![Minutes: Process 2010-06-06 [Minutes]](display/images/gocohologo.gif)
Process minutes: 2010-06-06
Agenda:
Process meeting6/6/2010, 6:45-8pm, unit 18
Present: Patti, Gail, Vincent, Jillian
AGENDA
1. checkins
2. monkey review
3. checking in about presenting the revised process mandate at the 6/21
meeting
4. tweaks to the alternative meeting agreement
5. revised draft job description for committee conveners
6. any initial thoughts about 2011 budget
7. discussion about a community event in November
8. next meeting
Minutes:
1. Did a round of checkins.--
2. Review Monkeys; old Monkeys are at the end of the minutes, New MONKEYS
from this meeting:
MONKEY: Under 3.1.1. in the Process Mandate Jillian will add including
canceling or rescheduling meetings as needed.
MONKEY: Patti will present the Process Mandate at the community meeting on
6/21.
MONKEY: Jillian will email the Process Mandate out the week before and ask
for a 1-meeting decision since its a revision not a brand new thing.
MONKEY: Gail will resend the list of past alternative meetings to Vincent.
Vincent will then resend the whole proposal to Process.
MONKEY: Gail will add the alt meeting proposal to the Agenda stack.
MONKEY: Gail will keep Process informed about F&Ls work to create a
documents area for committees.
MONKEY: Jillian will email Vincent the word document of the Role of the
Convener and Vincent will divide it into sections and email back to Process,
and Jillian can send on to infoco. Then it will come to the community for
discussion.
MONKEY: on 6/21 Jillian will do a brainstorm icebreaker for the November
event. And will announce the date. (Nov 13?)
MONKEY: Jillian will go back and look for the list of weekend events that
we've done over the years and email to Process.
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3. Process Mandate
We've worked on revising the Process Mandate over the last few months.
Hasn't changed since our last meeting, its just on the agenda for the next
community meeting. Jillian will be facilitating, who can present?
MONKEY: Under 3.1.1. Jillian will add including cancelling or rescheduling
meetings as needed.
MONKEY: Patti will present at the community meeting on 6/21.
MONKEY: Jillian will email it out the week before and ask for a 1-meeting
decision since its a revision not a brand new thing.
MONKEY: Jillian will let Infoco know, that Infoco needs to update their
committee mandate (still talks about being made up of a rep from various
committees.)
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4. Alternative Meeting proposal
Vincent made the changes per the Process minutes from 4/13/2010. He will fix
some typos and add the appendix.
MONKEY: Gail will resend the list of past alternative meetings to Vincent.
Vincent will then resend the whole proposal to Process.
MONKEY: Gail will add the alt meeting proposal to the Agenda stack.
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5. Role of the Convenor
Is a guideline not a policy, bring it to infoco and to the community for
discussion.
Re meeting announcement or committee report bullet, move "when needed" to
the front.
Delete extra works like "all" and "any" in all bullets. (Tracks committee
proposals and tracks further work...)
Number the items instead of bullets.
Maybe we could be clearer in the last bullet, about what info can be found
where, for example, Mandates and Minutes should be in the Book of
Agreements. Special attention will ened to be paid to documents in progress
or ones that were not up for decision so were not in the Book of Agreements.
DIscussion about the need to keep important documents that are not community
agreements so did not make it in the Book of Agreements. if F&L is
developing an area where committees can each store key documents? Would be
helpful - documents are not always in the BOok of Agreements and seems like
they're all over the place, on peoples' harddrives etc.
MONKEY: Gail will keep Process informed about F&Ls work to create a
documents area for committees.
Concern that this document is too long, and not organized enough. Idea to
reorganize it to be more useful - make categories:
Section of actions that need to be taken - "do or delegate" these. (Help
make it clear that convenor does not have to do all of them.)
Section of things to track - budget, monkeys, proposals
Section for transition - what do you need to do in transition time, convener
or members.
Next steps, share this with Infoco, and then what? Community meeting
discussion? To encourage people to read it.
MONKEY: Jillian will email Vincent the word document of the Role of the
Convener and Vincent will divide it into sections and email back to Process,
and Jillian can send on to infoco. Then it will come to the community for
discussion.
Maybe when we bring it to the community we can focus on the "need for
increased support and recognition of leadership at Great Oak" piece of it.
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6. Budget - no big issues that we know of as of now.
-----
7. November event
How do we usually set the topic? Often we do a brainstorm and then dot
storms at a community meeting.
Idea of a training on consensus process? On how we make decisions. Children
issues again?
How about on 6/21, instead of an icebreaker, do a brainstorm. (And not make
promises that what we brainstormed is waht will happen. What evolves is
sometimes different than the iniitial idea. People get attached to their
initial idea, need to communicate as much as we can as the topic evolves.)
MONKEY: on 6/21 Jillian will do a brainstorm icebreaker for the Nov event.
11/13?
List of all the trainings we've done over the years? Am sure we have that.
MONKEY: Jillian will go back and look for the list of events that we've done
over the years.
We've done a grounds planning weekend, could be buildings planning, or work,
or more on grounds or CH planning...
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8. Next meeting
Sunday, July 11, 6:45pm, unit 18. (Avoiding Tuesdays just for the summer,
Patti has softball.)
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MONKEYS
MONKEYS from our last meeting, 5/10/2010
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.
DONE: Vince will make the changes to the Alternative Meeting proposal and
email to Process
DONE: Jillian will do the final tweak of the Minutes Guidelines and email to
the minute takers.
DONE: Gail will email the people with meeting roles when she emails the
tentative agenda to Infoco.
DONE: Jillian will add the edits to the Convener Job Description from 2003
and email to Process.
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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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