Process minutes: 2010-05-10

Agenda:

Minutes, Process cmtee
5/10/2010
7-8pm, unit 18
Present: Gail, Patti, Jillian

AGENDA
1. Check ins
2. Monkey review
3. Process mandate in queue?
4. Minutes guidelines revision
5. Revised alt meeting proposal - may need to wait til Vince is back
6. Auto invite for meeting roles
7. Convener job description
8. Next meeting
(did not get to: Start brainstorming for fall event - ran out of time)

Minutes:

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.

Re-MONKEY: Vince will make the changes to the Alternative Meeting proposal
and email to Process

MONKEY: Jillian will do the final tweak of the Minutes Guidelines and email
to the minute takers.

MONKEY: Gail could email the people with meeting roles when she emails the
tentative agenda to Infoco.

MONKEY: Jillian will add the edits to the Convener Job Description from 2003
and email to Process.

--------------

3. Prcoess mandate is in Gail's community meeting queue.

4. Revised Minutes Guidelines
Jillian tweaked the 2003 Guidelines per our last meeting. One more
suggestion, move quorum up to where it talks about attendance.
MONKEY: Jillian will do the final tweak of the Minutes Guidelines and email
to the minute takers.

5. Revised alt meeting proposal
Wait on alt meeting proposal revisions til Vince gets back, we had some more
changes for him to incorporate, a meeting or two ago.

6. Auto-invite for meeting roles per Adi's suggestion
Gail talked with Adi further, not sure if its needed and might be a bit
confusing, since people would get an "invite" but the invite would not say
why they're invited. And Rachel says she reminds the childcare people.
Let's hold off for now on the calendar invite.
MONKEY: Gail could email the people with meeting roles when she emails the
tentative agenda to Infoco.

7. Convener job description
Steering meeting talked about how to support conveners and infoco started to
talk about it too. Tied in with leadership discussion, and how can we create
a culture of supporting and rewarding leadership. One basic request that
came to Process from infoco, was that we need a standard convener job
description. Gail found one in the book of agreements from 2003. We need to
look at it and see if it needs to be updated. Infoco said need to include
managing budget work, managing work assignments, and training replacements -
recruiting.

Add note about trying to manage membership so that not all members rotate
off at the same time.

Add note about seeking to train another committee member before you step
down.

to #6, add and are posted to the archiving email address, which also cc's
talk.

New: making sure documents are passed along. Trying to make sure the next
person has the information they need to move the work forward. Consider
pointing them toward the committee minutes in the Book of Agreements, and
also to the agreements section in the book of agreements that relate to that
committee. And passing along any other documents in progress or for
reference that for whatever reason are not up on the wiki or book of
agreements, perhaps even in hardcopy if needed. (Some committees may want to
hae a binder of hardcopies of important docs, up to them.)

tweak to #8, makes a committee report or announcement at meetings if needed

Add, track proposals in the community meeting queue and track any further
work that needs to be done after community discussion of a proposal

Go to the work allocation party or delegate someone else to go, or, approve
the assignments if you get the information ahead of time.

Tricky not wanting to load up the conveners. How do we support leadership in
the community, as a culture, as well as the practical stuff.

Is there additional work credit? Various committees have done so. If
committee members are pulling their weight then its not as much work.

Periodically evaluate your work credit allocations, for convener and members
too - if the work volume is very high and/or interest from the community is
very low, consider increasing the hours or other incentives - be creative.

Move the last statement first about all committee members sharing
responsibility for the work, not just the convener. Convener is to hold the
overview so you know when pieces fall through the cracks. Not that you have
to do it all.

8. Next meeting
Usually Process meets 2nd tuesdays, but Patti has a conflict on all Tuesdays
in the summer, so we're looking at alternative dates.
Ideas for June: 6/6 or 6/20
Ideas for July: 7/11 (preferred) or 7/15 (Gail may be away 7/15).
We will wait til Vince gets back to firm these up but please tentatively
pencil them in.

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.
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://gocoho.org/pipermail/process-minutes_gocoho.org/attachments/20100603/04b691c5/attachment.html>