Passed 3/12/2012

Passed 3/12/2012

Passed 2/22/2012

We will convene at 7:00 PM on Monday, February 27 at 1121 Jackson St NE, Suite 135.

The final agenda will be posted before and at the meeting.
Here is the preliminary agenda:

• Welcome
• Meeting goals and expectations
• Secretary’s Report: Elections
• Treasurer’s Report: Budget, Finance statement
• Event Committee Reports
  • CONvergence Steering Committee
  • Play Date Steering Committee
• Staffing
• Future meetings: planned for dates in Feb, May, Aug, Nov

New Business

• Special Topic: Communications plans & challenges
  • Regular meetings
  • Review of board decisions
  • Internal Wiki
  • Emails + face to face
• Special Topic: Budget priorities / questions
• Special Topic: Beyond the convention
• New concerns or questions to be researched
• Thank you and adjourn

Shatner’s World Ticket Give Away: we’ll give away two tickets to the March 15 performance of William Shatner’s one man show at the Orpheum Theatre! Come for the meeting, put your name in the drawing.

WHAT are these meetings about?
The boring answer is they are business meetings. But you already know Convergence is anything but boring! You’re invited to attend sessions with the Convergence Events leaders to listen, share and collaborate with them and other members to make more fun things happen at the CONvergence convention, Play Date, through our partnerships, and beyond.

WHO can attend?
You can! If you’re receiving this message, you’re invited! Bring your family, friends, and anyone else you think might be interested in the upcoming Convergence plans. These aren’t mandatory meetings. You can attend as many or as few as you’d like. It’s up to you!

WHEN is the meeting happening?
The first meeting will happen one of six dates in Feb or early March. The potential dates are Feb 20, 22, or 27 or March 3, 4, or 5. You have input on these dates. Please visit this Doodle poll and note your date preference. Reminders will be sent three weeks and one week before. Additional meetings will be scheduled quarterly. Don’t worry if you can’t attend in person, we’ll be providing updates through our emails and on Facebook, Twitter and our website.

WHY are there more meetings?
Convergence Events is growing as an organization and community. We want to hear from as many of our community members as possible, as well as share exciting news and future plans. We also want to provide a way for more of us to meet each other and introduce new folks to what Convergence has to offer. Check out a meeting, you might like it!

Christin “LeXi” Davies
Candidate for Director of Communications

Cynthia Lettermann
Candidate for Director of Community Relations

Daniel “Stitch” Mohr
Candidate for Director of Activities

Michael Lee
Candidate for Director of Activities
Incumbent, board member since 2008

Each candidate was requested to respond to the following questions:

1. Why do you want to be on the Board of Directors?
2. What would you like to do as a Board member?
3. What excites you about being a Board member?
4. What is your understanding of the duties for this position?
5. What, if anything, would you change about how the organization is run?
6. How do you propose addressing a key challenge facing the organization?
7. How do you propose build upon a key strength of the organization?
8. What skills/strengths do you have that make you well-suited for this position?
9. If you aren’t elected, what are your future plans? Are there any other divisional roles you might be interested in and why?
10. How do you handle disagreement, especially when you feel you are right?
11. A volunteer reporting to you has not been doing the job – how would you go about making a change in the staff?

See also:
Board of Directors Election Rules

Why this? Why now?
The plan was always to have elections. The first Steering Committee was appointed based on the desires of the concom when this model was introduced in Spring 2010.

The Board gave a charge to the first Steering Committee to determine a process for electing new members and/or replacements. The Committee was given broad latitude to set up this election process. They chose the ConCom Post-Mortem meeting in part because it would ensure the largest attendance of the eligible voters (members of the Convention Committee), and because the successes and challenges of the 2011 convention would be fresh in everyone’s minds while evaluating potential members.

What is a Steering Committee?
In this instance the CONvergence Steering Committee is the Executive Committee of the convention event itself. Their role is to team up with, provide leadership and remove barriers to success for the people who really run the convention: the Convention Committee and volunteer staff of the convention.

What’s to stop the Steering Committees from deciding to kill a beloved program of the Con?
There are three mechanisms in place for “protecting” the convention:

1. The positions are elected by the ConCom. The people running would have to go through an elections process which would enable the ConCom to ask questions of candidates, including this one.
2. Steering Committee members are intended to be chosen in a staggered fashion every two years. This is partly a preventative measure to make it very difficult to launch some kind of “executive coup.”
3. The legal (fiduciary) power of the whole organization still resides with the Board of Directors. The creation of committees lies within the purview of the board, as a matter of our bylaws. See Article VII Perforce, the dissolution of such committees is also the purview of the Board

The inverse of that question has also been asked: “what’s to protect the convention from board ‘meddling’?” The answers are similar: there is an elective process, also staggered, and there is a requirement for voting membership in the organization which expects qualifying organization members to be volunteers in the organization’s events. This “sweat equity” concept has been core to CONvergence and Convergence Events since our inception in 1998, and has proven to be a fairly enduring protection of the operational freedom departments have enjoyed.

Can a sitting department Head remain Department Head and serve on the Committee
Yes. There are some conflicting sentiments about the wisdom of this, but the bylaws and rules of the organization do not prohibit this choice. The arguments for and against this move are worth consideration:

• some feel there is enough work in the Steering Committee role that they cannot also discharge their duties as a ConCom member
• some feel that the reasons to create a Steering Committee included keeping the leadership of the convention in the hands of those responsible for its day to day operations.

Both of these positions have merit. Potential Steering Committee members should give these stances consideration before running for the position.

