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Secretariat

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This page is outdated or irrelevant and will be archived soon.

This Secretariat team is concerned with official communication as BeVolunteer, preparing and documenting information about Bevolunteer and dealing with the necessary paper work.

Especially it starts from the tasks of the Secretary delegate: he is "in charge of all correspondence and the archives. The Secretary Delegate is helped in his tasks by the assistant secretary (vice secretary) if there is one. They draft the minutes of the meetings. In case of absence, they are replaced by a member of the BoD.

Keywords:

  • documentation: make public, archive, sort, keep the page about the history of BeVolunteer up-to-date
  • informs volunteers, collects important news for newsletter
  • works closely together with pr and communications team"


Contents

Team Members

  • Pierre-Charles: Secretary Delegate, read everything, stimulate the processes of documentation, management of the teams, activity of the debates...
  • Claudia: Vice-Secretary. Assistant for online documentation and writing BoD meeting reports. BoD Moderator. Answer BoD emails
  • Jean-Yves: assistant for paper work from / to BeVolunteer postal address
  • Frank : assistant for application accepting

Activities

Besides the mentioned roles of the team members, the activities of this team are in particular:

  • Dealing with applications for membership
  • Provide transparent information about the organizational structure of BeVolunteer, its projects, teams and members, the tasks and priviledges of certain individuals, the working processes of the BoD.
  • Note that this team is only concerned with these topics as much as they concern BeVolunteer as a whole, it does NOT deal with issues that can be addresses within the teams

Routine tasks of Secretary Delegate:

  • take knowledge of all the meeting reports
  • checking that asigned secretary tasks are effectively done (example: report for a moderator)
  • checking that reports reflect the conclusions of a meeting
  • checking that the content of the public pages reflects the global position of BeVolunteer.
  • keep a global view of what's happening and remind eventual problems, be it organizational, legal or in line with global position of BeVolunteer
  • checking that acceptation of new members is fairly done

(...)

Note: the Secretary delegate is NOT the person responsible of conversations process in the forum. This is responsibility of the whole BoD or person in charge of checking that taken decisions are really representing the opinion of the members and that the process driving to these decision did not forget to take in account important parameters. (example: a poll is closed while obviously more people wanted to vote, a poll is done without enough communication, a poll is not well set, a conclusion is set after a discussion which forgot to take in account important parameters, etc.)

repartition of special action-routines

  • Claudia
    • unless another BoD moderator is designed (by BoD or Claudia), Claudia moderates the BoD meetings and writes the related minutes
    • BoD reports are read by the Secretary delegate and approved before the following meeting by 2 of the members present to the BoD meeting
    • She answers emails sent to the BoD, through the OTRS system. She communicates them to the BoD if required.

Routines for Applications

Here you can find the routines that have been set up for receiving applications for BeVolunteer members and BeWelcome members

BeVolunteer Applications

  • Frank
    • receiving applications (+ copy to Gmail account) + send reply acknowledging receipt
    • check if application is valid and transmit it to the BoD forum + poll
    • if member is accepted : create Wiki account for new accepted member. This task is shared with Hannu
    • create forum account or set the BeVolunteer right to existing forum account
    • add the member to the BeVolunteer google group
    • send welcoming message for new accepted BV member
  • Special cases
    • rejection or postponing of application (related messages have to be written)
    • person is already member of forum/wiki (ex: BW volunteers). The routine is basically the same but communication is adapted.

BeWelcome Applications

  • Public forum contains the procedure
    • interested people create an account on the public forum
    • they post their application for one (or more) team(s)
  • Team coordinators
    • read the forum post
    • if they want to accept the application, they post on a queue list in the forum
  • in case of absence Frank informs PC a week in advance
Retrieved from "http://www.bevolunteer.org/wiki/Secretariat"



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