Process minutes: 2011-01-11

Agenda:

Process meeting
1/11/2011
6:45-8pm
Present: Gail, Rod, Jillian

Agenda

1. Checkins
2. Monkey Review
3. Pet policy - refreshing policy moment
4. Document storage discussion
5. Next steps, evaluating a committee
6. Next steps, create new appreciation tradition
7. Next meeting

Minutes:

1. Checkins.

2. Monkey review

Monkeys from previous meetings:

DONE: Jillian will ask CRC what meeting this season would work for them, to
present about the Communication Pathway and the 4 Step Method for working
through emotional charge. Alicia to present on 1/17/2011

Re-MONKEY: CRC will work on developing an agenda item that would help build
personal connections among GOers. Talk with CRC about this at next month's
meeting.

Re-MONKEY: 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.

DONE: would be interesting to know what's next up on Willie's BOA
programming list. Jillian will ask him.

COOLER: create powerpoint presentations for some community agreements, as a
different kind of refreshing policy moment.

COOLER: Discussion item about Convenor jobs at a community meeting -
overlaps with Work cmtee

COOLER: Labors of love, monthly list and prize drawing? Appreciations for
some workers at the end of each work season, take nominations? For jobs well
done within the system, and best labors of love or other contribution?

Re-MONKEY: ask around, ask people at dinner what they think about the
appreciation of the month award.

MONKEYS from this meeting 1/11/11

MONKEY: Jillian will invite CRC to Process's FEBRUARY meeting, including
Kate, just to hear how things are going.

MONKEY: Rod will ask Pam about Membership doing a refreshing policy moment
on the pet policy, in a way that's fun if possible.

MONKEY: Jillian to mention this icebreaker idea to Infoco, of bringing a
picture of each of your pets, to create a pet notebook?

MONKEY: Jillian will start creating Wiki pages and pasting in Process
guidelines, Process mandate, etc.

MONKEY: Each of us to read through these draft committee evaluation
questions and either bring suggestion for additional questions or edits to
the next PRocess meeting or email to Process.

MONKEY: ask around, ask people at dinner what they think about an
appreciation of the month award. What could it be, any thoughts folks have
about how to do it and if we should do it.



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3. Pet policy
Refreshing policy moment - Process got a request from a GOer a while back
that it would be good to have a refreshing policy moment on the Pet Policy.
Perhaps membership cmtee would be willing to bring this forward? How to make
this more fun? More interesting? Bring in pooper scoopers? :-) It would be
ideal if this could include TS. It was a topic at the last TS/GO summit.
Its poop issues, but also the leash rules, more people are letting dogs off
leashes and then TS sees GOers letting their dogs run loose on the playfield
and so they come over and lets their dogs off leashes on the GO playfield.
There's a new cat outside too.
We haven't done a pet survey in a while. At Wild Sage in Boulder they had a
notebook with all the people, and they had a notebook with all the pets,
with photos - a pet census and took pictures etc. Icebreaker, bring a
picture of your pet? What pets do you have?
MONKEY: Rod will ask Pam about Membership doing a refreshing policy moment
on the pet policy, in a way that's fun if possible.
MONKEY: Jillian to mention this icebreaker idea to Infoco, of bringing a
picture of each of your pets, to create a pet notebook?

4. Document Storage

Infoco talked about this on 1/4/2011. We're starting to get more
spreadsheets, more powerpoint, more PDFs, of useful documents. F&L is
struggling with this right now too. Wiki is a great place for text-only
kinds of information, or to store links to things. But where to put the
things themselves. Google docs might be an idea, for Great Oak. Elph had a
monkey from the Infoco meeting to work on this idea. FOr now do we put
text-only information up in a Process wiki section anyway, just so its
somewhere? Sure.

Also F&L talked about it last night 1/10/11, Gail has been helping them with
the paper copies from the exercise room. Peter was monkeyed to talk with
Elph about the document storage question. F&L needs to define what they
want. We don't want to save everything. In the electronic realm you don't
want to save too much that is quickly out of date, becomes confusing. F&L
has lots of things to store - the hobart maintenance agreement. The mowing
contract. Etc. And they change year to year.

We have different people approaching things in different ways.
Meals is working on guidelines for new cooks.
The wiki, a plus and minus is that people can change things.
The blog for historical info is fine idea, but it should be just in addition
to other places, since its not clear anyone here looks at the blog.

MONKEY: Jillian will start creating Wiki pages and pasting in Process
guidelines, Process mandate, etc, in the meantime.
MONKEY: Jillian will check back in with Elph about progress on a document
storage proposal.



5. Next steps, evaluating committees

Haven't had much time to work on this since our last meeting in mid
December. Idea for a committee to self evaluate and then bring that to the
community.
Discussion about committees and how committee members see their roles.
If a committee is struggling, figuring out why - this process could help
clarify if mandates are right for a committee.

Idea, Under each cmtee there are designated jobs - we could make it so that
each member of the committee has a job.

Discussion about how its hard to find steering reps. Idea to start with
steering, what is steering's mandate and how is it going? What is the role
of the steering rep? Is the sharing of info Steering's purpose, and is that
reason enough to meet? Or, it could be a "meet when there's an issue"
committee? Maybe its not an ongoing committee. One of hte roles that
steering plays - committees tend to get very narrowly focused on what
they're doing and if you have someone from another committee say, why are
you doing this? Almost a mini evaluation at steering?

I'd be intersted for committees to look at, how does each committee process
input. Does a committee have a plan for after they hear input, what is the
process, making sure people get responded to, react in a consistent way. Is
it someone's job to process that.

Draft of questions we could ask on an "evaluation form":

- Do you feel like your mandate expresses what your committee's role is, and
that that role is important to the community's functioning? If not, what
changes would you make?
- Do you feel appreciated by the community. If not, any ideas on what could
help?
- How do you react when a concern or issue is brought to you?

MONKEY: Each of us to read through these draft committee evaluation
questions and either bring suggestion for additional questions or edits to
the next Process meeting or email to Process.


6. Next steps, create new appreciation tradition

Ran out of time on this one. This is what we said about this at the last
Process meeting:

Monthly award at dinner, outstanding labor of love, community service, job
well done. How to create a system so that it continues.

Have a box to collect nominations? Put out email calls each month?

What to give as the award, so that people feel valued or appreciated?
Doesn't have to be of monetary value. Write songs or poems for people?
Cards? Maybe their name and what they did goes up on a board.

Give someone a free dinner, come out of Process budget? would only be
$5/month o so.

Personal is better. If its not a monetary value then we have the option to
award more than one a month if we get several.

Statue that lives on your porch when you're that month's winner! Idea - ask
Judith or Becky to make us a banner or flag to post on the porch for a
month? Appreciation flag! With a big star and the Great Oak.

MONKEY: ask around, ask people at dinner what they think about an
appreciation of the month award. What could it be, any thoughts folks have
about how to do it and if we should do it.


7. Next meeting

Would be the 2nd Tuesday in Feb normally, but Jillian will be away. Would
the third Tuesday in Feb work, just this once? That would be 2/15. Seems ok.
Jillian will ask CRC.

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