Loomio
Tue 14 May 2013

Liaison Process

M
Murdoch Public Seen by 328

What does a liaison do at 19 Tory St?

Don’t worry, it’s super simple and fun! Here’s a brief outline of the process:

  1. Lovely members of the public propose events using the online form at www.concernedcitizens.co.nz.

  2. The details about what they want to do and when they want to do it are put into a Loomio discussion, along with their contact details. Everyone on the admin team looks at the proposed event, and someone volunteers to act as a liaison for the event.

  3. When you volunteer to liaise, you click ‘Start a Proposal’ and cut and paste the details in. Everyone gets an email notification about the proposal, and has their say about whether or not they think the event should go ahead. The default time for proposals is 3 days - you can adjust this as appropriate (urgent proposals can be shortened to 1 day etc). If you’re super nice you can email the person proposing the event right away and tell them that you’ve volunteered to liaise with them, that their proposal is being considered by the team, and that you’ll be in touch soon. Note: the proposer's email address can be found at the bottom of the proposals spreadsheet - email Rich if you need access to that file.

  4. When the proposal closes, if no-one has major concerns and there’s no clash with events already booked in (check the calendar at www.concernedcitizens.co.nz), you can email the person and let them know their event has been approved. They will be overjoyed! When it's confirmed, lock their event into the calendar. Ask Rich if you don't have access already. Then all you need to do is keep in touch with the event organiser, and arrange to get a key to them when they set up for their event. Make sure you email through the 'Guidelines for people organising events at 19 Tory St', which has some friendly pointers about how to put on events without stepping on anyone's toes :)

  5. Since we’ve had a bit of trouble with noise annoying the particularly noise-sensitive neighbours through the left wall, it’s a really good idea to be present at the event you’re liaising on. It’s important to check in at the end of their event to make sure the space is in a good state for the next event (clearing furniture away, getting rid of rubbish etc). If you can’t be at the event yourself, then you can arrange for another admin person to be there. Done!

We got a few noise/mess complaints from the neighbours at the beginning, but since we started making a bit more effort to be present at the events we’re liaising on things have been running super smoothly!

It’s a really easy process that takes only a tiny amount of effort and time - if everyone on the admin team volunteers to liaise on about one event every month or two then we will be all sorted and continue to be the best open-source community gallery ever!

M

Murdoch Tue 14 May 2013

For part three when you need their contact details you will have to go here: https://docs.google.com/spreadsheet/ccc?key=0ArFTuQbVv06ndEd3M2Q5MEh5aHpwSUxoTXNONnZReUE#gid=0
But before your first liaise you will need to email Rich (Richard D. Bartlett richarddbartlett@gmail.com) with a kind but insistent request for access. He will oblige, nobly.

M

Murdoch Mon 24 Jun 2013

Super super simple, y'all.

M

Murdoch Mon 15 Jul 2013

@louisesherrell @joelcosgrove - this is the basic process for becoming a liaison. Whenever you start a discussion you should also be the person who creates a new proposal so the rest of us can vote on it. cheers, Murdoch

M

Murdoch Tue 16 Jul 2013

@iananderson - when you start a discussion, follow the process to also make a proposal if it is something that we oughts to be voting on.

JC

Joel Cosgrove Thu 18 Jul 2013

:)

M

Murdoch Wed 28 Aug 2013

Idea: perhaps we could make (a) cull the 19 Tory group of people who haven't participated in some moons (b) make it a closed group and (c) @richarddbartlett include people's contact details in their proposals to make it easier for liaison folk.

E

Eamonn Wed 28 Aug 2013

good idea, how about you propose it @murdoch

M

Murdoch started a proposal Wed 28 Aug 2013

change the tory st loomio group via a,b and c below Closed Tue 3 Sep 2013

Idea: perhaps we could make (a) cull the 19 Tory group of people who haven't participated in some moons (b) make it a closed group and (c) include people's contact details in their proposals to make it easier for liaison folk.

