Process minutes: 2011-05-10

Minutes:

Process meeting
5/10/2011
6:45-7:55 pm

Present: Gail, Judith, Becky H, Jillian, Nicholas

1. Checkins
2. Monkey Review
3. Summer work schedule changes
4. Writing thank-yous
5. Education for GO members about our electronic resources
6. Reviewing our Mandate (two new members)
7. Evaluating ourselves as a committee, as a next step in creating a general
committee evaluation process
8. 2011 weekend next steps
9. Next meeting

1. Checkins

2. Monkey review

Monkeys from previous meetings:

Workin: CRC will work on developing an agenda item that would help build
personal connections among GOers. Susan King will present a life-mapping
exercise on June 1.

COOLER: 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.

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

MONKEY: At announcements at every meeting just remind people, about writing
thank-yous and about putting pet photos on the thank you board. Also, a
reminder that if someone wants to appreciate something but doesn't know who
did it, they can post a thank you note on the thank you board.

Monkeys from this meeting, 5/10/2011:

MONKEY: Gail will check in with Amy about her mintue taking schedule, did
she switch with Vincent?

MONKEY: Jillian will check in with Pam about scheduling her August
alternative meeting now so we can let Meals know and childcare know.

WORKIN: Jillian, Rod, Patti, Elph, Gail, Nicolas, Becky H, Judith will write
thank yous and put them in Great Oaker's cubbies, including the Thank you,
to whom, for what, from who. Ideally two a week but the main thing is just
keeping it in your awareness and doing it when moved to do so.

MONKEY: Jillian will check in with Membership - is part of the expectations
of a buddy, that they will go over the electroinc resources with a new
member, such as going to www.gocoho.org/my together and going to each one
and talking about it?

MONKEY: Gail will make an announcement at the next community meeting to
remind people abut the Community Resources collection in the sitting room,
and also about the Member Resources money for training.

MONKEY: Jillian and Gail will write answers to the draft self-evaluation
qeustions before the next meeting. Then we'll pass it along to Infoco and
let them do it. And then see what we think of the questions and answers and
if we want to pass it along to other committees.

MONKEY: Jillian will send out a note to "talk" about a community event in
2011 and see what ideas people (and committees) have.




3. Scheduling for summer

A few changes, mostly to minute taking:

May 4: leader: Becky facil: Tammy minutes: Amy
May 16: facil: Patti, Jillian minutes: Amy
June 1: leader: Susan facil: Elph minutes: Amy
June 20: facil: Elph, Alicia minutes: Catherine
July 6: leader: Megan facil: Elph minutes: Vincent
July 18: facil: Patti, Tammy minutes: Jillian
August 3: leader: Pam facil: Alicia minutes: Catherine
August 15: facil: Elph, Jillian minutes: Amy H


MONKEY: Gail will check in with Amy about her mintue taking schedule, did
she switch with Vincent.

MONKEY: Jillian will check in with Pam about scheduling her August
alternative meeting now so we can let Meals know and childcare know.



4. Writing thank you's

Jillian, Rod, Patti, Elph, Gail, Nicolas agreed to write at least 2 thank
yous a week and put them in Great Oaker's cubbies, including Thank you, to
whom, for what, from who. Becky will write some, and Judith will write thank
you notes when she has someone to thank.

I did it for a while and then went away for a bit and need to get back in
the groove. I really like doing it.

I have seen more thank yous up on the general thank you baord too so I think
its encouraging people.

I've had nice responses from people. It's community building.

All forms of thank you are good. Email too. But hand writing is more
personal, nice. We will keep doing this. Becky, Nicolas, and Judith will
too. Discussion about not feeling forced to do two a week, just to notice
what's happening and thank people when moved to do so. Keeping it in our
awareness.



5. Education for GO members about our electronic resources

We had an email from a GO member that he does not know how to use the GO
electronic resources.

Willie has worked on this, has presented at at least two community meetings.
Willie created the gocoho.org/my entry page that is really helpful. And
there are videos about how to use various elements of gocoho.org/my

Process feels that Willie should do a community meeting presentation at
least once a year but if there are other ideas of what else we can do we'd
love to hear them!

When I first got there I found the logins a bit confusing - sometimes
greatoak and sometimes your first name.

What if we had Willie there but had people ask questions, how do I do X? And
then he could demonstrate. We could ask people ahead of time to remember
what you were trying to get to or find and had trouble finding.

Can we offer on one on tutorials? Half an hour? Might be really helpful for
new people especially. Might be something a buddy could do, but not all
buddies can do that? But it does not need to be that techy, really basic.
Seems like something that should get work credit but not sure if its needed
that consistently or not. Not really a Process cmtee thing. Maybe we should
just ask Membership what they think of this too.

MONKEY: Jillian will check in with Membership - is part of the expectations
of a buddy, that they will go over the electroinc resources with a new
member, such as going to www.gocoho.org/my together and going to each one
and talking about it?


6. Process mandate review

Process brought a new version of the Process mandate to the community in
2010 for approval. Read through it and discussed.

Community Resources Collection, is here in the sitting room, kind of hard to
tell how much its being used. Perhaps people are browsing it.

And, we have money available for individuals to take any kind of workshop or
training that is not much used. Some was used for a composting workshop.

MONKEY: Gail will make an announcement at the next community meeting to
remind people abut the Community Resources collection in the sitting room,
and also about the Member Resources money for training.

Discussion about encouraging new facilitators. Question/discussion about how
facilitation got started at Great Oak. Discussion about CRC and how it
works.




7. Evaluating ourselves as a committee

The goal here is to set up a process for committees to evaluate themselves,
as a first step in a process for the community to be able to evaluate
committees. That was recognized as something important to do that we have
never gotten around to, and better to do it before we are in a problem
situation. The hope is to create something that is a chance for useful
self-evaluation on the part of the commitees, as a lead in to a community
discussion. Goal is to be not bureacratic, and not meant to make people feel
criticized.

Draft questions:

- Do you feel like your mandate expresses what your committee's role is? If
not, what changes would you make?

- Do you feel that the committee's role is important to the community's
functioning? If not, what changes would you make?

- Do you feel appreciated and understood by the community? Do you think the
community knows, and values, what you do? If not, any ideas on what could
help?

- What is your process of responding, when a concern or issue is brought to
you?

Discussion, each committee is so different. And the community and the
committees constantly change, bringing new ideas and energy.

Interesting question about evaluating Process right now - with 2/3 new
folks!

MONKEY: Jillian and Gail will write answers to the draft self-evaluation
qeustions before the next meeting. Then we'll pass it along to Infoco and
let them do it. And then see what we think of the questions and answers and
if we want to pass it along to other committees.



8. GO wekeend event
Almost out of time tonite, but we need to start talking about, what should
we do in 2011?
MONKEY: Jillian will send out a note to "talk" about a community event in
2011 and see what ideas people (and committees) have.


9. Process meeting time
Usually meet 2nd Tuesdays, 6:45-8pm
Next meeting 6/14, 6:45.

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