Proposal for an IT Committee
Submitted to the Executive Committee, January 10, 2009

Per Motion Passed by the Executive Committee
Conference Call, August 25, 2008

Per the proposal approved by the Executive Committe in its conference call of August 25, 2008, the following IT proposal has been developed.

A group of IT professionals drawn from the readership have indicated great interest in being part of an IT committee charged with advising the Executive Committee on matters related to IT services and developmental directions.  This group has agreed to meet and review the entire IT situation in which the Fellowship is seeking better administrative management as an intial undertaking.   This would be followed by a recommendation submitted to the Executive Committee recommending an approach for moving forward.

The following individuals have agreed to serve on such a body:

Tim Hobbs

Alan Goodman
Michael Challis
Emilio Coppola
Jeff Kendall
Michelle Klimesh

Paula Thompson
Susan Cook
Robert Burns

My original plan was to have this group meet for a two to three day retreat for the following purpose:

1. Provide a context in which these folks could get to know each other socially and to share their perspectives on IT philosophy. 

2. Provide historical, technical, and political background on our current IT situation and its organizational context.

3. Develop an initial proposal for the Executive Committee recommending a long-term approach to the management of IT issues, including but not limited to the recommendation to form a committee of readers with professional IT backgrounds which could advise the Executive Committee on an ongoing basis.

I had originally planned for such a meeting in early January 2009 but the funds for the meeting were cut from the budget with an agreed-upon review in June of 2009.  The objectives of this meeting are spelled out in the original proposal.  In order to follow up on this, we need several thousand dollars to help some of these folks with air fares plus covering some additional expenses of running a 3-day retreat.  This retreat has been postponed until after a mid-year EC meeting in which the 2009 budget could be reviewed in the context of our mid-year financial situation.

The initial proposal for the formation of a committee comprised of IT professionals would have the following objectives:

1. Provide for the Executive Committee a long-term plan for IT services implementation, including but not limited to long-term planning for staff expansion, planning for the implementation of

additional services in accord with long-term budget considerations,

2. Advise the Executive Committee on emerging technologies that might be incorporated into Fellowship IT services for the enhancement of administrative efficiencies and economies including long-term financial and staffing considerations.

3. Advise the Executive Committee on emerging technologies that might be utilized to further the dissemination mission of the Fellowship.

4. Provide the Executive Committee with informed critique of the work done by technical contractors working under the direction of the Executive Committee including but not limited to website development, Fellowship e-commerce development, database development, and administrative efficiences related to technology implementation.

5. Provide the Executive Committee with advice related to budget requests submitted by technical contractors prior to the annual budget meeting of the Fellowship.

The initial proposal for such a committee would include the following administrative provisions:

1. The committee would appoint a chair and a recording secretary.

2. The committee would meet at least quarterly via conference call with online document sharing to review issues presented by IT staff, to review progress on agreed-upon programs, and discuss problems any member might feel to be relevant.  The result of this conference call would be a report, prepared by the committee secretary, submitted to the Executive Committee prior to each quarterly meeting. 

3.  The chair or a designee of this committee would attend each quarterly meeting of the Executive Committee in an advisory capacity with full freedom to participate in discussions but not having a vote. 

4. The Executive Committee would use the advice provided by this working group as a basis for managing its IT staff, projects, and IT/Web budgets.

5. The Executive Committee would retain full control over the appointment and dismissal of individuals to this committee. 

6. This committee would be free to enlist the opinions and services of adjuncts who might provide insight into technical specialties relevant to the work of the committtee and the objectives of the Executive Committee. 

7. All members of this committee as well as appointed adjuncts would be required to sign legally binding confidentiality agreements.