meals

life in community , meals

Passover crowdOver the years, a number of wonderful traditions have been established at Great Oak: the GO anniversary/Valentine’s party, July fireworks, late summer bonfires, and what has become my personal favorite — the Great Oak Seder. I no longer remember what inspired Rachel, Tom and me to organize the first one, but it was such a fun event that we’ve done it every year since.The first seder was a relatively simple affair on some levels — although Rachel, Tom, Bonnie (Rachel’s mom) and I did much of the cooking, other GO’ers volunteered to make some of the traditional dishes. As many had never had these foods, let alone cooked them (or shopped for ingredients that were kosher for Passover), it was quite the learning experience!

The evening began with an introduction to a key Passover ritual — the reading of the Haggadah. In a moment of insane inspiration, Rachel, Tom and I decided at the semi-last minute to write our own haggadah. Interweaving English and Hebrew, prose, poetry, songs, and (amazingly) a brief play, the Great Oak Haggadah (and its musical supplement) was the first introduction many had to the Passover story and to a second key Passover ritual — eagerly eyeing the food while becoming overcome by the sinking feeling that it would be hours before one would actually eat.

Thinking back to that first year, I’m somewhat amazed that we ever decided to do it again. But we have! And, for reasons that aren’t quite clear to me, things have gotten more elaborate each year. (And more and more people participate — we had 91 attendees this year!)
Over time, our Haggadah has become more polished (well, at least I’d like to think so!). My annual revision process (writing parts of the text and integrating pieces from a wide range of published and unpublished sources) has deepened my own awareness of the meaning of this holiday. I think, too, that varying the text has served to keep folks more interested — there’s usually at least 2 sections that have been substantially revised.
And, in keeping with the Jewish tradition that we should continue to find new meaning in the story of Passover, we try to bring the story alive in new ways. This year, through the combined efforts of a lot of folks, we did a musical puppet show. It was a crazy amount of work but I think it was well worth it — adults and kids all seemed to enjoy it a lot.

Friends are gathered round, tonight we’ll stay up later
Because there is no greater than the Great Oak Seder

Moses, Laird, and Pharaoh discuss conflict resolution Miriam sings

life in community , meals , news

Any occasion to have a celebration/party/special meal and associated festivities is welcomed at Great Oak. For the first time, we celebrated Diwali with a catered Indian meal, sparklers for the kids followed by Bhangra dancing (lessons provided). The Common House dining room was decorated for the occasion with silk saris and rangoli. Click on the image below for more pictures of the occasion. Although the proceedings were much more modest than our annual Passover Seder we have grander ambitions for 2008!

IMG_6544
(note the hanging saris on the wall along with the rangoli)

cohousing , labor , life in community , meals , news

To do the work required to run the community, Great Oak depends on its members and their labor. Tasks range from maintaing the buildings and infrastructure of 37 units, to facilitating meetings to mowing grass and plowing snow. Unlike many cohousing communities, the tasks required to run the Great Oak meal program is a major part of the general work program. Meal jobs represent around 50% of the work hours.

Shovelling a pile wood chips mowing the lawn with some help

This being Michigan, the seasonal extremes mean that we have different jobs at different times of year. This winter (2006-7), we have a list of 88 different jobs representing 468 hours. Some jobs have multiple positions, and some people opt to perform multiple shifts of certain jobs. Since the list of tasks vary by season and workers like variety and change, we rotate jobs a few times a year. We also have community work days a few times a year to do those tasks that require many people at once and can be done en masse.
A general description of the Great Oak Work system that was posted to the Cohousing-L mailing list has details about our periodic work surveys and how we allocate work based on the preferences expressed on the survey.

work day Common House painting snow shovelling with the Great Oak truck

As listed in this other recent Cohousing-L message the most desired jobs for this upcoming work season were (the number represents the weighted “average” preference):

  • 42 - meal cleaner once a month
  • 27 - weekday meal assistant cook
  • 26 - light duty snow shoveller
  • 24 - sunday meal assistant cook
  • 23 - meal cleaner two times a month
  • 23 - Common House sitting and guest room cleaner
  • 18 - Common House laundry room cleaner
  • 17 - meals billing person
  • 16 - weekday meal head cook
  • 11 - sunday meal head cook

and the least desired jobs were:

  • -88 - community meeting childcare
  • -87 - Buildings committee steering rep
  • -87 - Buildings committee convener
  • -87 - Weekday head cook three times per month
  • -87 - Lilacc (Little Lake cohousing committee) committee rep