I've given this a few extra days for voting for people who are a bit slower on coming online than others.

Results
Agree - 1
Abstain - 1
Disagree - 1
Block - 1
5 people have voted (5%)
BK

Benjamin Knight Wed 28 Aug 2013

I agree with a), but would be extremely reluctant to make the group private if we can avoid it at all. A big part of the value of Tory St is as a model for other projects to learn from - it would be a huge shame to lock all that rich content up

BK

Benjamin Knight
Disagree
Wed 28 Aug 2013

I'd be really sad to see the group turn private - very keen to find another workaround to make liaising easier while keeping the group public

M

Murdoch Wed 28 Aug 2013

@benjaminknightloom is it being used in some forums as a model of sorts? The present method of getting access to the google doc with the contacts of people for these needs to be addressed to get newer liaisons comfyish with the process.

RDB

Richard D. Bartlett Wed 28 Aug 2013

Interesting. I am really quite attached to the idea that we keep it open, but I agree that it is frustrating to have information split up in 2 places. Ummm?

TG

Taylor Groves
Disagree
Wed 28 Aug 2013

M

Murdoch
Agree
Thu 29 Aug 2013

Well I wont be here for the next while, but from looking at how people wanted to help out over the last few months but haven't gone on to liaise something I think improvements are needed. To me, this is the easiest way, though I am open to others

M

Murdoch Thu 29 Aug 2013

On the whole it is more important for me at the moment to see proposals liaised by a range of people rather than keeping the ideal of the open group. One other option might be to have someone co-ordinate that emails the contacts to anyone who wants to liaise - that seems burdensome too.

MA

Mark Amery Sat 31 Aug 2013

This is interesting. This is my first vote and comment in this group and yet I get a lot from seeing the proposals that roll through and also 'hearing' the rigour by which the collective works. So I am not sure whether 'participation' isn't a wider open idea. But naturally I am not doing any liason or work (which I heartily salute and can appreciate that solving issues is a priority) - I am one of the wider open circle - on this basis I feel easier not voting but rather just commenting.

DS

Damian Sligo-Green
Abstain
Sun 1 Sep 2013

I think it's important to keep the group public but given I haven't liaised before I don't feel fully qualified to pass judgement. Keen to hear other workarounds to make it easier to liaise/organise

M

Murdoch Sun 1 Sep 2013

This pie graph is hot.

SJ

Sophie Jerram
Disagree
Sun 1 Sep 2013

I might have concurred if it were not for hearing fm 2 'watchers' over the weekend. They really enjoy being part of the group and one day, hey, may become more vocal online.

M

Murdoch Sun 1 Sep 2013

The question then, is how can we make finding the contacts easier for the liaison people so that more people feel capable of liaising. I like the hyperlink above to the spreadsheet that has the contacts on it - is there anyway this could (a) be made accesible to all new members of the group and (b) this liaising thread be pinned to the top of the discussion list? So good having so many Loomio admins in the group! We can ask all we want.

BK

Benjamin Knight Mon 2 Sep 2013

This is indeed interesting!

I think you've identified the challenge @murdoch, and will volunteer myself and Mr @richarddbartlett to work on making the liaising process easier!

I'm thinking a super straightforward page on the website might be the easiest way of laying the process out. We could very easily also send the process out in an email to everyone in the Tory St group to make sure everyone's got it handy.

Also, we can just get a whole lot more thorough about making sure we give all liaison people access to the contact info form when they join the Tory St Loomio group.

How does that sound?

M

Murdoch Mon 2 Sep 2013

If it works, it works. I think it is also probably a good idea to make it clear that the cull we were discussing wasnt taking it back to only ten participants, but just getting rid of people we know who're overseas or were added for a particular project and aren't in Wellywoo any longer.

BK

Benjamin Knight Mon 2 Sep 2013

Just added a link to the liaison guidelines in the 19 Tory St group description - could be an easy place to point people

E

Eamonn Wed 4 Sep 2013

Is it possible to Sticky this?

