Process minutes: 2011-06-14

Minutes:

Process meeting
6/14/2011
6:45-7:55 pm

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

1. Checkins
2. Monkey Review
3. Process jobs for fall and work committee's request for more job
descriptions
4. Next meeting

1. Checkins

2. Monkey review

Monkeys from previous meetings:

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.

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.

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

Re-MONKEY: Jillian and Gail will write answers to the draft self-evaluation
questions 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.

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

MONKEY: Jillian will ask Infoco about switching to second Tuesday, so
Process would meet first Tuesday. So there's a more logical time lag to the
regular community meeting.

MONKEY: Jillian will check in with infoco about who wants to continue
facilitating, and put out a note on "talk" too to see if others want to join
in. Also will remind people about leading alternative meetings.

MONKEY: Jillian will check in with Infoco about 2nd vs 1st Tuesday
meetings.


3. Process jobs for Fall and also 1 to 2 sentence descriptions request by
Work cmtee

List of fall jobs is done, 7 facilitators instead of 6, and only 2
alternative meeting leaders in the fall instead of 4 since we have regular
community meetings in October and November.

Work cmtee's request for a few sentences about each job - essentially a
pitch for why its important, and also what it is.

Talked about each one:

Process convenor and Process counted members: ensure Process committee
fulfills its mandate. Process committee actively supports the community's
commitment to consensus decision-making and commitment to respectful and
transparent communication and conflict resolution at the individual,
committee and community level; Process committee makes sure that community
meeting minutes, agreements, and community historical information are safely
stored and fully accessible; and Process committee actively supports
learning and community-building at Great Oak. Convenor duties include
calling Process meetings, organizing Process agendas, making sure Process
committee minutes are taken and distributed, checking in with subcommittees,
and prep for each changing work season. Counted member duties include
participating in committee meetings and working on any tasks or projects
assigned. Both also work on an annual community weekend event.

Process steering rep: represents Process cmtee on Steering, attends steering
meetings and works on any tasks or projects assigned.

Conflict Resolution Committee (CRC): Great Oak members are commmitted to
working through conflict; this commitment is a key aspect of a healthy
community. CRC is a confidential group of three people who help GOers work
through conflict, through mediation, listening, whatever the situation
needs.

Minute takers: Responsible for recording the official record of our
community meetings. Take minutes, ask for corrections, and make sure the
minutes are sent to the archiving email address.

Infoco convenor and facilitators: ensures Infoco committee fulfills its
mandate. Infoco's purpose is to help create effective community meetings
that offer members opportunities to participate in decision-making and
enable the community to get its work done. Infoco is made up of each
season's facilitators (plus anyone else who would like to participate).
Infoco works with presenters (or alternative meeting leaders) to help plan
agenda items, facilitates meetings, and debriefs after meetings to learn
more from what happened and support skill development. Convenor duties
include calling Infoco meetings, organizing Infoco agendas, making sure
Infoco committee minutes are taken and distributed. Counted member duties
include participating in committee meetings, working on any tasks or
projects assigned, facilitating meetings assigned, and attending facilitator
debriefs when possible. Both also work on an annual community weekend event.

Agenda planner: solicit agenda items for community meetings, read committee
minutes to note items that may come to community meetings soon, clarify
requests for agenda time, and then assemble a draft agenda and send it along
to infoco to further massage and then propose to the community.

Alternative meeting leaders: Alternative meetings arose out of a desire for
community-building gatherings that were less structured than our regular
community meetings, where we could learn from and connect with eachother in
deeper ways than we tend to do across the dinner table. The Alternative
meeting leaders come up with an idea for a gathering at Great Oak, announce
it ahead of time, and lead the event, with assistance from a facilitator.

Book of Agremeents agreement entering and minutes cleanup: The Book of
Agreements is the system for storing all Great Oak agreements and minutes.
This job entails accurately entering the final electronic versions of
community agreements into the book of agreements. Also making sure committee
and community minutes are being captured, and clean up duplicate entries or
other coding issues.

Book of Agreements tech: This job is to continue to program the online book
of agreements to improve usability and features, to create an easily
accessible system that safeguards all our agreements and minutes.

Archivist: This job gathers and preserves physical materials related to the
history and activities of Great Oak. Helpful for Great Oakers wanting
materials about its own history, and for others who can benefit from what
Great Oak has done.

Hours? Seem pretty good right now. Process gets 2 hours/month for being on
the committee, some months it's lighter than that, but in the fall we often
put in much more, planning or working on a weekend event, I easily put in 20
hours last October and other Processians (and infocoers some years) probably
did too. Same with other committees - the counted hours don't cover
everything, but better than nothing. Had long discussions about this when we
decided to add committee work into the work system - something is better
than nothing.

MONKEY: Jillian will email these to work cmtee. And flag the ones we think
we should probably talk about: Relationship of Process, Infoco, and the
Agenda Planner. Why have an archivist.

MONKEY: Jillian will check in with infoco about who wants to continue
facilitating, and put out a note on "talk" too to see if others want to join
in. Also will remind people about leading alternative meetings.

1 Process convenor (2)
2 Process committee members (2)
1 PRocess steering rep (1)
3 CRCers, (2)
4 minute takers, (1)
7 facilitators each fall season (instead of 6), (1.5)
1 Agenda planner, (1)
1 Infoco convenor, (2)
2 Alt meeting leaders each fall season (instead of 4), (.75)
1 Book of Agreements tech, (2)
1 Book of Agremeents agreement entering and minutes cleanup, (1)
1 Archivist, (1)


4. Next meeting
2nd Tues in July will be
July 12, 6:45 (unless infoco wants to switch)

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