Process: Infoco minutes: 2011-08-02

Minutes:

Infoco Meeting
8/2/2011
7-8pm
Present: Tammy, Sarah, Elph, Gail, Jillian, Nicholas, Dale, Becky H, Gayle,
Willie, Mary

AGENDA
1. Work cmtee agenda item for Aug 15
2. Fall facilitation scheduling
3. Fall infoco meeting schedule
4. Monkeys


1. August 15 community meeting

Work cmtee agenda item

Work cmtee has been gathering data from the surveys. Had a 1 to 5 scale, 5
being highest priority. No job was ranked lower than 3.

We also looked at if people thought the hours were appropriate, no real
surprises there either. Nothing ended up being very low or high. A few stood
out from the crowd though so we'll suggest that committees look at them
again.

Two jobs stood out that got a lot of marks for we should think about hiring
out - bookkeeper and buildings maintenance.

This more or less affirms that committees are doing their jobs, choosing
jobs that are important to the community at about the right levels.

Work cmtee to present the results of the survey.

Committees will get information from work cmtee about suggestions for change
beforehand, and commitees can meet and talk about this.

Committees will give their response to the information to work committee -
they may suggest a change, or may want to discuss with community why the
think hours as-is are important.

Come up with a new recommended number of hours per month and then figure out
how to get there is what Work cmtee thought is what would happen. The data
came in much more moderate however than they thought it would.

What is the problem we're hoping to solve?

We've heard from a number of people that there's too much work.

It looks like we value all of the work, and, we like complaining!

Keep in mind - goal met in that we provided an opportunity for the community
to have feedback on the work that we do. Important to recognize and
celebrate that achievement.

Interesting conversation to be had about what you've learned so far. We've
now determined that there is some collective agreement that these jobs are
important. And, what that means, practically speaking, is if we do all those
jobs, this is how much it costs us in work time. Now that we know that, does
this make any difference? I think we likely will have that converation
around time. We found out people really value the work in the commuinty,
which is valuable to know. And is it ok that this is how much time it takes?
If its not ok, we need some kind of process around how to decide what we
don't do or how to pay someone else to do.

Do we want to have a ranked list of jobs and have a cutoff, lop off jobs.

Not as the starting point. If we did decide to have less hours I would want
to have broader discussion about how we could do that - not just lop off
jobs from the bottom of a list. Especially since the data is not strongly
saying any job is unimportant. Say we want to meet this hours limit lets
talk about how we might do that.

Harness the power of the group to come up with ideas. Like if we get more
renters we have more workers.

Maybe a couple scenario-based ways of slicing the data. Hiring out etc.

(Separate topic is who is responsible for doing work, will be coming to a GO
meeting in future.)

What I heard most was the community wanted oversight and a say about what
jobs are done, wanted a way to give feedback to committees. The survey
results seem to say that, you know, even though there wasn't direct
full-community oversight we have a pretty decent work budget, that the
committees are doing their jobs well of assessing the work to be done. So
one approach might be to go in to the meeting and present results, with
modifications made by any committees, and say that overall peopel seem very
pleased with the work we do.

My gaols would be:
-we presentethe results
-I'd like to get feeback, given these results, should we look for ways to
reduce the overall hours.

The community has had its oversight and may be ready to move on.

Is it possible work will want to take this on annually? Or every other year?
That would be good to present at the meeting that it will be continued, so
people know the feedback loop will continue.

Just the info sharing at the last meeting may have really raised awareness
about what the jobs are.

Goal is present results, as modified by committees

Is this work budget as presented acceptable, is the question. But I don't
think its a direct question - its more a sense of group.

Here's how its looks for the next 3 seasons. are you happy?

Data is good for the information but people will still be coming from their
emotions if they feel that the work load is too heavy.

3 things to do as starting point -
- Why - review what led you to do this work
- What - you did the survey and got results, they were sent to cmtees and
then back to you
- Then what - that's the general overall finding that came from that - what
happened with the results
- Then the fourth thing - what other ways do we as a community need to look
at ways to bring down the hours.

Do we know we need to bring down the hours?

I think that that is the gut feeling that is still out there. People do
value the work but still feel like there are too many hours. Some kind of
how.

Talk about the how. The elephant in the room is some people feel that there
are too many hours.

Its the dynamic tension we all live with every day - how many activities in
my personal life do I have time for. Do I have money for. We struggle with
money and time issues in our personal lives and we are doing it at the
community level too.

At some point I think its perfectly fair for Work cmtee to say we've done
the data gathering and analysis work and fulfilled the request of the
community and we are turning to our work of managing the work. A fine
endpoint for the community to realize that we have worked on it hard and
this is where we are, this is the work we really want done.

Work's agenda item will be 40 to 60 minutes, depending on time available.


2. Fall facilitation schedule

Mary King will solo-facilitate the two main budget meetings. She is working
with Rod to plan out when those will be.

MONKEY: Mary will send an email out to "talk" with the budget schedule, as a
heads-up to commmittees especially.

MONKEY: Gail handed out scheduling forms, all please return them to Gail as
soon as you can. Process will meet next Tues to finalize the schedule.


3. Infoco Fall Meeting schedule

We will continue to meet on first Tuesdays, 6:15-8pm, since switching with
Process for second tuesdays is not possible for all the facilitators. Do
folks wnat to continue with our previous tradition of meeting over dinner at
one of our houses? Sounds like yes.

So, our meetings will be September 6, October 4, November 1, December 6.
6:15 pm. Usually BYO dinner at Jillian's house unless we change it for
particular meetings.

4. Monkey Review
Monkeys from the last meeting below, plus two new ones from tonite.

MONKEY: Jillian will add each faciliation recipe as we complete it, to the
Process section of the wiki for now.

DONE: Jillian to add the Anatomy of a Monkey facilitation recipe to the
Process section of the wiki (see June Infoco minutes.)

RE-MONKEY: Jillian will update the infoco mandate draft, take out all the
extraneous formatting, make some changes and bring it back.

DONE: Jillian will fill out facilitation slots in work survey.

DONE: Jillian will email work and infoco to ask about the process for July
18 - what outcomes is Work looking for and how do they envision getting
there.

DONE: Jillian will email CH to see if F&L would come forward with the
recommendation, and if it needs to be in July, if so we would need to plan a
105-minute meeting.

DONE: Jillian will email those who are not here about changing to second
Tuesday.

MONKEY: Mary will send an email out to "talk" with the budget schedule, as a
heads-up to commmittees especially.

MONKEY: Gail handed out scheduling forms, all please return them to Gail as
soon as you can. Process will meet next Tues to finalize the schedule.


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