Standards/National Council/Meetings

=Standard: National Council Meetings Process=

Purpose
Document standards and practices adn "to-do's" of national council meetings

Meeting Times and Location
NC meetings traditionally occur
 * Fortnightly
 * Thursday night
 * 8pm (AEST)
 * during daylight savings time, meetings may be moved to 9pm AEDT so as to occur at 8pm QLD time (sorry WA)
 * in IRC channel #ppau-nc

Meeting Delays, Rescheduling and Changes

 * By convention, delaying start times by a matter of an hour or two can occur by consensus of those in attendance (for reasons of people being delayed, quorum etc)
 * By convention, postponing for a day as per above is also permitted when necessary
 * Meetings can be rescheduled as necessary over email consensus for short notice and one-off purposes
 * Upcoming Meetings can be rescheduled during a current NC meeting as per usual National Council motions
 * In cases of rescheduled meetings (which do not meet the above short term delays) the constitution requires that all party members be given 24 hours notice.
 * Notice of NC meetings is traditionally done via a calendar entry at http://pirateparty.org.au/calendar/
 * If the period between the calendar entry becoming published, and the meeting time is more than 7 days then calendar entry should suffice.
 * If the period between the calendar entry becoming published, and the meeting time is less than 7 days then an email should be sent to the Party Announcements list
 * The convention of using calendar to announce meetings does not preclude the use of email in circumstances where it is deemed necessary for whatever other extenuating circumstances.

Attendance & Apologies
All National Council members who are not able to attend an NC meeting must provide apologies in advance, or as soon after the meeting as possible
 * ideally this should be done via email to nationalcouncil@pirateparty.org.au
 * also for reference: http://pirateparty.org.au/wiki/Charter_of_Responsibilities

Chair

 * The President of Pirate Party Australia shall chair NC Meetings
 * Should the President not be available, or wish to relinquish for whatever reason, the Deputy President shall chair
 * Should neither President or Deputy President be unable to chair for whatever reason, another member of the NC can be appointed as chair for that meeting

Minuting

 * The Secretary shall be primarily responsible for Minuting the NC Meeting
 * The Deputy Secretary should assist, or take responsibility if the Secretary is unable
 * Other members may assist in the process if they so wish

At least 24 hours prior to meeting (ideally 48+)

 * Secretariat checks ensure calendar entry exists
 * Secretariat check that Topic of #ppau-nc is up to date (see "Channel Topic" below)
 * Secretariat Checks that Agenda has been created (see "Meeting Agenda" below)
 * Secretariat ensures agenda and meeting reminder is emailed to nationalcouncil@pirateparty.org.au, coordinators@pirateparty.org.au, officers@pirateparty.org.au (See Standards/Templates/NCMeetingReminder)

At start of meeting

 * Someone (clarify) Enables Motion Bot
 * ???? {process and details here need to be clarified & documented}
 * Make sure all NC Members have IRC mode +v
 * /mode +v nickname
 * Chair takes attendance/rollcall

At close of meeting

 * Secretariat to ensure that next meeting time/date is confirmed
 * Secretariat creates new agenda pad for next meeting (See "Meeting Agenda" below)
 * Secretariat changes topic of channel to reflect next meeting (See "Channel Topic" below)
 * Secretariat commences finalisation of Minutes and mark-up of minutes into wiki (See Standards/Minutes)

Channel Topic

 * IRC channel topic should be set to (example):
 * Pirate Party Australia National Council | Next meeting: Sunday, 10 August 2014, 8:00 pm AEST (Sydney time) - Agenda: http://pad.pirateparty.org.au/p/nc-minutes-20140810
 * The IRC command for this is:
 * /topic Pirate Party Australia National Council | Next meeting: Sunday, 10 August 2014, 8:00 pm AEST (Sydney time) - Agenda: http://pad.pirateparty.org.au/p/nc-minutes-20140810

Meeting Agenda

 * To create an agenda
 * create new pad at: pad.pirateparty.org.au
 * Use this naming convention: http://pad.pirateparty.org.au/p/nc-minutes-YYYYMMDD
 * Template for a new Agenda can be pasted from here: http://pad.pirateparty.org.au/p/nc-minutes-Template
 * See also See Standards/Minutes