This system has been in place for almost 3 years, over 600 meals, 2 community meetings per month, many committee meetings and thousands of hours of constructive labor. So far, we haven’t found a better way, but the work committee is always fine tuning and balancing the needs of the community with those of the busy and varied individuals who comprise it. The number of workers has been pretty consistent at around 60 adults, though the load per adult varies, with the goal always to maximize the happiness of all!
Below is the complete list of jobs, sorted by committee. Listed is also the hours per month on average someone doing the job can expect to spend and the number of positions available.

committee Job hours per month positions
buildings Buildings Committee convener 2.00 1
buildings Buildings Maintenance Worker 2.00 3
buildings Buldings maintenance coordinator 2.00 1
buildings Counted member (buildings) 2.00 2
buildings Steering Rep (buildings) 1.00 1
common house Bike Shed Maintenance 1.00 1
common house CH Committee convener 3.00 1
common house CH Decorator 1.00 1
common house CH Hottub and Hobart (dish-sanitizer) maintainer 1.00 1
common house CH Night Lockup 2.00 2
common house CH bathrooms cleaner 2.00 2
common house CH bathrooms spot cleaner 1.00 1
common house CH clean-up coordinator 1.00 1
common house CH dining room cleaner 2.00 2
common house CH game and media rooms cleaner 1.00 1
common house CH halls and common areas cleaner 2.00 2
common house CH inventory/shopper 4.00 1
common house CH kids room cleaner 2.00 1
common house CH kitchen cleaner 2.00 2
common house CH laundry room cleaner 2.00 1
common house CH maintenance coordinator 3.00 1
common house CH sitting and guest room cleaner 1.00 1
common house Counted member (common house) 2.00 2
common house Kids room coordinator 2.00 1
common house Steering Rep (common house) 1.00 1
finance and legal Bookkeeper assistant - Check Writer 3.00 1
finance and legal Counted member (finance and legal) 2.00 2
finance and legal Finance and legal committee convener 2.00 1
finance and legal Insurance point person 1.00 1
finance and legal Steering Rep (finance and legal) 1.00 1
finance and legal bookeeper assistant - Member Bookkeeper 4.00 1
finance and legal bookkeeper assistant - Check Depositor 2.00 1
finance and legal bookkeeper assistant - Check Logger 2.00 1
finance and legal general bookkeeper 6.00 1
grounds Counted member (grounds) 2.00 2
grounds Heavy-duty shoveller 3.00 3
grounds Light-duty shoveller 2.00 6
grounds Snow and Ice Removal Coordinator 3.00 1
grounds Snow plowers 4.00 4
grounds Steering Rep (grounds) 1.00 1
grounds Tractor (Snow plower) 3.00 1
grounds grounds committee convener 3.00 1
grounds point person for garbage and recycling 2.00 1
meals Counted member (meals) 2.00 2
meals Meal cleaner 1.50 52
meals Meal cleaner 2 times per month 1.50  
meals Meal cleaner 3 times per month 1.50  
meals Meal committee convener 2.00 1
meals Meals Scheduling Person 4.00 1
meals Meals billing person 2.50 2
meals Meals billing tech 1.00 1
meals Meeting Night cleaner 2.00 2
meals Meeting Night takeout orderer 1.00 2
meals Steering Rep (meals) 1.00 1
meals Sunday Meal assistant cook 2.00 8
meals Sunday Meal assistant cook 2 times per month 2.00  
meals Sunday Meal assistant cook 3 times per month 2.00  
meals Sunday Meal head cook 4.00 4
meals Sunday Meal head cook 2 times per month 4.00  
meals Weekday Meal assistant cook 2.00 27
meals Weekday Meal assistant cook 2 times per month 2.00  
meals Weekday Meal assistant cook 3 times per month 2.00  
meals Weekday Meal head cook 4.00 14
meals Weekday Meal head cook 2 times per month 4.00  
meals Weekday Meal head cook 3 times per month 4.00  
membership Counted member (membership) 2.00 2
membership Fun coordinator 1.00 1
membership New member handbook 2.00 1
membership Steering Rep (membership) 1.00 1
membership child care coordinator for community meetings 2.00 1
membership community meeting childcare 1.00 6
membership member database maintenance 1.00 1
membership membership commitee convener 3.00 1
membership outreach/contact 2.00 1
membership outreach/marketing 2.00 1
membership website hosting and backend maintenance 2.00 1
membership website maintenance 2.00 1
process Book of agreements content entry 1.00 1
process Community Reporter 2.00 1
process Conflict Resolution committee Co-Convener 1.00 3
process Counted member (process) 2.00 2
process Info committee convener 2.00 1
process LiLaCC Convener 1.00 1
process Steering Rep (process) 1.00 1
process agenda planning for community mtgs 2.00 1
process archivist and bulletin boards 1.00 1
process facilitate community meeting 2 times per season 2.00 8
process minute taker for community meeting 2 times per season 1.00 4
process process committee convener 2.00 1
steering Steering convener 2.00 1
tech GO-Net Administrator 2.00 2
tech GO-Net biller 1.00 1
work Counted member (work) 2.00 2
work Steering Rep (work) 1.00 1
work community work coordinator 3.00 1
work work allocation tech 1.00 1
work work survey tech 1.00 1
life in community , meals , news

