Webteam Task Start Of Administrative Year

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These tasks are carried out as soon as possible after the club's Annual General Meeting. They include updating the website, email addresses and inboxes, and access to Workspace drives. For General Committee please see also in the Google Workspace the:

TTC Management Manual and Deskfile
TTC Secretary's Deskfile
Welcome to TTC's General Committee
General Committee Operational Policy

Tasks to update the website for the new Administrative year

ask the Secretary for the names and roles of the new committee
update the Winchcombe Trophy recipients
create a new Whos Who page (see below)
update the Contact List page (see below)

Tasks to update the club's Google Workspace for the new Administrative year

add and update email address and email inboxes

for new committee members who do not have club emails addresses ask for their personal email address and mobile phone number
add these members to the club's google workspace
update the Google Workspace Shared inboxes where necessary
- ttc [period] president -> mailto:ttc [period] president [snail] ttc [period] org [period] nz
- ttc [period] secretary -> mailto:ttc [period] secretary [snail] ttc [period] org [period] nz
- ttc [period] treasurer -> mailto:ttc [period] treasurer [snail] ttc [period] org [period] nz
- ttc [period] chief [period] guide -> mailto:ttc [period] chief [period] guide [snail] ttc [period] org [period] nz
- ttc [period] president -> mailto:ttc [period] president [snail] ttc [period] org [period] nz
- ttc [period] vice [period] president -> mailto:ttc [period] vice [period] president [snail] ttc [period] org [period] nz
- ttc [period] secretary -> mailto:ttc [period] secretary [snail] ttc [period] org [period] nz
- ttc [period] general [period] committee -> mailto:ttc [period] general [period] committee [snail] ttc [period] org [period] nz

By default General Committee are also members of

ttc [period] communications -> mailto:ttc [period] communications [snail] ttc [period] org [period] nz
ttc [period] announcements -> mailto:ttc [period] announcements [snail] ttc [period] org [period] nz

Update permissions to Google Workspace Shared Drives

Changing access requires a Workspace Administrator, or and existing manager of the drive.

TTC AGN Report Drive
TTC Chief Guide drive (Chief Guide and Secretary)
TTC Finance drive (Treasurer, Secretary, President)
TTC Incident Review drive (Chief Guide, President, Secretary)
TTC President drive (President, Secretary, Immediate Past President, Secretary)
TTC Secretary drive (President, Secretary)

Update website Contact List - annually (August after the AGM), plus ad hoc changes

this will flow through to the Contacts and all other pages where contacts are given

After the AGM a new list of club contacts and committee membership should be provided by the General committee or secretary. If not received by the end of August contact the secretary Karen Vaughan -> mailto:ttc [period] secretary [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 027 695 6629.

to update the name and telephone number you need to edit the Contact List administrative page. Be especially careful and don't change the layout.
update the following pages
- Contact list (an admin only page)
- Contacts only if required

Update Who's who - annually (August after the AGM), plus ad hoc changes

After the AGM a new who's who list should be provided by the General committee or secretary. If not received by the end of August contact Karen Vaughan -> mailto:ttc [period] secretary [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 027 695 6629.

copy the most recent page WhosWho2024-2025 to WhosWho2025-2026
- update the page WhosWho2025-2026
ask the President and Secretary to get General Committee to update the page
- add new life members to the page if necessary
then update with changes from last year

The that the current Who's who page will redirect to the latest available version