Committee
Organization
The Mysterium Committee is made up of those people who have been elected, volunteered or been asked to fill specific roles in the working structure of Mysterium. For 2010 those roles are:
Co-Chairs
This is a two-person cooperative position, responsible for making sure all runs smoothly, deadlines are met, people are doing their jobs. Together, the co-chairs make decisions regarding the structure and layout of Mysterium for 2010, alternately facilitating Mysterium meetings.
Treasurer
The Treasurer is responsible for the collection, distribution and tracking of Mysterium funds.
Secretary
The Secretary is responsible for documenting meetings, distributing minutes & agendas, maintaining Committee contact information, and managing documents related to the Mysterium organization.
Committee Teams
The various teams of the Committee are responsible for specific duties relating to the planning and execution of each year’s convention, and each is headed by a Team Lead, who is responsible for outlining areas of responsibility and coordinating their own volunteers as needed.
Location Team
This team is responsible for selecting candidate host cities to be voted on by the community each year, and coordinating hotel selection once a city has been chosen. They will work closely with the local community member(s) who submitted their city as a candidate, and will also be in charge of transportation coordination (airport shuttle info, public transportation at the host city, etc.).
Events & Operations Team
This team is responsible for all event-related planning, such as researching and selecting activities to list in the convention literature. They are also responsible for planning and executing games and activities at the convention itself, and managing on-site volunteers and cat-herding operations.
Registration Team
This team is in charge of handling incoming registrations, passing incoming registration funds to the Treasurer, coordinating the various registration-related goodies for the year (t-shirts, literature, swag, etc.), and running the registration table at the convention itself.
Communications Team
This is our PR team, responsible for PR announcement and poll creation and distribution, communication with attendees and the community at large, and coordinating efforts with the Guild of Messengers.
Web Team
This team is responsible for the programming and design of the website. Before, during, and after the event, the Web Development Lead is responsible for assisting the Communications Team and Registration Team with their needs, in order to ensure that information for the newest event is easily accessible, and that past events are also easy to read about.
Cyan Contact
This person is our point of contact within Cyan. Any legal permissions, as well as any requests for assistance with technical operations that they host (such as the DNS for mysterium.net) and coordination of visits during Spokane-year Mysteriums, go through them.
Committee Responsibilities
Because of the level of responsibility and commitment, Co-Chairs may not be team leads, and may not be team members on more than one team.
All other committee members must be on at least one team, and no more than two teams.
Team leads may only hold one Lead position, and one other team member position.
Committee members are required to attend scheduled meetings (scheduled for a 2 hour block of time), unless prior arrangement has been communicated in writing to the Secretary. The Cyan contact is exempt from this requirement.
All members have a single vote on any issues presented to the committee for vote.
Voting will happen during meetings only, after a period of no less than 1 week discussion on the planning forum. Members are required to be present for a vote, unless prior arrangement has been communicated in writing to the Secretary. No-shows will be considered an abstention. The Cyan member is exempt from this requirement, unless the vote concerns Cyan input or activities.
A simple majority is needed to pass most voting issues. The Co-Chairs may decide to implement a solid 2/3 majority vote for complex issues.
Committee members are absolutely encouraged to make every effort to attend Mysterium. Co-chairs, Treasurer and Registration should consider attendance a requirement of their position, and the committee should consider any options to ensure those member’s attendance. Any team lead who is unable to attend must communicate this to the Chairs ASAP, and they are responsible for making sure the needs and responsibilities of their team are met before Mysterium Weekend.
No one who is not in a lead position as named above will be considered a voting member of the “Mysterium Committee 2010″. At no time will the Committee be over 10 people.
Team members, volunteers, community members and others are welcome to attend the public portion (estimated to be the first hour of a meeting) of any Mysterium Committee meeting, or express themselves via Communications, but they do not have a vote on any issues (Except those polls that the Committee makes public).
The 2010 team will end their ‘term’ (except for the Location Team, which continues until a 2011 date is set) no later than Sept 1, 2010. At that time they will have a transition plan in place for choosing the new committee.