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2017-Dec-6 Policy & Procedure Subcommittee Meeting Notes: CQLS, Procedure Manual, Security and Surveillance, Google Non-profits, Supervision of Contractors, Archiving P&C Correspondence

Present: Chris, Robert, Mylène

CQLS

John Sampson is the incoming clerk. Onboarding procedure includes:

– adding him to P&C email distribution

– asking the Internet Resources Manager to forward the CQLS clerk email address to him

– updating access to the Smashwords account

– granting access to shared folders

– offering him access to PivotalTracker, if he (or others on CQLS) would like to use it

– requesting his contact information

– sending the CQLS operating manual

 

Mary and Ruth remain active until the transition is complete, hopefully early 2018.

 

ACTION: MYLÈNE will manage any onboarding that is needed

ACTION: CHRIS will add these onboarding items to the procedure manual

 

Procedure manual

ACTION: Chris will let us know when she has added onboarding material (see above)

ACTION: Mylène and Robert will review next draft.

ACTION: Mylène will circulate a draft to the full committee for next P&C meeting

ACTION: Mylène will ask Bruce for a full list of forwarded emails, to add to the manual

Security and Surveillance

Robert is working with Tim on an article, not on behalf of committee.

Robert will add an inset that *is* on behalf of P&C, inviting people who are interested in the issue to send feedback, offers of expertise and expressions of interest.

Robert will circulate the inset for review to Mylène and Chris.

Robert advise Mylène of any changes needed to web form.

Mylène will create a public version of the web form, and advise Robert of the URL, for inclusion in the inset.

Mylène will Create a how-to make web forms.

Transition to Google for Non-Profits

Chris followed up, no response from Bruce.

seems to be no longer bouncing.

Mylène will contact Maggie to follow up with Bruce.

Web hosting specs:

– Where should server be hosted?

ACTION: Robert will look into possible hosts

 

Supervisory structure for contractors

– TCF editor used to be an employee, there was an employing committee (2 people for mutual accountability and someone to bounce ideas off of)

– technical question answerer has been the clerk in the past

– Roles of a contractor liaison: are we giving clear directions?  is the work getting done?  are there broader issues

 

– Robert: willing to be a contractor liaison, needs to know when to rein people in budget-wise

– Robert will sit in on both of the other subcommittee meetings this week, so we can discuss which one is the best fit for this contractor liaising

 

– Chris will forward CRS agenda to Robert

– Mylène send Editorial subcommittee info to Robert

– Mylène will notify Anne than Robert will be joining us

 

– Mylène will propose to CR Subcommittee that they consider providing guidance about what does and doesn’t go on front page

Archives

We should keep our correspondence with Samuel Rogers fund.  Chris has the letters from 2015, 2016.

ACTION: Chris will ask Mark Stanley and Marilyn Manzer for drafts of previous letters, as well as Cameron for copy of this year’s letter

ACTION: Chris will look for old minutes, including any that Carol or Michael Kauffman-Lacusta might have

ACTION: Mylène will post these records on the P&C subsite

Laid over until next meeting

– ex-officio roles?

– how do we get our minutes to the archives?

– HTTPS: not switched.  backup standing in the way?

– who gets a quaker.ca email address?

Next meeting, Wednesday Jan 3, 2018, 12 pm Eastern time.