New Calendar: ensuring fairness when resources are shared.

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kisaac
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New Calendar: ensuring fairness when resources are shared.

Postby kisaac » Sat Jan 22, 2011 8:34 am

The question about fairness in relation to shared building resources is being discussed, and it's been suggested that we draw up a policy that will address the issue. How do we ensure all three wards sharing our building have equal opportunity for building resources?

The statement "If it's not scheduled, it's available" seems simple enough, but here are some issues brought up. The first one is obvious....


  • Most "recurring" resource times will still need to be rotated, or negotiated each year by the "building scheduler" (weekday Relief Society nights, Mutual, Cubs Scouts, maybe sports practice times, etc.) to insure fairness. The third tuesday is NOT equal to the second tuesday-
  • Priority of events. Obviously there should be some sort of direction from local leaders to the building scheduler: Funerals "bump" all events, ward wishes take precedence over "private" uses (reunions, family parties or basketball games, etc.) but how to implement this on a practical level?
  • How to to ensure fairness for NEXT YEARS dates? Obviously, the most organized ward could reserve the best times.... How to ensure one ward doesn't "grab" the best times for their Christmas Party by scheduling several years worth of dates right now? Or reserving the outside picnic Bowery for each summer Saturday, etc.

Any other thoughts?

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aebrown
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Postby aebrown » Sat Jan 22, 2011 9:24 am

kisaac wrote:Most "recurring" resource times will still need to be rotated, or negotiated each year by the "building scheduler" (weekday Relief Society nights, Mutual, Cubs Scouts, maybe sports practice times, etc.) to insure fairness. The third tuesday is NOT equal to the second tuesday-


In our stake, each shared building has a little committee that deals with building issues. It consists of a bishopric counselor from each ward and a high councilor who has been designated as the assistant PFR for that building. This committee deals with all sorts of issues (cleaning, maintenance, paying for library supplies, etc.) which may have little or nothing to do with the building scheduler, but they also deal with scheduling issues, for which they involve the scheduler.

The building committee works out the rotating schedule for building assignments: e.g., Ward A gets the building every Tuesday evening, but Wards B & C split it on Wednesdays, with Ward B getting the cultural hall on 1st and 3rd Wednesdays and the multipurpose room on 2nd and 4th Wednesdays, and Ward C getting the opposite Wednesday reservations. They also have a rotating schedule for pack meetings in the Primary room and RS activities. That can be extended to outdoor facilities, and whatever you want.

The building scheduler then enters these recurring blocks of time in the new calendar using the Manage Resource Assignments page. Remember that these assignments simply mean that only the assigned ward can directly assign the resource for those times, but the building scheduler can override that assignment if exceptions need to be made.

kisaac wrote:Priority of events. Obviously there should be some sort of direction from local leaders to the building scheduler: Funerals "bump" all events, ward wishes take precedence over "private" uses (reunions, family parties or basketball games, etc.) but how to implement this on a practical level?


This is an issue no matter what kind of scheduling system you use. Once you've set up the blocks of time reserved to wards for specific resources, the rest is simply first-come, first-served. But there does need to be a policy communicated to those making reservations that there is always the possibility of a higher priority event bumping their reservation.

As a practical matter, we find that such conflicts occur rather infrequently, and the local leaders make the decision and communicate it when it is necessary to bump someone. Generally people are understanding. The elders may have reserved the cultural hall for basketball on Saturday, but when dear old Sister Smith's funeral is scheduled for that date, they graciously give up their reservation.

kisaac wrote:How to to ensure fairness for NEXT YEARS dates? Obviously, the most organized ward could reserve the best times.... How to ensure one ward doesn't "grab" the best times for their Christmas Party by scheduling several years worth of dates right now? Or reserving the outside picnic Bowery for each summer Saturday, etc.


Christmas parties are another situation where it simply requires coordination. The building committee works that out well before December and makes sure that each ward can have a reasonable opportunity. They can also set guidelines, such as "no scheduling of events more than 18 months in advance" or whatever will help ensure fairness. Although it's theoretically possible for one ward to be greedy and reserve the bowery for every Saturday, I don't see that happening much if at all, and if it does, the building committee can discuss the issue and it will be clear that such a reservation is unreasonable.
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russellhltn
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Postby russellhltn » Sat Jan 22, 2011 10:13 am

I think the first question is "how is it done now?" The new calender is just a new technology in age old problem.

But you're on the right track. Divide up the resources as best you can and rotate the assignments.
Have you searched the Wiki?
Try using a Google search by adding "site:tech.lds.org/wiki" to the search criteria.

kisaac
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Postby kisaac » Sat Jan 22, 2011 10:53 am

RussellHltn wrote: The new calender is just a new technology in age old problem.


Yes, and I used some absurd examples to highlight the underlying issues as we discuss these in ward council. Thanks all for input...


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