BK

Benjamin Knight Wed 4 Sep 2013

sadly no :( in future, it will be happily yes :)

E

Eamonn Tue 8 Oct 2013

bumping this topic so it comes back to the front page

M

Murdoch Wed 2 Jul 2014

bump!

KW

Kowhai Wheeler Wed 2 Jul 2014

This is really useful, thank you!

KW

Kowhai Wheeler Wed 16 Jul 2014

Another bump! :)

KW

Kowhai Wheeler Wed 5 Nov 2014

bumpin' at the choiceness that is @leilaniavisesio :) Sup!

KW

Kowhai Wheeler Sun 25 Jan 2015

Hey just bumpin' this up @katupenatem :)

KU

Kat Upenatem Sun 25 Jan 2015

Awesome thanks Lucy

KW

Kowhai Wheeler Mon 30 Mar 2015

Bumpin up for our new pals in da hood :)

E

Eamonn Mon 4 May 2015

bumping this

KW

Kowhai Wheeler Wed 13 May 2015

I wonder if we could please have more korero on this? Always learning with people, collective and loomio! The process from start to finished ie how and where the initial proposal comes in who handles it, where it goes, then, what it means when it's in loomio, then that needs to be picked up and liaised ie understanding loomio process .. :D

KU

Kat Upenatem Thu 14 May 2015

Great idea Lucy. So, when things come up, someone needs to offer to be a liaison. The gap is partly an information one: could it be made easier to see that a thing has come up and needs a liaison? Could "Liaison needed" for [xyz activity topic xyz]" be in the title on Loomio and is that editable ( @richard bartlett ) i.e. can the "the words "liason needed" then be removed by the person who offers to be the liason? To save clicktime and loading time because Loomio is SO slow... i usually read only the title ...

RDB

Richard D. Bartlett Mon 18 May 2015

Love that idea @katupenatem! I will try it out for a while and see if it helps

WKA

Walter Kawikaka'iulani Aipa Mon 18 May 2015

Awesome! Great idea!

KW

Kowhai Wheeler Mon 18 May 2015

Awesome, then when its picked up and someone has put a proposal up, can the main heading be without the "liaison needed”?

RDB

Richard D. Bartlett Mon 18 May 2015

Yerrr this is great. I will go through and update some titles on the recent threads now.

FYI to edit the title, you hit the "gear" icon on the top right of the discussion and then hit "edit discussion".

AU

Ania Upstill started a proposal Mon 21 Sep 2015

The Angry Brigade: Performances Closed Thu 24 Sep 2015

Sam Phillips would like to propose a few performances of The Angry Brigade covering the weeks of Oct 12th and 19th. These could take place after events like the Vege Pickup and around other scheduled events such as the Massey Photography setup (the performance nights don't need to be sequential). They would also need a few rehearsals in the space. I would propose something like the following:

Rehearsals: 7 - 10pm Oct 7th, Oct 8th, Oct 9th
Pack-In: Oct 11th and Oct 12th

Performances: 7pm Oct 14th, 15th, 17th, 18th
7pm Oct 21 - 24th
Pack-Out: Sunday October 25th

They are planning on charging for tickets, but this is mainly so that they can cover the rights that they are paying to put the play on. It would be possible to ask that they have one koha night, perhaps, in keeping with 17 Tory's ethos of accessibility. And they are definitely willing to donate to 17 Tory.

Generally, it sounds like a cool play and a good fit. Read more here:

“A staging of ‘The Angry Brigade’, a new play by James Graham.
Against a backdrop of cuts, high unemployment and the deregulated economy of 1970s Britain, a young urban guerrilla group mobilises: The Angry Brigade.
Their targets: MPs. Embassies. Police. Pageant Queens.
A world of order shattered by anarchy; the rules have changed. An uprising has begun. No one is exempt.
As a special police squad hunt the home-grown terrorists whose identities shocked the nation, James Graham’s heart-stopping thriller lures us into a frenzied world that looks much like our own.”

