From: Magali O.
To: Agenda-PPC
Subject: [Agenda] DRAFT: Plenary planning schedule
Date: Wed, 28 Jun 2006 12:16:03 -0700
Hi all,
I took the liberty of creating a tentative time line for all the things
related to plenary planning. It would be helpful to create a schedule
for the group, as well as a list of things to do. This is just a DRAFT.
Please make suggestions for improvement.
Also, please note that the CC will need to schedule a second call in
July in order to take care of plenary items. It's in the schedule as a
suggested meeting.
I've also included drafts of three announcements. I've been interested
in creating a plenary planning handbook for the CC, which is why I have
collected announcements that could be used as drafts for future plenary
planners. Please send your feedback.
If we take care of preliminary work online, we won't need to schedule
too many conference calls. Hopefully, everyone isn't too tired from this
past plenary weekend. I'll be busy during the day tomorrow and Friday,
but I'll check back in the evenings.
Thanks,
Magali
---------------------------
(Draft) Plenary planning schedule
JULY
Sat. 01
- Send announcement to locals, committees, and working groups with date
and location of plenary, and deadlines for packet submissions.
Mon. 10
- CC 1st regular call. During this call, the CC should plan on a second
regular call this month in order to approve the agenda and take care of
any other plenary related items.
Sat. 15
- DEADLINE: submission of plenary proposals
Thurs. 20
- DRAFT AGENDA DUE to the CC for CC call on Mon. 24
Mon. 24
- Approval of agenda. CC 2nd regular call, if CC agreed to it.
- DEADLINE: Submission of host committee's information for logistics packet.
- DEADLINE: Submission of standing committees and working group agendas,
plus any other items that need to be included in the packets.
Mon. 31
- PDF files of FINAL AGENDA & LOGISTICS PACKETS submitted to Plenary
Planning listserv for last review.
AUGUST
Thurs. 03
- Release agenda and logistics packets
Mon. 07
- CC meeting
SEPTEMBER
Sat. 2& Sun3 - Holiday weekend. No CC meeting on first Monday.
Sat9 & Sun10 - PLENARY
=============================
STANDARD PLENARY ANNOUNCEMENT to CO-COS - DATES, LOCATION, AND DEADLINES
(I used previous emails sent to the contact list and other places)
To: GPCA standing committees and working groups
The next meeting of the General Assembly is scheduled for September 9 to
September 10, 2006 in South Lake Tahoe (El Dorado County) California.
For details on location, lodging and any schedule changes, watch for our
Logistics Packet. Also, please watch the plenary website (link below)
for updates and other information.
Standing groups and working groups have until Saturday, July 15, to
submit proposals for the upcoming meeting. Co-Coordinators may submit
their group's agendas by Monday, July 24.
In order to speed up the plenary planning process, we ask you to please
answer the following questions along with your submissions:
- Was the proposal approved by the group? If yes, on what date and how?
Sometimes groups make decisions online, on conference calls, or delegate
their decision-making to an individual.
- If there are concerns by the co-coordinators or other members, what
are they?
- If submitting more than one proposal from your group, please
prioritize the list of proposals. All proposals may not make it to the
next GA agenda.
- Are there any supplies or special resources needed for the presenters
during the plenary weekend?
- Will the presenters be available on both plenary dates? If not, which
day will they be available?
This questionnaire is not new to our process. During every plenary,
members of the Plenary Planning group have communicated with presenters
and co-coordinators to gather information that is needed for the
planning process. This time, we hope to use volunteer time more
efficiently. Please use this questionnaire with every submission.
We would also like to remind everyone to please follow the standard
proposal format as outlined at
http://www.cagreens.org/plenary/proposalformat.html. If any information
is missing, the Plenary Planning group may recommend that your proposal
be dropped until a future plenary.
We will review information as we receive it, and make recommendations
along the way, but the Plenary Planning group will start working on a
final draft of the agenda after the July 15th submission deadline.
Thank you for all your hard work.
Your Plenary Planning Ad-hoc Committee of the CC
=============================
STANDARD CALL FOR VOLUNTEERS
(This is Sharon's announcement with a few small adjustments. Thanks, Sharon)
Hello, GPCA members...
