Process minutes: 2010-04-13

Agenda:

(Sorry for the delay, just realized the final version hadn't gone out,
-Jillian)

Minutes:

Process Cmtee Meeting
4/13/2010
6:45-8pm, CH sitting room

Present: Vincent, Gail, Jillian, Patti

AGENDA
1. Check-ins
2. Monkey review
3. Next work season scheduling
4. Minutes Guidelines
5. Revised Process mandate
6. Revised alt meeting proposal
7. Next meeting

--

New MONKEYS from this meeting and RE-MONKEYS from last meeting. (Ongoing
monkeys/cooler items are at the end of the minutes.)

Re-MONKEY: CRC will work on developing an agenda item that would help build
personal connections among GOers.

Re-MONKEY: Alicia and Sarah will work on finding an outside presenter
(social worker?) and schedule times for conversations of interested people
about sexual offender issues. Process and CRC are resources for support.

MONKEY: Gail will email out the meeting-roles schedule for May thru August
and put copies in everyone's cubbies.

MONKEY: Jillian will revise minutes guidelines per these comments and email
to Process, if ok will email to minute takers.

MONKEY: Jillian will make the last text tweak and email the agenda planner
an agenda request for the revised Process Mandate, for 20-30 minutes.

MONKEY: Gail will email Process the list of topics GO has done at
Alternative meetings. so Vincent can add it as an appendix. Vincent will
make these edits and will eamil the edited version of the Alternative
Meeting proposal to Process, as a word document.

----


3. Next work season scheduling

Gail assigned the slots for Facil/Minutes/Alt meetings based on the surveys.
Gail never heard back from Margaret and Tammy, slotted them in, hopefully
this will work for them but they can ask others to switch with them.

MONKEY: Gail will email out the meeting roles schedule for May - August and
put copies in everyone's cubbies.

thanks Gail!


4. Minutes Guidelines

Jillian pulled out the Process document of Minutes Guidelines for us to
review.

Add: how to send out the final minutes to "minutes at gocoho.org"

Add a line about minutes at alterntaive meetings - eg please come prepared
to take minutes at alternative meetings. If the alternative meeting does not
need minutes (such as a personal sharing circle or a weeding party), please
still send out a short document describing what happened and who was
present.

Add a line about how to format the start of the minutes - Willie had some
requests for the Book of Agreements - a line under the agenda I think it
was. Jillian will run it by Willie.

And maybe it should all just be bullet points rather tahn splitting it up
into hints and guidelines - redo the formatting.

MONKEY: Jillian will revise minutes guidelines per these comments and email
to Process, if ok will email to minute takers.


5. Revised Process Mandate

We've looked this over a couple times already. Jillian updated the proposal
per the Process meeting from February.

Jillian will Change the note to delete "just", tweak the Note wording, "this
next section below"

What's the next step? Bring to a community meeting, for consensus? Yes. The
reason we have done the revision is to reflect the community value for
training and community building, which comes up at budget time. So we need
to go for decision on this. And talking about it will highlight the
functions and resources of Process, a good thing. We want people to use the
resource library, to use the funds for taking classes, etc.

MONKEY: Jillian will make the last text tweak and email the agenda planner
an agenda request for the revised Process Mandate, for 20-30 minutes.


6. Alternative meeting proposal

Vincent made a few changes and added Pros and Cons, per the last PRocess
meeting.

Looks good! A few more changes:

Remove the sundown clause (expiration date) from the Background

1.2 change "submit a question to" to "submit a proposal for". Also delete
"Of course" and just start the sentence with "The usual rules..."

3.2 tweak the last part, maybe to "ideally post information in writing, such
as putting information in cubbies and on the common house doors. How about a
chalking campgain; be creative! But please get the word out."

5.1 and 5.2

5.1:

add a pro about committee work, such as "If a committee member chooses to
bring a committee related topic or activity, this can give committees a
chance to try a different format or topic than they usually do."

add a pro about "The more we do alternative meetings and get comfortable
with new formats, the more we can learn to use creative formats, and topics,
in our regular meetings too."

5.2:

Add a con about, "Some people do not like it if Alternative meetings are too
much like Regualr community meetings in form or content.

Suggestion - add as an appendix, the list of alternative meeting topics that
Great Oak has done since we started. Gail will email the list of topics that
we've done to Process and Vincent will add it to the end of the Proposal as
an appendix.

MONKEY: Vincent will eamil the edited version of the Alternative Meeting
proposal to Process, as a word document.


7. Next meeting

2nd Tues is May 11, 6:45-8pm, CH sitting room. Vincent will be in Finland!

ONGOING MONKEYS / COOLER

COOLER: Process to ask minute takers to come to a process meeting at the
start of each work term to talk about the full minute taker job description,
and talk about the using names issue so they are aware of some of nuances.

COOLER: Naming names in committee meeting minutes, periodically reread
current guidelines, make sure they're ok for both committees and plenary.

ONGOING MONKEY: Periodic check-in about how CRC members are chosen, if that
is working ok. And how its going for CRC. And reminder that CRC can only
rotate off one at a time. Plan to ask CRC to come to the Process meeting in
the 3rd month of each work season, and more often if needed.

ONGOING MONKEY: Process will email new renters or owners to make sure they
know, that they are encouraged to participate fully in meetings, that their
voice counts as much as anyone else's, there are very few decisions renters
can't be part of. (This should be spelled out in the levels of membership
agreement.)

ONGOING MONKEY: Jillian will remind infoco that: Facilitators should (1)
send out agenda at least 2 days ahead and then a reminder on the day of the
meeting, and (2) consider putting a slip of paper in every mailbox about the
meeting as well, at least a day ahead. Just to see if it helps.

ONGOING MONKEY: How can we make the thank-you board in the CH entrance-way
more active. Could we make a game out of it, or encourage people.

COOLER: Committee-level decisions and how they could or should get entered
in the BOA - they are not currently always getting in.

Re-MONKEY: all Processians please read the draft doc of how to plan an
event, and email any feedback/additions/corrections and Jillian will post on
the GO wiki in the Process section.

Ongoing MONKEY - All of us in process - think about the event and the
results from the Skills and Thrills weekend and how can we continue the work
from it and learn from it.

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