Process: Infoco minutes: 2011-01-04

Minutes:

1/4/2011
Infoco
6:15-8pm
Present: Patti, Amy, Alicia, Elph, Jillian

AGENDA
1. Check-ins
2. Handouts/documents access and storage discussion, continued
3. January Alternative meeting, any prep needed
4. January Regular meeting, any prep needed
5. Checkin in winter schedule
6. Alternative meeting facilitator checklist, next steps?
7. Powerpoint presentation documents, process-related education
8. Next meeting

MONKEYS
MONKEY: Elph will propose some solutions for the ongoing document
management, collaboration, and creation needs.
MONKEY: On 1/17 Alicia will give a refreshing Policy Moment about CRC, and
also going through the two agreements of The communication Pathway and the
Four-Step guidelines for working through Emotional Charge. (Attached as
FYI.) Alicia, these posters should be in the CH bathroom closet. 15
minutes?
MONKEY: Amy for F&L will send out information about the proposal early and
will alert folks to it being a one-meeting decision.
MONKEY: Jillian to add job description for support role of Alternative
Meeting Leaders, somewhere? Maybe to facilitator job description?
MONKEY: Elph will convert the consensus powerpoint to something that people
can update and access.
MONKEY: Elph will provide Infoco the consensus facilitation training
material he has created for Zingerman's, to Infoco.
MONKEY: Patti will provide Infoco with the facilitation training info she
has, too.
MONKEY: Then Infoco can look at creating a version for Great Oak, a good
project this season.
MONKEY: Amy working on Infoco mandate

2. Handouts and other useful documents
Debate about how to handle meeting handouts, but also documents that are
useful but are not community agreements.
Also getting final documents that can attach to minutes and have final
handout attachments be archived.
Re handouts, potential for creating a problem seems higher than the one
we're solving if we archive out-of-date handouts.
Wiki is maturing into an index to where things are. You can only put text in
the wiki, you can't put a spreadsheet or a powerpoint or a PDF. Wiki is fine
at text and links. But I can't seem to find what i need on the wiki - don't
know the right search terms to use?
Book of Agremements is a separate thing. We've been using it a bit to store
guidelines since there was no good other place.
We're starting to get more spreadsheets, more powerpoint, more PDFs, of
useful documents.
Elph proposed to the geeks that we do google docs for great oak.
Seems like we have little groups of people working to try to solve archiving
and info access issues but no one has the full picture.
Where do you put it
How do people access it and in what formats that are as universal as
possible
How is it backed up
F&L has been wrestling with this issue for a while. Proposal to do google
docs.
Maybe we could create a list of needs and then put together a group that can
figure out how to make it happen.
UM has a system of folders - different subfolders.
MONKEY: Elph will propose some solutions for the ongoing document
management, collaboration, and creation needs.

3. Alternative meeting

1/5. Tammy's event is tomorrow. She emailed the community the description.
Amy is facilitator. Jillian has a few glue sticks, so does Alicia, Patti has
markers. Amy has the long sheets of paper. Alicia may have some old national
geographics.

4. January Regular meeting

1/17. Patti and Elph are facilitators.

MONKEY: On 1/17 Alicia will give a refreshing Policy Moment about CRC, and
also going through the two agreements of The communication Pathway and the
Four-Step guidelines for working through Emotional Charge. (Attached as
FYI.) Alicia, these posters should be in the CH bathroom closet. 15
minutes?

Work - Dealing with unexpected loss of labor (20-30 min.)

F & L - roll over of 2010 professional funds proposal. (Possible one meeting
decision.) F&L had hoped to get more done in 2010 with professional
consultants on master deed than we did. The money they did not spend in
2010, want to ask if they can roll it over into 2011. F&L does have a budget
for professional fees in 2011 but had counted on spending some amount of the
2010 funds. Amy can't recall the amount off the top of her head but things
its a few thousand dollars. Seems ok to do it in one meeting, so you don't
have to wait until end of February to get rolling with it.
MONKEY: Amy for F&L will send out information about the proposal early and
will alert folks to it being a one-meeting decision.

