What is it?

Join a Steering Committee Meeting (or SCM) to learn more about how Xerocraft operates, take part in decision-making that affects the general operation of Xerocraft, present ideas to improve the general operation of Xerocraft, get more involved with helping Xerocraft improve and grow, and meet and network with other members.

How do I join?

We keep the link to our Zoom meeting private to prevent abuse. We post the link to our general email discussion list before every meeting to notify members and request agenda items. Join our general email discussion list at xerocraft.org/pages/mailing-lists#discuss. Or you can request the Zoom link by using the contact form here.

How do I get an item on the agenda?

Anyone who would like to add an agenda item to the meeting should email us at info@xerocraft.org before the meeting begins. Some items may not be relevant to a Steering Committee Meeting and can be handled outside of it. The meeting moderators may setup subcommittees or other meetings outside of the Steering Committee to deal with such issues. We ask that anyone who offers an agenda item also be present at the meeting to discuss it.

Our SCMs operate on a simplified form of Robert’s Rules of Order. Matters are settled when we have general consensus of everyone present. If an item cannot be settled on, those who feel strongly about the issue are asked to take the matter “offline” to discuss it and work out the details among themselves, then present their findings at the next scheduled meeting. 

Roles

Moderator: Keeps track of who raises their hand and in which order to call on them when it’s their turn to speak.

Minutes taker: Writes down the general points made and who made them, writes down decisions made and consensus met, notes the beginning and end of each meeting and who attended it, and posts the minutes to the website.

The General Manager is usually present to act as minutes taker. A Board member on Shop Manager is usually present to act as moderator.

General procedure

1. After a few minutes, the moderator calls the meeting to order

1. Introductions and agenda items: Each person introduces themself (e.g. your name, a brief history) and states their items for the meeting agenda. Agenda items should be kept brief but descriptive. Agenda items will be taken down by the minutes taker for discussion during the meeting. Please keep your descriptions short. Longer descriptions can be given when we discuss the item in the meeting.

1. Open discussion of agenda items: Items will be discussed in the order they were written down. The attendee bringing the item to the discussion is expected to be the opening speaker. 

1. Adjournment: When every agenda item has been fully discussed and complete minutes have been taken, the meeting will be adjourned. Attendees are invited to leave or stay and chat.

Speaking

In order for someone to speak, they must first be granted permission by the moderator. Anyone who wishes to speak should use the “raise hand” feature built into Zoom or turn their webcam on and raise their hand so the moderator can see them. Please wait for the moderator to call on you, this helps keep the meetings running smoothly and ensures everyone has an opportunity to be heard.

The minutes taker may interrupt occasionally to ask someone to repeat what they said or confirm that what was written down is accurate.

How to “raise your hand” in Zoom

The location of the “raise hand” feature on Zoom varies depending on which operating system your computer or device is using. To find out how to use the feature on your system, click here.

Where can I find information on previous Steering Committee Meetings?

Most meeting minutes are recorded by a minutes taker. The minutes are then posted to our webpage at xerocraft.org/pages/scm within a few days.

1. Posts should be sincere and positive in tone
2. Messaging should be supportive of Xerocraft and the Tucson maker community, and encourage creativity
3. Honor all differences and do not discriminate
4. No political statements or personal opinions
5. Obviously, no profanity or inappropriate language
6. Do not promote events or classes that are not yet approved by the Programs Director. All classes must be on the website before promoting.
7. Whenever possible include photos and/or short videos appropriate to the platform.
8. Use light humor only when appropriate--and remember sarcasm never works online
9. Avoid financial pleas that sound like we're in trouble. So "Your financial support helps fulfil our mission" is good. But, "Without more money, we'll go out of business" is very bad (and incorrect).
10. Do not share member, volunteer, or donor information of any kind without consent
11. Please get verbal permission to post all member and volunteer photos before taking them
12. Never share personal email addresses, phone numbers or full names
13. Avoid gender references or pronouns unless you are certain of an individual's preference 
14. Do not speak on behalf of the organization from your personal accounts, but supportive messages are welcomed
15. If you don't know the answer to a question, refer them to the relevant shop manager, the general manager, or a Board Member
16. Ensure copyright "owners" for posted text or images are credited as appropriate
    
17. Never share Xerocraft's user IDs or passwords. Refer questions to the Director of Public Relations