Organization Structure Committee - 10/6/2015 meeting

Committee: 
Organizational Structure
Meeting
Date: 
Tue, 10/06/2015 -
18:00 to 20:00
Agenda: 

 

6:00 p.m.      Review 9/17 minutes; Agenda additions/deletions

 

 

6:05 p.m.      Old business 

 

Review submitted materials related to Open Action Items and Open Issues from 9/17 minutes           

 

 

7:15 p.m.      Other business

 

 

8:00 p.m.      Adjourn

Attendees: 
Chris C., Mary D., Ed G. (chair), Gary H, Josh H, Howie L, John M
Status of Minutes: 
Final
Minutes: 


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:

Mtg. Date

Description

Owner

Status

7/22

Revise Supervisor job description to include comments from meeting

John

See minutes

7/22

Draft Regional Program Coordinator job description and distribute for review

Josh

Draft by 10/15

7/22

Draft Volunteer Liaison Program Coordinator description and distribute for review

Josh

Draft by 10/15

7/22

Draft RTC Chair job description and distribute for review

Chris

Draft by 10/15

7/22

Draft Policy Council charter and distribute for review

John

See minutes

7/22

Draft Policy Council Chair and Member job descriptions and distribute for review.

John

Closed 10/6

7/22

Draft a Policy Council agenda based on what was presented at the Steering Committee meeting

John

Open

8/13

All to review Supervisor job description for next meeting on 9/24.

All

Closed 10/6

8/13

Set Board, Policy Council and RTC meeting dates for the entire year to help drive the annual planning calendar.

Chris, Ed, Josh

See minutes; update diagram

9/17

Draft RTC Charters

Chris

Open

9/17

Prioritize TC Organization Structure Committee list of policies for input to the Policy Council.

Ed

Open

9/17

All to review TC Organization Structure Committee charter and be prepared to comment and close on charter at the next meeting on 10/15.

All

Open, to discuss at 10/15 meeting

9/17

Schedule individual sessions to begin creating the content for the new TC Organization Guide (doc title TBD).

Mary

In progress

10/6

Update Trail Chair job description with review comments from the 7/22 meeting.

Chris

Draft by 10/15

 

Open Issues:

Mtg. Date

Description

Owner

Status

7/22

Need to create a repository for all the new documents pertaining to the new TC structure with secure access.

Ed, Mary

Open

7/22

If all TC meetings are cancelled any outstanding Trail Approvals will need to be covered at the August/September RTC meetings.

Facilitate a “Trail Adoption Process” review. Gary to present the web-based process and Josh to present the Trail Adoption and Trail Update processes.

Gary, Josh

Open