The Great Oak meal program is the “glue” that holds our community together, providing optional, shared meals, five nights a week in our Common House dining room. The meals are served with shared labor and costs for the households at Great Oak and periodically to our neighboring communities of Sunward and Touchstone. We’ve logged over 600 meals and although we’re still working on our technique, it is good enough to be instructional to other communities!

Great Oak shared meal in the Common House dining room

One of the most important and not-often duplicated features of our meal program is that the labor is integrated into the Great Oak work system so those who don’t want to do kitchen jobs can still eat and those who do have snow cleared from their paths or the grass mowed.

Cooking a shared meal in the Great Oak Common House kitchen

To reduce the amount of labor involved in tracking the signups and billing for so many meals and jobs, we’ve invested in a fair amount of automation, including online, web-based meal signup that feeds directly into our billing program. Click on the thumbnail image for more detail on how to signup:

Thumbnail of Great Oak online meal signup

The nitty-gritty about how it all works

  1. meals scheduler person works out a schedule for 2 months in advance (can be
    less or more, up to you) and enters in the meal shifts for that period online, including information about meal date, cook, asst cooks, cleaners
  2. once (1) happens, cooks can edit their meal online and add their meal name,
    menu, how many diners they will accept and when the online meal signup is
    closed (optional)
  3. diners can signup (anyone in their household) for meals anytime after (1)
    but typically will do so after (2) so they know what they can expect to eat
  4. ooks will get nag emails if they don’t update the menu 2 weeks before
    the meal date and then 1 week before and every day till they do or the meal is
    past
  5. anyone with a meal shift will get email reminders about their shift in
    advance (2 days for cooks and 1 day in advance for everyone else)
  6. diners can opt to have email reminders sent to them about when they are
    eating
  7. when the meal is closed, the cook has the responsibility of printing out
    the signup sheet, and attached to it is the reimbursement form, and no more
    online signups are allowed
  8. the cook takes the numbers from the signup sheet and shops accordingly, and
    brings the sheet to the dinner
  9. if there are spaces for late signups, they are recorded on the sheet (there
    is spot), or if there are any drop-outs or other changes, they get recorded on
    the sheet at or right the meal
  10. the cook attaches their receipts to the reimbursement form and signup sheet
    and puts it into a meal biller person’s cubby
  11. the meal biller person goes online to note any changes to the signups for
    the meal, enters in cost of the meal (we separate out meal purchase and any
    staples purchase, but that is again optional) and the program figures out the
    cost per diner based on the signups — then the meal biller person marks the
    meal as “complete” meaning that it is ready for billing
  12. if the cook has requested a check, then the meals biller writes them a reimbrusement check, otherwise records the reimbursement as a credit against
    the cook’s household account
  13. at the end of the billing period, the meal biller person simply hits the
    “bill now” button and lineitems are generated for all the meals in the last
    billing period and attributed to the diners’ household accounts
  14. at preset times (currently the 6th and 19th of the month), statements are
    generated and emailed to all dining households. The meals biller in some cases
    prints out the statements for those who require them
  15. the meals biller collects checks and then records payments and any other
    adjustments online. Once all received payments are entered, we require
    payments to be made by the 20th, the meals biller hits the “charge admin fee”
    button and the program figures out who is in arrears and charges them an admin
    fee (5% currently)

The meals billers record money activity in and out of the bank account in a
check register separately — my program does meal signup and billing, NOT
accounting — so if you are happy with Quickbooks to manage the accounting,
you can continue to use that, but we’ve found that a check register works fine
for the few bank transactions we do.

This is the workflow we’ve now used for over 600 meals at Great Oak and I
think it has worked pretty well.