Hi Evan, good points,
As part of an newer ALS with next to zero travel budget of its own, we want to maximize our participation. We don't regularly attend these meetings so we need them to be meaningful and have some planning behind them. The social element is important, but I would expect that in face meetings have specific deliverables and are usually the end of a process rather than the start of one.
Agreed. Luc's email notes these nicely: - for everybody to agree on the 2 documents, - for each ALS to name its 2 representatives to the General Assembly, - for individual users to name their 2 reps to the GA, - name the Chair of the General Assembly, - name our Secreteriat, - choose our 2 ALAC reps. And would add a session on the key policy issues going forward.
To get maximum value out of the few face-to-face meetings, I would suggest making more use of tools such as conference calls. It would also be nice to have some more confidence in the funding process for the meetings deemed important enough to subsidize; there is a subtle but real difference between "it would be nice if you could attend this meeting" and "we really want you at this meeting; we'll cover travel costs".
Totally agree. the sooner we can communicate precise information on these the better. Nick's on holiday and this is his lead but from my POV we might make a monthly call a tradition, I know this is how I've acted as secretariat in the past for groups like this: - monthly call (needs a chair) -- agenda (proposed by sect and agreed by chair and members) -- minutes (standard format) -- task tracking - password protected website - public website - annual in person meeting to brainstorm strategy and discuss challenges - marketing/participation collateral for members to distribute to drum up participation It's a pretty bog standard "secretariat package".