This is the expression of interest thread for the Establishment Committee for Flux SA.
Please direct general questions regarding this process to this topic
Please only post if you're interested in helping establish the party, we probably need a minimum of 3 people and a maximum of 10 (it gets a bit hairy above 10 when trying to organise and coordinate at an early stage).
First off, please introduce yourself! We'll be using the contact info here to create the groups and move forward. Please post using the following template:
Name: Max Kaye
Weekly time available: 5 hours (Minimum 4-5 hours availability, see below)
Party role interest: Committee member (See list of roles below)
Interested helping with: Tech, administration, social media (See list of areas below)
Available for evening meetings (after 6pm) on: Monday, Tuesday, Friday (All days)
Available for weekend morning meetings on: Saturday (Just weekend days)
Other info: (anything you want to put here, really)
We need a few particular roles for each group, typically these are:
Initial Organiser (responsible for organising and chairing the first meeting)
Secretary (day to day operations and electoral commission (EC) liaison)
Registered Officer (filing paperwork with the EC, must be a valid voter in SA)
Party Agent (depends on jurisdiction, handles EC finance matters including disclosure)
Treasurer (may or may not be the same person as the party agent)
- Membership Coordinator
Foundation Liaison (the person responsible for liaising with The Flux Foundation)
Committee Member (general committee member, no special responsibilities)
Non-committee member (if you'd like to help out but not be part of the committee, mention this - an example would be someone willing to help with graphic design work, but can't commit to meetings)
Areas you can help with
Generally these areas are:
- Tech (HTML, git, coding, etc)
- Social Media
- Graphic Design
- Administration (paperwork and understanding EC process)
- Membership and volunteer management (including membership communication, meetups, etc)
- Operations (admin and communications)
- Media (external communications)
- Content (videos, blog posts, social media posts, whatever)
If you have any other ideas or ways to help please list those here too.
Meetings will either be held after work on a weekday, or either in the morning or evening on a weekend. Please list any times you're available (and optionally days where you could be available but are not preferred). The first meeting will be held on the evening that includes the most people and the Initial Organiser.
While most committee members won't need to spend 4-5 hours a week working on this, they should have this much time available if need be. Given that meetings can usually take 1-2 hours it's very difficult to make use of volunteer time below this threshold, especially at an early stage. Later on there will be plenty of opportunities to help with less availability.
The initial organiser should register a free google groups mailing list to serve as the establishment committees point of contact. It should allow posting publicly but only allow members to view the posts (see the settings in google groups for this). They should also add all interested members to this list.
The initial organiser is responsible for coordinating all the members of the establishment committee for their first meeting. They'll need to be most available during this week.
The first person to claim this role is it. They'll need to keep a track of this thread, update the mailing list with new committee members, and run the first meeting via google hangouts. (screencap of settings)[http://imgur.com/a/JRtnM].
The video can later be changed to private so it's not able to be viewed online - but it should be recorded.
The earliest date for the meeting should be Wednesday 2nd of August, and no later than Tuesday the 8th of August.
The first meeting is pretty straight forward:
- Open the meeting (noting attendance)
- Motion to create the "Flux SA Establishment Committee"
- Ask for expression of interest in areas to help and note these down
- Figure out who falls into which key roles (see below) during this period
- Educate any members on what's required - or allow someone who has read the EC documentation in more detail to give an overview of what's required to register
- Explain the next steps according to the electoral guide for your state.
- Assign action items where they need to be assigned as pre the previous point
- Ask for expression of interests for the Chair of the Establishment Committee
- Allow each person expressing interest a few moments to explain why they are best suited to be the chair
- Conduct a vote on the next chair
- Close the meeting
Key Roles (Establishment)
During the establishment there are a number of key roles (they can be held by more than one person)
- Electoral Commission "expert" - ideally 2 people who are willing and able to look through the guide on how to register a party in their state. They should read the guide completely and know any potential pitfalls and suchlike. They'll liaise with Max and Nathan (and possibly the WA team) to figure out the smoothest path forward and avoid any possible pitfalls during the registration process. They don't need to be true experts, just interested people who can look through and understand those sorts of documents. Links to registration guides
- Registration Manager - responsible for coordinating all members helping to register and ensure paperwork is signed by the right people, the application is correct, the members are validated, and ultimately that the application is submitted and accepted.
