Process minutes: 2010-08-08

Minutes:

Process meeting
8/8/2010, 6:45-8pm
Present: Gail, Jillian

AGENDA

1. Checkins
2. Monkey Review
3. Any feedback for Membership on the Meetings section of New Member Packet
(see email from 7/20)
4. Budget check in for 2011
5. Art and Learning Something Practical, decision at next community meeting
6. Convenor discussion, info from Work about low popularity
7. Request for committees to "clean up old agreements" in BOA
8. Meeting-role-scheduling
9. Next meeting


2. Monkey review

Monkeys from previous meetings:

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: Jillian will read over the Role of the Convenor job description for
any typos and will let Vince know.

MONKEY: Vince will then email the Role of the Convenor job description to
talk in the body of a message.

MONKEYS from this meeting:

MONKEY: Jillian will email membership an edited draft of the Meetings
section of the New Member packet.

MONKEY: Jillian will follow up with the two groups Art and Learning
Something Practical, one is meeting Monday night.

MONKEY: Jillian will email the tweaked Role of the Convenor doc to Infoco
and give them a heads up that it will be on the community agenda in Sept if
they want to work more on it.

MONKEY: Process will bring a discussion item in September about Convenor
jobs.

MONKEY: Next month (when we're less busy, or at least traveling less!)
Process will look at our agreements in the BOA and make a list of what
should be marked expired, and ask other committees to do so as well.

MONKEY: Gail will email out a draft meeting-role schedule before she leaves
town on Wed.



3. Feedback for Membership on the Meetings section of New Member Packet

Read through it, yes some edits are needed, mostly just tweaks but important
to correct the days of the month of the meetings, they have it reversed.

MONKEY: Jillian will email membership an edited draft of the Meetings
section of the New Member packet.



4. Budget

>From 2010:
Process Archives 100
Process Community Skills and Thrills 1800
Process Display materials 100
Process Meeting supplies 300
Process Member resources 300
Process Total 2600

We may need an easel in 2011. Have not had to spend much on Archives this
year but might next year since we were set this year. Skills and Thrills
number seems ok. Meeting supplies amount is good to keep since we've had
more requests for food costs (eg, for dessert at alternative or regular
meetings). Our budget is a bit tricky in that we tend to spend most of it in
Nov/Dec so in the summer looks like we won't spend it. But for now our
request for 2011 will likely be same as 2010.


5. Skills and Thrills 2010, decision on the focus

Art and Learning something practical

Hoping to have the two groups present at the next meeting. And then
discussion. The Learning something Practical group will probably need to
present two scenarios - one about a hands-on build a greenhouse, one about
learning small practical skills (canning, sewing, fixing house stuff) and
Art group will present. Then dot storms I guess. Each know they have about
$1200. If Practical skills is chosen, the Art group may want to find a way
to do it anyway during the year which is great, just need to figure out the
funding.

MONKEY: Jillian will follow up with the two groups Art and Learning
Something Practical, one is meeting Monday night.

Jillian is away that week of the meeting. Gail or Patti or Vince can
introduce the item and then the facilitators can run it, the community needs
to discuss and decide. Hopefully can decide at this meeting.

Another outcome of the meeting should be collecting names of people
interested in continuing to work with Process on making the event happen.
Process will need help figuring out who will lead whatever it is and how.


6. Convenors

Process tweaked the convenor job description in July, Role of the Convenor.
MONKEY: Vince is to send the Role of the Convenor doc out to talk.

Willie had some feedback, has been looking at the data of how convenor roles
are always ranked low in the work survey. He suggests discussion about:

* how to recruit new conveners
* how to lessen the burden so fewer people will be scared away from taking
the job
* how to "reward" conveners (perhaps more credit hours) to give an incentive
to step up and take on a leadership role

This seems like a really good topic for a community meeting. Maybe we could
use small groups and get creative. What is it about the convenor position
that makes it unappealing, and how can we make that better and how can we
better reward convenors. Giving more hours is complicated, what other
options are there? Infoco has brainstormed about this too. Not sure if
Infoco has seen the rewritten role of the Convenor.

MONKEY: Jillian will email the tweaked Role of the Convenor doc to Infoco
and give them a heads up that it will be on the community agenda in Sept if
they want to work more on it.

MONKEY: Process will bring a discussion item in September about Convenor
jobs.


7. Request to look at Process's agreements in BOA for expired ones.

Seems pretty straightforward, read through the agreements, list which ones
should be marked "Expired" and/or link to updated versions.

Seems like a good idea for ALL committees to do this. It would be our role
to ask the committees to do that. Might be a good refresher for them!

MONKEY: Next month (when we're less busy, or at least traveling less!)
Process will look at our agreements in the BOA and make a list of what
should be marked expired, and ask other committees to do so as well.



8. Scheduling for Facils and Minute Takers and Alt meeting.

Alt meetings - Becky in Sept and Rod in December.

Would be better to preschedule these before the work survey if there's an
urgent topic people want to cover... Not sure if Meals had wanted a slot for
a discussion?

Mary or Tammy never turned in their Facilitation schedule preferences -
Gail will keep trying. Jillian left a message for Tammy and asked her to
email. Jillian may see Mary in the morning and will ask.

Sarah - need her minutes scheduling prefs - Jillian left a message.

MONKEY: Gail will email out a draft meeting-role schedule before she leaves
town on Wed.


9. Next meeting
2nd Tuesdays in the fall. Sept 14, 6:45-8pm.



COOLER ITEMS

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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