Fall 2023 Executive Meeting

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General

The Executive team, made up of the Officers and Directors, meet four times a year to check in as a full group, review our progress together, and make some strategic decisions.

The Directors and Officers met on October 14 for our quarterly (Fall) strategic update meeting of 2023.

Notes

Amyrlin Seat

The Exec team is going to start keeping an ongoing thread in the Admin Ajah forum on-going for the entire quarter as a repository of things we need to address at the next meeting. If you have concerns you want the exec team to discuss/resolve please send them to the appropriate director/officer if possible or to anyone on the exec team. This should allow for faster resolution of some issues, reduce the number of issues that get lost over the quarter, and aid in collaboration between departments.

Keeper, Archivist and Shatayan

The only update from the Keeper is work on the Annual Report which will be compiled at the beginning of 2024.

Archivist discussed Virtual Merits. So far none have been awarded. Currently looking for input from members on what would make reporting virtual events easier. More should be coming from Toral in the near future.

No discussions from the Shatayan other than a fond farewell to Cahalan. Owena will be training to learn the current processes and take over the role.

Cordamora

Things for the Community Council (next 6 months):

• Discussions on how to ensure grooming or other harassment is prevented and addressed if it does happen.
• Determination of how to revamp the mentorship program
• Determination of how the change in minimum age should affect community moderation.

Discussion was held on the role of Unaffiliated and how it should change. We would like input from the unaffiliated Tower Sworn on this topic. Suggestions from the meeting included no longer removing unaffiliated from a bondmate's community group forum and allowing unaffiliated to form one bond which matches the minimum number of any other Tower Sworn group.

In Memoria section to be added to the Library for departed members.

Events and Conferences

A survey for Euro Events will be coming soon with the potential to turn into a focus group of members who are most likely to attend a Euro event. This will be to determine what is the most likely to result in a successful event that does not cost the tower significant money to host. Also the Events team is working on rewording Bid request posts to support feedback from Membership Survey. Spring Fling location has been announced and Bid requests for Anni 2024 are open.

Marketing

Membership Survey data was shared with the Marketing staff. Work is in progress to try and put the podcast on YouTube for easier access. A social media plan is being worked on to improve our social media presence. And we are looking at an alternative to Zazzle for our merch store. Currently looking at RedBubble but if you have any suggestions, please provide them to marketing@tarvalon.net.

Online Events

Guild Leader terms started October 1, and a new tech roll was created to give them the ability to sticky things in their respective Guilds. Tea Lovers, and the Fiber, Sewing & Crafting Guild were given their own sub forums. Shaoman runs from October 27-Nov. 3, and has contributions from the OATeam, as well as most of the Guilds. Persons interested in hosting an event should contact the Director of Online Events. One does not have to be a member of the Event staff to host, however, the department is always hiring if one would like to apply.

Research and Records

The team will be adding information to the FAQ forum about Library merits to make it easier to understand what merits exist and what the criteria are to receive them. Some of this information has already been added, but let us know if there is any additional clarification you think useful.

Technology

Discord Update: Discord has been changed based upon feedback from the membership survey. Ishy was added to handle logging and role additions and to make publication of site announcements more streamlined. The update included a change to the channel structure to include threads instead of separate channels for a lot of the discussion channels. We understand this is new and different for a lot of members, but hope that with a little time it will prove to be a much better set up for everyone. This is something that will be reviewed for overall satisfaction in the future. Additional changes are that everyone with the "site member" role will have access to the voice chats and we are working up sync role updates with forum access updates for things like raisings, aspirations, and hirings.