Board Meeting Minutes: 11 July 2021

Organization for Transformative Works – Board of Directors

Minutes of the meeting: July 11, 2021, 16:00 UTC

Present

Alex Tischer
Jess White
Kati Eggert
Kirsten Wright
Lex de Leon
Natalia Gruber
Rebecca Sentance

Guests

Anne-Li
Antonius Melisse
Arvion
asp
BeastCallisto
box
Citro
cjrecord
Claire P. Baker
cmdonovann
coaldustcanary
connect_the_stars
coolcold7
cyn
Dasha
Emily Fowl
EmmaSTyler(QED)
EstanceDH
Gamebird
Hot Villian in Your Area
Ioana
Irina
Kaysa
killclaudio
Kimonie
Laurel
lea
leet911
lydia-theda
Loéva-Mat
luljetaa
Marion McG
martina
min
Morgandawn
nourann
Paula
petricores
pitytheviolins
SALT
Sammo
SoundsofSnow
Snow
Sweetplant
Teo
Teyke
tilies
thiscowboyisbisexual
Truffula
ViddersAdmin
Vinn
ZG

Decisions taken since the last meeting

Administration

  • Approved meeting minutes for the public meeting held on 14/03/21
  • Approved a tool upgrade for a committee

HR

  • Approved Tag Wrangling’s new training software
  • Approved staff requests for Transformative Works & Cultures, Tag Wrangling, Support, Fanhackers
  • Approved creation of a new role for Transformative Works & Cultures
  • Approved chairs for Strategic Planning and Policy & Abuse

Infrastructure

  • Approved replacement boot and log device for database servers
  • Approved payment for new servers
  • Approved payment for new database disks

Legal

  • Approved Legal signing CASE Act Comments

Open Session

Upcoming election

This year’s election for new members of the Board of Directors will be held on August 13-16. The Board wishes good luck to all running candidates.

Brainstorming about new OTW officer roles

The Board has been brainstorming the possibility of instating two new officer roles in the OTW: A Paid Staff Transition Officer and a Diversity Consultant Research Officer. The people in these roles would be responsible for overseeing and managing progress on both of these projects, since historically, the OTW tends to struggle to advance long-term projects due to the frequent turnover of Board members. Meeting attendants were encouraged to ask any questions they might have about the topic. The following points were brought up:

  • Why create officer roles rather than instating workgroups for the same purpose

In the OTW, workgroups can be created at any time to work on specific, contained tasks. Officer roles can also be created by the Board as needed, for whichever purposes are required at the time. The main difference between a workgroup and officer roles is that workgroups often involve a large number of people, while officer roles are typically occupied by one single volunteer. In this case, since the main goal of the new roles would be to research and contact people as needed, the Board believes having officers in charge of this project would be more efficient, as likely there won’t be enough tasks to share amongst a workgroup. The Board acknowledges that this might change in the future, and if so, more people might be brought in to assist with the project. We’re also conscious of the risk of creating linchpins, and will keep that in mind when creating the role. Possibly, there might be a pair of officers per role rather than just one person.

  • Whether these positions would be maintained long-term, or temporarily

They would be project constrained positions, and would exist until the completion of the project.

  • What sorts of decisions the officers would be expected to make

The Board envisions these roles as ones focused on mainly on research, rather than decision-making. In the case of the Paid Staff Transition Officer, the officer would be in charge of investigating what structures we as an organisation need to create in order to be able to hire paid professionals in the OTW. Likewise, the Diversity Consultant Research Officer would also research and explore possibilities for diversity consultants and present their findings to the Board, who would then evaluate them and make a decision on how to move forward.

  • What structures there are in order to ensure these officers would be effective, and to initiate removal if needed

The Board would keep in close contact with the new officers, in order to help them with any needs they might have, and also keep track of their progress. If for any reason, an officer needs to be removed from their role, there are standard procedures in place for removing present Board officers, which would also apply to the new roles.

  • Recruitment for officer roles

At this time, the Board is focusing on internal recruitment for the new roles, as existing knowledge of the OTW would be essential in order for them to achieve their goals.

  • Workload issues

Historically, in the OTW, several volunteers have accumulated multiple roles, which can lead to overwhelmed volunteers. Since we’re planning to recruit internally, there is a possibility it might be better for people stepping up as officers to leave their pre-existing roles. However, there are many roles in the organisation that could probably still be held alongside officer roles, as the workload of each OTW position can vary quite a lot. Committee chairs, who have a heavier workload, might need to go on hiatus or step down from chairing to take on this role, for example, but volunteers with a lighter workload might not.

  • Whether the Paid Staff Transition Officer would need to be familiar with employment law

In order to successfully achieve our goals, this officer would need to be familiar with employment law/infrastructure in the United States, where the OTW is incorporated.

The meeting was adjourned at 17:17 UTC

Minutes approved by the Board on 12/08/2021

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