how a Task Force would fit into the process.
• Policy Council Chair and Member job descriptions - All agreed with John’s job description. “Ad hoc” should be changed to “Task Force” for consistency.
• Add Trail Chair job description to open action items. Mary will send Chris the 7/22 meeting minutes with the list of comments to incorporate.
• Board, Policy Council and RTC meeting dates – overall annual planning process diagram is useful and informative. Diagram should show Trail Chair reports due by 6/30, Supervisor reports, due 2 weeks after that, and LTC reports by end of July.
• TC organization guide – Gary and Howie provided comments for their sections. Mary is setting up 1:1 meetings with owners to discuss developing specific content for respective sections. We also discussed the overlap that exists among TC documents such as Trail Management Guide, Volunteer Handbook, proposed Volunteer Management Handbook, and TC Organization Guide. Although we did not reach any conclusions on how to address the overlaps, we agreed that the work done by this committee will be reusable for future documentations.

Other business: Implementation plan draft handout:

• Discussion around what will committee focus on next (i.e. after job descriptions, charters, are completed), what does it mean for the organization structure to be implemented and how will we know it was successful?
• The list of implementation tasks are proposed activities and deliverables for committee to consider. Some may require coordination and work by other committees. We left discussion open, to be continued at the next meeting.

Next meetings:

10/29/2015 at 6:00pm

11/12/2015 at 6:00pm

Meeting adjourned at 8:00pm

Open Action Items:

Open Issues: