Present: Mylène DiPenta (recording), Chris Hitchcock, Robert Kirchner
Regrets: none
Web Maintenance Liaison Report
ACTION: ROBERT will create a draft contract for Glen
ACTION: ROBERT has been working with Glen on the transition to HTTPS, and will follow up in mid-March.
Robert and Glen are also discussing the possibility of assessing the site for compliance with the Ontarians with Disabilities Act, and will continue this conversation when Glen completes a course in April.
Email Announcements About Website Updates
We discussed the proposal by Communications Reevaluation and Editorial subcommittees to create an email notification about website updates.
We discussed the importance of being intentional about what gets included in Announcements and what would better be suited to a Business distribution.
No specific policy-related issues came up in response to this.
Password-Protected Resources
We considered the question of how to decide who has access to password-protected resources. Some ideas included:
– anyone associated with a Meeting that is affiliated with CYM (members, attenders, seekers, etc.)
– people attending CYM in session, even if they are not connected to CYM meetings (Friends from other countries, guest speakers etc), who might need access to Documents in Advance, the Daily Quacker, agendas, etc.
We considered the possibility that some accounts perhaps should be intended to be temporary. We also discussed possible changes to what is password-protected. For example, should someone be required to register for an account simply to contact a committee clerk?
We will continue to discern this.
Alternatives to Google Technology
Robert has been experimenting with Wolkli, which provides services similar to Google Drive. He has been able to use it for personal storage and multi-platform calendar syncing, but ability to share files with other users has been inconsistent, and we haven’t figured out the technical problems.
Procedure Manual
Many people’s comments have been incorporated into our draft Procedure Manual.
ACTION: MYLENE will finish incorporating comments and cleaning up the document, so we can propose a draft for approval at the coming P&C meeting.
Role of Ex Officio Members
We carefully considered the situations of the varied roles that hold membership in P&C by virtue of position: the CYM office manager, the CQLS clerk, the web/TCF editor, and the Internet Resource Manager. We discussed what specifically were the needs of each position, and what were the needs of the Committee, especially relating to decisions that might be most respectful if they are kept as confidential as is reasonably possible, such as hiring, firing, and contracting.
We are considering using other mechanisms to meet these needs in some cases:
- for contractors and the Clerk of CQLS, they could be welcomed to join most meetings if desired, and requested to attend meetings when their expertise is especially needed, without being obligated or contractually expected. We might also ask them not to sit in for or participate in discernment about confidential discussions.
- we have also created a distribution list for who should receive agendas and minutes; this could include anyone within CYM who finds them useful, and need not be restricted to members or associates.
- we are not considering a change to the full membership and ex officio status of the CYM Office Manager. As a staff position, their participation in committee meetings is guided by the Personnel Policy.
ACTION: MYLENE will talk with Tim to get feedback on this proposal
ACTION: MYLENE will talk to Maggie about consulting with Bruce.
Update on Contract Documentation
ACTION: MYLENE will delete online documentation relating to the contracting process of March 2017, and contact the search committee to do the same.