Results
Agree - 3
Abstain - 3
Disagree - 3
Block - 3
4 people have voted (4%)
DU

[deactivated account]
Disagree
Mon 21 Sep 2015

I need to talk to the students involved in the Massey Exhibition first. There is a clash Fri Oct 16th plus their opening night won't be until the following week maybe on a Wed. I will find out asap when that actually is.

AU

Ania Upstill Mon 21 Sep 2015

That would be great if you could check with them. I did see the clash on the 16th, which is why the 16th is not a performance date (it goes 14th, 15th, 17th, 18th)

DU

[deactivated account] Tue 22 Sep 2015

Right I've sent them an email and will get back to you asap and I'll remove the Fri Oct 16th date on the calendar if that's okay? Thanks for your patience, I'm pretty confident we can tweak all this out.

AU

Ania Upstill Tue 22 Sep 2015

Yep, totally good! I'll change the dates on the calendar to reflect what I put in the Proposal (should have done that earlier!)

M

Murdoch
Agree
Tue 22 Sep 2015

With the proviso that the clash of dates is sorted - looks like the kind of thing we want to host.

M

Murdoch Tue 22 Sep 2015

Also just need to make sure that it works OK with an exhibition on at the same time. Do the performers know there'll be stuff on the walls @aniaupstill and that their stage will need to be packed down a bit after each show?

NL

Nati Lombardo
Agree
Wed 23 Sep 2015

if it works with the other exhibition

WKA

Walter Kawikaka'iulani Aipa
Agree
Wed 23 Sep 2015

Tautoko Leilani's notes.

DU

[deactivated account] Wed 23 Sep 2015

@aniaupstill
Okay latest update, the girls are planning to have their opening night Wed 21st Oct, 2015.
I suggested that we should meet with you asap just so we are all clear and everybody is on the same page.

DU

[deactivated account] Thu 24 Sep 2015

@aniaupstill are you free this Sunday Sep
27th to meet with Chloe Maddy and myself?

AU

Ania Upstill Thu 24 Sep 2015

@leilaniavisesio unfortunately I'm going away this weekend, coming back Sunday evening. Perhaps if it was late in the day? Otherwise, I could give you a call on Monday if that suits.

DU

[deactivated account] Thu 24 Sep 2015

@aniaupstill ... how late in the day? Otherwise yes, Monday sounds good my number is 0226778852. I'll meet with the girls regardless and make sure I have all the info for you if you can't meet this Sunday. Cheers :)

DU

[deactivated account] Thu 24 Sep 2015

After 1pm on Monday!

AU

Ania Upstill Sun 27 Sep 2015

I'll give you a call today after 4pm :)

DU

[deactivated account] Fri 2 Oct 2015

Hey @aniaupstill
Soz for being a pain -
Thanks for meeting with me and Chloe on Wed. I've just received an email from her this morning and she still has concerns over safety of the art work during the performances and any stuff they might have stored being visible during the day. I've proposed to her that maybe I could meet with you and the Angry Brigade people just to reiterate those points again. I hope I am not overstepping your boundaries as a liaison in doing so. I just want to do what is possible to give Chloe and Maddy reassurance and peace of mind. I did tell her that 17 Tory St is a community space and while a lot can go on, from personal observation for the most part - it works, because of the ongoing communication and respect that everybody demonstrates toward one another.

AU

Ania Upstill Fri 2 Oct 2015

Yep, Sam would be happy to meet with them. I'm wondering if we should put them in touch? I was going to call Chloe today to ask if I could give Sam her number, so I'll go ahead and do that and maybe they can liaise directly?

DU

[deactivated account] Sat 3 Oct 2015

Fantastic. I'll let her know!

M

Murdoch Mon 5 Oct 2015

@anna40 - this is the document with the liaison process in it. See the description at the top!

AV

Anna Vesta Tue 6 Oct 2015

Thanks. :)