5. Refresher, the winter schedule:

Winter schedule - as far as we know its all ok. Catherine is fine with
Alicia not being able to be there on the evening of 2/2, and Alicia will
help with prep beforehand and Catherine can ask Infoco or others for help.

Facilitators: Alicia, Amy, Elph, Jillian, Patti, and Tammy
Alternative meeting leaders: Becky, Catherine, Kate, Tammy
Minute takers: Alex, Amy, Patti, and Tom

Alternative meeting leaders will be:
Weds. 1/5 – Tammy
Weds. 2/2 – Catherine
Weds. 3/2 – Kate
Weds. 4/6 – Becky

Facilitators (Minutes)
Weds. 1/5 – Amy (Sarah)
Mon. 1/17 – Patti & Elph (Amy)
Wed. 2/2 – Alicia (Patti)
Mon 2/21 – Jillian & Patti (Alex)
Weds. 3/2 – Tammy (Tom)
Mon 3/21 – Amy & Alicia (Tom)
Weds. 4/6 – Elph (Alex)
Mon. 4/18 – Tammy & Jillian (Patti)


6. Checklist for facilitators of Alternative Meetings
>From the last infoco meeting:

Good planning makes a good meeting!

- Meet with the leader and any other people involved

- Pre-meeting publicity: be sure to work with the leader to get
information out in advance

- Develop an agenda, even if it’s more like a plan. Decide whether to
include announcements.

- Remind the minute taker and the childcare providers of their roles

- Plan to set up microphones; arrange for mic runner as needed

- Arrange for timekeeper and/or scribe if needed (facilitator is
responsible for making sure needed roles are filled)

- Discuss with leader how room should be set up, then guide others in
getting it set up in time for the meeting, and make sure room is cleaned up
afterwards

- Determine what supplies are needed; help obtain as needed.

- Work with leader to plan a closing for the meeting. An evaluation is
one option.

- Facilitator is there to help manage any conflict that comes up. One
of the facilitator’s roles is to make sure the group is aware of the
guidelines we have established, such as the Communication Pathway or Meeting
Guidelines.

MONKEY: Jillian to add job description for support role of Alternative
Meeting Leaders, somewhere? Maybe to facilitator job description?

7. Powerpoint/presentation documents

Goal to help develop more training for new people coming in.

The consensus powerpoint that Amy/Mary/Jillian created over the summer has
really been used, we have a lot of new people and Amy and Catherine have
gone thru the consensus powerpoint with most and they've said its been
helpful.

Mary would be willing to work on a powerpoint on facilitator training. That
seems like a good project for this work season.

Why is it in powerpoint, what is the purpose? So far its been for two to
three people to sit and look at a screen together, but the thought is that
perhaps it might get projected at some point.

Discussion about what program to use - powerpoint or a google app? The
powerpoint style is appropriate. But you can write a document and then
extract the key points into a powerpoint like presentation but keep the
master document with all the details. And for example right now with
powerpoint we have a situation where some of us have the latest version of
powerpoint and some don't so we can't all open it.

For now we can put it up in google docs and share the link and put the link
up on the wiki in the Process section.

MONKEY: Elph will convert the consensus powerpoint to something that people
can update and access.

Jillian, Elph, and Patti have done small trainings on consensus facilitation
in the past.

MONKEY: Elph will provide Infoco the consensus facilitation training
material he has created for Zingerman's, to Infoco.
MONKEY: Patti will provide Infoco with the facilitation training info she
has, too.
MONKEY: Then Infoco can look at creating a version for Great Oak, a good
project this season.

8. Infoco next meeting
Normally would be the first Tuesday in Feb, which is Feb 1. Elph and Jillian
will be away. How about the day before, so Monday 1/31? Seems ok but it will
be short since Elph and Jillian will be packing to leave on 2/1! Meeting
after that will be the first Tuesday in March, which will be 3/1/2011.

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