Not necessarily proposing that meetings are held elsewhere, but simply that we, as a club, get away from the localisation of the design which its in now.
Two of the other organisations that im on the board/general committee for have an eVoting and eDiscussion system, where the items on the agenda are circulated via email amongst members pre-emptively before the meeting for discussion and clarification.
In Toymods case there is the pre-existing discussion system of the forums. Hence one way of doing this on here would be to allow for a seperate Club subforum, (under Club Membership and Feedback maybe), which is viewable and postable by Club Members only, where a topic could be started for each of the agenda items before each meeting, thereby allowing the Club members to have their say on an agenda item even if they cant make it to the meeting. An eVoting system (publically viewable polls) can be easily used if we need to vote on something.
So for example this would allow for club members, who cant necessarily get to the meeting, a chance to be able to talk about such things as the Group Buys, Infractions etc etc, in an environment which is limited to the paying club members.
All of this is easily possible with the vBulletin system that we have now, with little to no extra effort.
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