Process minutes: 2013-09-03

Agenda:

Process cmtee meeting
9/3/2013
6:45-7:45
Present: Gail, Becky H, Jillian

Agenda:
checkins
monkey review
fall 2013 work season
budget
skills and thrills next steps
next meeting

MONKEYS

MONKEY: we trade off, each taking a month in rotation, and some time during
our month we post a paragraph on "talk" about one book of our choice in the
community resource collection. We can take the description from amazon or
the jacket/cover if we haven't read it, that's fine.
September: Jillian
October: Becky
November: Elisha
December: Gail

MONKEY: Bring chocolate for the two meetings each month (get reimbursed
from Process meeting supplies) month by month:
September: Jillian
October: Becky
November: Gail
December: Elisha

Re-MONKEY: Jillian will look for and send out the email etiquette message -
the latest she can find - Rod may have sent it out most recently? Jim
Sweeton wrote it originally so it goes way back!

MONKEY: Jillian will send out a reminder about the Member Resources money.

MONKEY: Gail will email out letting people know Process is in the market
for a locking legal-sized filing cabinet for archives.

MONKEY: Jillian will email in Process's proposed 2014 budget to F&L.

Sept 4 meeting

Discussion about tomorrow's meeting and Rosh Hashanah and if we should
cancel - since its an alternative meeting, so optional attendance, and
since we would not usually cancel the meal in any case, doesn't seem like
we need to cancel. Would be better to think about it more ahead of time
next year though - this caught us a bit by surprise since usually we're
focused on any conflicts with the second meeting in September.


Checking in on Fall work season

Haven't heard of any swaps happening, seems like we're ok for now. Good!
Thanks again Gail for your work in scheduling it.


2014 budget

Let's remind people about Member resources money and taking a class.

Looked over our budget.

2013
Process D Archives 50
Process D Community training/facil. 1600
Process D Display materials 50
Process D Meeting supplies 250
Process D Member resources 200
Process Total 2150

Many items were reduced last year during the budget process.

Question about archive storage. If we can find a locking legal size filing
cabinet then eventually Gail could transfer what she has in a makeshift
legal size filing cabinet into a better one that locks.

We need to keep in mind that it'd be best to have the archives cabinet in
the common house, thanks to Gail for storing the archives all these years.
But where if the office is rented out? Maybe in this north corner of the
sitting room - get a floor lamp instead of a table lamp and remove the
table?

We could get a filing cabinet now, and eventually find a place in CH for
it. How about we aim to spend our $50 from 2013 in Display materials. UM
property disposition? Craig's list?

MONKEY: Gail will email out letting people know Process is in the market
for a locking legal-sized filing cabinet for archives.

Skills and Thrills budget. Here's the breakdown of costs for it usually:
Roughly broken down as follows, but we move money around as needed within
this:
$300-350 travel
$900 presenter's fee (includes any prep)(we have also paid $1000, $1200,
$500, $750)
$240 childcare (with two workers at $15/hour)
$100 snacks/bagels/coffee
$150-$200 subsidizing lunch

Minutes:

$1790

Last year it was cut to $1600, which worked out since we hosted FIC and get
Laird for free, and the year before that was also local presenters, but
most of the time the event really costs $1800. Seems like its a responsible
budget to propose what we think is actually needed and go from there.

For everything else that was reduced during the budget process last year,
we can manage with it at those levels.

We spent more in meeting supplies in 2012 but that was because we bought a
really nice easel. Should be ok for 2014. Chocolate comes out of meeting
supplies now though, need to keep that in mind! I'd say exactly half of
that meeting supply budget will go to chocolate. ($125)

MONKEY: Jillian will email in Process's proposed 2014 budget to F&L.


Skills and Thrills topic

Process brought the skills and thrills topic to the April community
meeting. This is what Jillian emailed before the April community meeting:

---------
Draft, work discussion topic:

1. What additional agreements might Great Oak want to create about
exceptions to doing a full workload. Great Oak has agreements about reduced
workloads for when people first move in and for when there's a new baby in
the household, and Work cmtee says yes to all additional requests for
reduced workloads, since there are no community agreements about doing
otherwise. How is this working for Great Oak - is this still ok with the
community, or does the community want to create some additional tools or
guidelines for Work cmtee about this, keeping the concern in mind that Work
ctmee does not want to become the "work police".

2. What agreements might Great Oak want to create about how the community
deals with members who are not meeting their work obligations to the
community, including:
a) Non-participating residents
b) Absentee owners (including “hostile” absentee owners not interested in
participating)
c) Extended vacations
d) Members assigned work that they do not do
-------------

During the meeting people supported this topic idea overall. And they did
make other suggestions, and as they did so they mostly said that these
ideas did not have to be skills and thrills, they could also be alternative
meetings or regular community meeting agenda items or things that happen in
other ways or at other times.

These ideas included:
o How do we get everyone feeling like they are part of GO? (renters, new
timers, old timers, etc.)
o I really liked the F&L weekend. If there are more conversations
needed around GO’s finances, or personal finances, I’d welcome it. Needn’t
be a special thing – something we need to do on an
ongoing basis.
o Recruit some new facilitators from the community, facilitation refresher
o Have a facilitator and invite the other communities to come and
discuss a topic of concern to all three communities.
o work on an annual cycle of work review

So seems like we should propose the original piece we sent in April, and
list the other ideas as suggestions for other times, such as at alternative
meetings, regular meetings, or special events.

We can see if there's any time available in the Sept meeting. Our item
could be 20 minutes. If the first budget meeting goes well maybe there will
be more time on subsequent agendas if the whole Sept meeting is needed for
budget.

Becky G wants to bring back the rollover item from August and work cmtee
wants to do a review of the work process for the fall.

MONKEY: Gail will ask F&L about their timing plans for the Sept meeting -
do they need 90 minutes?


Next meeting: 1st Tues in Oct is 10/1, 6:45-7:45; Jillian will be in
Tuscany until 10/15 so probably best to meet without her. But we can look
at scheduling an additional skills and thrills planning meeting, perhaps
for later in September or the 3rd week in October or both.

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