Who can serve on the Steering Committee?
In the same section of the bylaws noted above, it includes “Committee members may be members of the Board of Directors, members of the corporation, or other interested individuals.” In the case of the CONvergence Steering Committee, the initial committee chose to include a sitting member of the Board in the committee for the 2011 cycle. Going forward, the Steering Committee’s election process allows for Convention Committee members or Board members to serve on the Committee.

My interest is what is in the best interest of CONvergence. To keep it healthy and thriving, especially in this time of exponential growth and change. To breath new life and energy while respecting and upholding the foundation and groundwork that has been successfully placed.

What would you like to do as an Exec for CONvergence?
I’ve already initiated ideas and plans that I feel will benefit CONvergence as a whole, such as the smoker’s tent. I wish to continue providing fresh ideas and perspectives while maintaining what has long been proven to work. CONvergence needs to be the focus of CONvergence. This is certainly my focus. Realistically, the con is facing challenges. Growing pains, shifts in structure and a bit of chaos– the focus really needs to be on keeping the convention stable.

What is your understanding of the duties for this position?
To act as a liaison between the Board, the Steering Committee and the Concom as a whole. To make sure that everyone is being heard and keep all three working together as opposed to becoming segregated. To support the other Steering Committee members in their roles and above all, keep CONvergence well and successful.

What, if anything, would you change about how the organization is run?
As I’ve stated previously, CONvergence needs to focus on CONvergence. There are some interesting things happening, but we absolutely must make sure the reason we are here in the first place is maintained and continues to be successful.

How would you describe your communication style?
I am direct, sometimes blunt, but always considerate and professional. Listening is often times more important than speaking, especially to voices from unexpected places. Observation, to words, behavior and circumstance is critical. Everyone has a story, and every story deserves to be heard. I stand firmly in what I believe but am always willing to listen and consider. I also feel it is important to stand up for and be the voice of others that are not being heard or for whatever reason, are not speaking publicly.

How would you describe your conflict resolution style?
I never push to be right just to be “right.” I am willing to be proven wrong and admit mistakes. I am confident and strong willed, but I am humble. I prefer to talk conflict through, push excess emotion aside and focus on facts and what really matters, big picture.

What skills/strengths do you have that make you well-suited for this position?
I am passionate, determined, organized, and I care so much for CONvergence. I excel at written and verbal communication, at research and at making challenging things work. I am extremely creative, both intellectually and practically.

What do you bring to the CONvergence leadership that it doesn’t already have?
A new perspective, new ideas and a drive to prevent stagnation while defending what works and the years of blood, sweat and tears that made us what we are.

What if anything, would you change about the Exec position and divisional responsibilities you are seeking?
This is a new position and needs to develop. In a time of transition, kinks are still being worked out.

If you aren’t elected, what are your future plans? Are there any other roles you might be interested in and why?
I will continue to work as a co-head of our film room, Cinema Rex– as well as continuing to look for ways to apply myself for the betterment of con.

How do you handle disagreement, especially when you feel you are right?
I am firm but respectful and will present evidence that supports my stance. On issues of opinion, I will clearly and carefully outline why I believe the way that I do, making sure that my position is understood. So often, disagreement is a result of poor communication taking a twisted way to the same end.

A volunteer reporting to you has not been doing the job – how would you go about making a change in the staff?
I would first and foremost, talk directly to the person not doing their job. Perhaps there is a legitimate reason that they are failing in their position. Are they not getting adequate direction? Is there conflict that they need help resolving?

If things just are not working out, I would try to find another position more appropriate to their interests and skill sets instead of dismissing them entirely.

I would like to serve on the Steering Committee for several reasons. First off, I know and understand what it takes to get the job done. I have worked for the HoME division for the past three years and I understand the people and work that is needed. I also believe in our convention. I think we have created something special and I want to foster the creative and collaborative nature of our convention. I have also become more involved with the larger Convergence Events as a whole. I believe in the direction we are going and I want to help us get there. I have seen us have some growing pains in the last year. That is inevitable. We are feeling our way to a bigger organization. With that growth we need to be flexible and creative in our approach to solutions. Sometimes people are reluctant to allow change; we are comfortable in our world. But to evolve, we need to venture out, meet new people and learn to be social and friendly outside of our comfort zone. We have so much to offer, I do not want to see us miss out on the chance to grow and learn.

Who am I and how do I think I can get us there? I have been helping CONvergence in one way or another from its inception. I remember selling candy bars to help raise money for the first convention, and I have attended every year. I have only recently had the time to be more than a casual volunteer, but now that I have started, it has become an obsession. I love being a part of this convention. I am proud of the work I do and the results we have created at CONvergence. I am passionate about my ideas but I’m always open to other ideas. I do not have a great deal of ego involved in making things happen. I do not care about credit, I care about results. I do not have many confrontational situations because I am not the type. I believe in having discussions, not confrontations.

I tend to be a details type of person. I think of the procedure and structure needed to get things done. I have been told I am easy to work with and willing to help in any given situation. I am grounded and not prone to freaking out. Well, at least publicly. LOL! I hope that I inspire trust and confidence in those I work with.

I hope that I will have the chance to help “steer” us into the future as the new HoME Hospitality Steering Committee Member.

Participants may report to the Party Lab any time after 7pm on March 19th at Convergence’s Mission Control.
Admission is $10.00 per person, payable at the door.

See it and share it at our Facebook page

CONvergence has great parties, we all know that, but have you ever thought about all the work the party hosts do to put them on? This year, we are hosting a fundraiser for the parties and community groups that make CONvergence so wonderful, and we’d like you to be special guests! The CONvergence Party Lab is like a mini-version of the party floors at CONvergence proper. Parties have been invited to put on a mini-party and share in the proceeds from admission, helping them put on an even better party in July.