- Membership Validator - this is very straight forward - basically keep typing in CAPTCHA codes on this page until your state numbers are high enough. Note, if you use a link like: https://api.voteflux.org/static/html/anon_validation.html?state=nsw then you will validate members just for that state (needs to be lower case, see advanced notes).
- Possible other roles: the Initial Organiser should research if any other roles are required
Outcomes of the initial meeting
- Choose a chair for the establishment committee. They are responsible for organising and preparing meetings, distributing minutes, etc.
- Hold committee members to account for their action items
- Send email reminders a few days before the next meeting asking for agenda items and reminding the group of all action items
- Know who is doing what when it comes to action items and roles (all group members should be aware of the roles of all other group members)
- Have a clear plan regarding registration - who needs to do what so that everything comes together
Blog posts should be made following these events:
- Establishment committee formation
- Registration submission
- Registration success
Any for any other major updates. The posts don't have to be long, just visible.
You can see past examples of our posts here: https://github.com/voteflux/vote-flux-v2/tree/master/_posts
If there's no one on the team with the technical expertise to make posts smoothly then please liaise with Tom Sesselmann. Basically you write them with markdown and upload them to github and you're done.
Second and subsequent meetings
During the establishment period these meetings should occur weekly, up until rego is submitted. After that is up to the steering committee to decide what frequency they meet with. Subsequent meetings of the establishment committee are just around getting the party established.
The last important meeting of the establishment committee will be to decide the steering committee for the party proper, write these members into the constitution, and ratify the constitution before attaching it to the submission.
The steerco or steering committee is responsible for the ongoing operation of the party. The secretary, registered officer, and other official roles (as outlined in EC documentation) are required to sit on the committee. (5-8 people on the steerco is probably optimal).
The steerco is responsible for knowing when elections are coming up (election calendar), what they need to do to stand candidates, and planning the campaign and volunteer activities (these will vary depending on the resources and capabilities at the time).
Registration and post-registration
After registration is submitted you should all have a glass of bubbly
There will be a few months between registration submission and a confirmation (or rejection) of the registration (except in NSW where it's 15 months). During this time the steerco should meet (maybe fortnightly or monthly) to keep abreast of anything going on and disseminate updates. That frequency is up to them.
The responsibilities of the state party (with regards to elections) are twofold:
- Running candidates in state elections
- Running candidates in local elections (if appropriate).
Local elections are not a major priority right now due to the high effort / low reward relationship, and because they are not nearly as beneficial in terms of publicity.
Autonomy and Elections
In cases where we have a very good chance of winning seats (relatively speaking) Max and Nathan will become heavily involved in the election campaign and leverage our relationships to the best of our ability. A great deal goes on behind the scenes outside of the public campaign itself.
Matters not dealt with above
Nathan and I will work on drafting a generic constitution based on the WA constitution and our experience thus far. We'll get this to each party before registration. It will likely be rather similar to the WA constitution.
We'll work with individuals regarding ongoing party operation and produce some documentation around this too. Again, this is further down the line.
If any disputes arise they'll be resolved by Nathan or I (or a delegate if we're too busy). This is one of the reasons we're requesting meetings be recorded - they provide a great record to go back to later for many reasons, but if someone's behaviour is not conducive to getting the party up and running having a recording is important.
If you think we've left something out please reply to this post and tag @max.kaye
The most important thing
Have fun! We're doing something amazing here, so let's not worry too much about the minutia and remember that most of us have nearly zero political experience coming into this, so mistakes are both inevitable and okay. Let's be considerate of others and make sure we're putting our best foot forward.