Changing the preparation process of the General Assembly of Kiez Burn e.V.
This advice process is about some changes of the voting process of Kiez Burn e.V. to have better (and better prepared) votings for the board at the General Assembly.
I'm member of the board of Kiez Burn e.V.
Information gathered before posting.
Discussions within the board and also with Remy
People/roles most affected by this proposal.
Members of Kiez Burn e.V.
People/roles with the most knowledge and experience relevant to this proposal:
Do we have actual lawyers in the community?
Finance lead @Kathleen
Kiez Burn e.V. is not only organizing the event and our community around it, but is also handling a lot of responsibility. Past experiences has shown that trust is an important topic, be it from the community (and especially members of Kiez Burn e.V.) towards the board and also within specific groups working on events and topics. Especially when people just show up at the assembly it is very difficult to build trust or even get an idea about a person one is maybe seeing for the first time.
The process should be as open and transparent as possible, and should allow all members of Kiez Burn e.V. to get a better idea of who they are voting for. It should still allow late comers to allow themselves to get in last minute, but the main goal is to move most if not all personal presentations and discussions in the time before the General Assembly.
so, my suggestions for an useful search and election of candidates would be:
Week 6 before the assembly date (4 weeks before the official invitation):
We're announcing the search for candidates. Verein members are invited to submit their candidacies for the board. We're also describing the chances and expectations for the positions (like: meeting frequency, estimated time investment, also "official" tasks). We're inviting candidates to a information meeting ~1 week after the announcement. A deadline of 2 weeks is set for the first round of submitting candidacies. The candidacies shall include a picture and an a bit of description about the person and their goals, and will be published after the deadline in a discord group (or by other means)? A (probably too verbose) example: https://beachl.de/vorstellung-der-vorstandskandidaten/. We can also start collecting questions of the Verein members which can be answered later on discord or live events.
Week 5 before the assembly date:
Information meeting for potential candidates (like we had last year).
Week 4 before the assembly date:
Deadline for submitting candidacies for the first round of candidates. After the deadline, the names of the candidates are announced, and their descriptions are published.
Week 3 before the assembly date:
One (or more?) events are organized for candidates to introduce themselves and answer questions from members. These events can take place online or in-person. The questions and answers will be published on discord.
Week 2 before the assembly date:
Deadline for questions from the members to the candidates. So the candidates have enough time to answer the questions. the candidates answer the submitted questions and provide their answers to the members. These answers will be shared on discord, too.
The general assembly takes place, where candidates are introduced briefly again, and members can vote. If last minute candidates will show up, they will need a longer introduction and shall also be prepared for the questions the other candidates had already answered (we don't have Sparkle pony positions).
How would the proposal be implemented?
It will be implemented as a communication and event plan mostly for the time before the General Assembly. Our bylaws are mentioning a "Versammlungsordnung" (assembly rules), which could/should descibe how the General Assembly is done, but I couldn't find yet someone who has it, so it might be work in progress since some years. If it actually exists, it should be updated accordingly.
Who would implement this proposal?
When would this proposal be implemented?
It should be added to Wisdom and the communication plans in summer latest.
What would be the cost (time, money, effort, etc.) of this proposal?
What are the advantages of this proposal (relative to the current situation and/or counterproposals)
Members actually know who they are voting for and why, and also the candidates signing up for a position are getting a clearer picture of what to expect. Ideally the general Assembly is getting a bit shorter since the candidates are already known.
What are the disadvantages of this proposal (relative to the current situation and/or counterproposals)
It adds a bit of additional communication with the candidates and requires them to write about them and also to answer questions.
It is overhead if we are happy to find candidates at all, we don't want to scare them away.
A decision if we want to implement this preparation process for the next General Assembly.