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, club email addresses, club shared inboxes, and access to the club's 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
- personal mobile number is needed for the website Contacts page
- personal email address and mobile number are meeded to enrol Google Workspace identity
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 email addresses (@ttc.org.nz) request 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] vice [period] president -> mailto:ttc [period] vice [period] president [snail] ttc [period] org [period] nz
- ttc [period] immediate [period] past [period] president -> mailto:ttc [period] immediate [period] past [period] president [snail] ttc [period] org [period] nz
- ttc [period] general [period] committee -> mailto:ttc [period] general [period] committee [snail] ttc [period] org [period] nz
- ttc [period] membership -> mailto:ttc [period] membership [snail] ttc [period] org [period] nz
- ttc [period] publicity -> mailto:ttc [period] publicity [snail] ttc [period] org [period] nz
update administrator roles for TTC's Google Workspace

Ensure General Committee members are members of, and can post to

ttc [period] news -> mailto:ttc [period] news [snail] ttc [period] org [period] nz
ttc [period] announcements -> mailto:ttc [period] announcements [snail] ttc [period] org [period] nz
ttc [period] communications -> mailto:ttc [period] communications [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 AGM Report Drive (President, Secretary, Vice-president)
TTC Chief Guide drive (Chief Guide, Secretary)
TTC Finance drive (Treasurer, Secretary, President, Vice-President)
TTC Incident Review drive (Chief Guide, President, Secretary)
TTC President drive (President, Vice-President, Immediate Past President, Secretary)
TTC Secretary drive (President, Secretary, Vice-President)

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 Vicki Wogan -> mailto:ttc [period] secretary [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 027 218 3330; .

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 Vicki Wogan -> mailto:ttc [period] secretary [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 027 218 3330; .

copy the most recent page WhosWho2025-2026 to WhosWho2026-2027 ✅
- update the page WhosWho2026-2027
ask the President and Secretary to get General Committee to update the new Who's who page
- add new life members to the page if necessary
then update with changes from last year

The current Who's who page alway's redirects to the latest available version