The South Lake Tahoe Plenary (September 9 - 10) needs your help with
certain tasks. Gracious volunteers are needed for all 4 sessions:
Saturday AM & PM and Sunday AM & PM. For details and schedule, please
visit:
http://www.cagreens.org/plenary
ACCREDITATION TEAM: Attention to detail is a must. The Accreditation
Team is responsible for registering all Counties' appointed delegates in
the (early) mornings and ensuring quorum for each of the four sessions.
NOTETAKERS: Must have access to a laptop and know how to use it! A
notetaker is needed for all GA meeting sessions, and it would be good to
have at least one backup person for brief breaks. **** A small but
humble stipend may be offered. Past Plenaries have offered $150 divvied
up among all notetakers plus $50 for the person doing the transcription.
Current amount is pending approval. ****
FACILITATORS: Experience in facilitating large GPCA meetings is a plus,
but not necessary. We need one gender-balanced pair of facilitators for
each of the four sessions. No experience? No problem! A third seat is
available for folks who want to test the waters.
TIMEKEEPERS: Let us know when we've talked too much, so others get a
chance to speak. A watch or equivalent timepiece is a must, and a loud
voice is a plus. School bell may be provided if we can find it.
VIBES WATCHERS: Call out "Vibes!" when the energy gets too, well,
energetic. Four wise, gender-balanced ears and two loud voices are
needed here.
DELEGATE ORIENTATION: A seasoned Plenary hand is needed here. Your
mission is to hold a 20 to 30 minute orientation for new delegates on
Saturday, 9/9 at 8:45am or later. Delegates will need to learn a bit
about the Green consensus process and voting procedures. We request that
this volunteer also prepare a simple delegate orientation handout for
the plenary.
Interested? Want more info? Please respond to agenda-team@cagreens.org!
Thanks,
Plenary Planning Ad-hoc Committee of the GPCA CC
=====================
STANDARD ANNOUNCEMENT - PACKETS, REGISTRATION AND FUNDS FOR TRAVEL AVAILABLE
--
ALL WEB PAGES FOR THE SEPTEMBER GENERAL ASSEMBLY ARE NOW OPERATIONAL
Online registration is now open! Please register as soon as possible.
The proposal packet and the logistics packet are now available!
Please visit:
http://cagreens.org/plenary
And don't forget to submit your list of delegates and alternates online.
Also...
A travel fund has been created by the GPCA CC for the upcoming plenary,
which will take place on September 09-10 at [enter exact location here]
in South Lake Tahoe.
- Funds are for low-income GP delegates, CC members, and co-coordinators
of GPCA working groups and committees. Members are asked to honor this
system and only make fund requests if they are in need. Members who
receive funds from a working group or committee are required to disclose
the dollar figure they will receive.
- Requests for funds must be submitted to the Treasurer in writing,
which includes email. GPCA Treasurer Kenny Mostern can be reached by
email at kenny@kennymostern.net, or by snail mail at PO Box 1632,
Merced, CA 95341. Please be sure to include your full name; confirmation
that you are a delegate, CC member, or SC/WG coco; your mailing address;
and the amount of money you are requesting.
Allocation of funds:
- Individuals coming from the regions Monterey and north may receive up
to [ to be amended $125 ].
- Individuals coming from the regions between San Luis Obispo to LA, may
receive up to [ to be amended $50 ].
- Individuals coming from the regions south and east of LA, may receive
up to [ to be amended $75 ].
- Allocations will be made on a first-come, first-serve basis. You will
be notified if we are unable to fulfill your request.
- Requests should be submitted by [ to be amended June 15, 2006 ].
People requesting checks on time will receive them by mail that week.
If there are left over travel funds after the [ amend 15th ], the
Treasurer will continue to honor requests, but late requests, if
granted, will not be distributed until after the plenary.
- Green Party county and local organizations are encouraged to help
their delegates with funds if possible.
Please visit http://cagreens.org/plenary for more information about the
upcoming Ventura plenary.