Process minutes: 2007-09-12

Agenda:

1. Checkins
2. Monkey review
3. Check in with work season minute takers and CRC people, if they come
4. Initial 2008 budget discussion
5. Schedule and other needs for the Nov 10
training, and planning for agenda item on 9/17
6. Next meeting

Minutes:

Process Cmtee meeting
Wednesday 9/12/07
7-8pm in the common house sitting room

Present: Gail, Catherine, Jillian, plus Heather and Patti for a few minutes

2. MONKEYS

Monkeys/Cooler/Freezer items from previous meetings:

FREEZER: bring this back for a future agenda (see
minutes 9/14/05, social expectations around
parties and invitations.)

FREEZER: Process to request agenda time for
discussion and brainstorm about community meeting
attendance.

MONKEY and COOLER: Process to ask minute takers
to come to a process meeting at the start of each
work term to talk about the full minute taker job
description, and talk about the using names issue
so they are aware of some of nuances.

COOLER: Outreach to people not here to increase
participation - I think this came up around
offering specific invitations to households
encouraging them to come. This might be something
process could bring to a community meeting, to
increase awareness - committees should be talking
with folks who have strong opinions about an area
or idea, before the meeting, but also will want
them to come to the meeting itself, and a direct
invitation can be very helpful.

COOLER: - the "knock on my door", do we need
signals issue? Some people use door shades, but
some don't want door shades and some don't want
to worry about remembering to put it up or down.
Maybe the thing to do here is IF you have a
system, tell people about it so they know. Not
that everyone needs to follow any particular
thing.

COOLER:
- Discussion about how CRC members are chosen, is that working ok?

COOLER: Naming names in committee meeting
minutes, reread current guidelines, make sure
they're ok for both committees and plenary

COOLER: guidelines about participation when you
can't come to a meeting - Process and Infoco have
discussed previously, but not brought anything to
a community meeting. Infoco minutes have a draft
guideline.

COOLER: Another thought for the future - give
people credit for being in a facilitation guild
and then that group decides who is facilitating
when - and over a year you may facilitate a lot
or not a lot but you get credit for attending the
guild meetings and being at debriefings... More
flexible and would end the problems of someone
being assigned to a meeting with a topic they are
vested in. (More like the old days, of raising
hands at the end of a meeting for who will
facilitate the next one!) If this season's
assignments turns out to be hard this may give us
incentive to switch over to something like
this... Might be a good followup with Laird's
training being done. Might help keep a cohesive
group of folks of all levels of experience
involved in facil, rather than just 8 at a time.

DONE: MONKEY: Jillian will buy the two books from the meting minutes from 6/13.

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MONKEYS from the previous (Process-only) meeting 8/8:

DONE: MONKEY: Catherine will check in with some folks about some process jobs.

DONE: MONKEY: Gail will work on scheduling once we know who is in the slots.

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MONKEYS from this meeting

MONKEY: Catherine will look into mounting the
Meeting Guidelines and Communication Pathway on
foam core, that can be hung during meetings. We
have $100 for 2007.

MONKEY: Jillian will email the text of the
revised Meeting Guidelines and the Communication
Pathway to Catherine.

MONKEY: Elph will order an easel for $160.

MONKEY: Catherine will talk with Rachel about
childcare for the training day on Nov 10.

MONKEY: Heather's festival of lights celebration
for Nov 10 evening, Jillian will mention that to
Diana.

MONKEY: Jillian will print out the full
descriptions of the three training day ideas plus
whatever Diana provides, for the 9/17 meeting.

MONKEY: Gail will write the three titles of the
three topics on three different pieces of paper
for 9/17 dot storms.

MONKEY: Jillian will ask work cmtee about food
options they've done, if we want something like
sub sandwiches for lunch on 11/10.




3. Check in with work season minute takers and CRC people

Patti came as a minute taker. We checked in about
the job description. Jillian added a few new bits
to the job description about what email address
to email the final minutes to.

CRC plans to do an info item on 9/17.


4. Budget 2007 and Budget 2008

Jillian brought printouts of 2006 actuals, 2007 budget and 2007 spent to date.

MONKEY: Catherine will look into mounting the
Meeting Guidelines and Communication Pathway on
foam core, that can be hung during meetings. We
have $100 for 2007.

MONKEY: Jillian will email the text of the
revised Meeting Guidelines and the Communication
Pathway to Catherine.

How are we doing on meeting supplies? We've been
buying less paper which is good. We really need
two easels though, then we'd use paper even less
since we could write the agenda on one, and use
the other. Could we buy another easel before the
end of the year? We have $300. Would be great to
get another like the one we have, where it has a
whiteboard, or we can hang paper.
MONKEY: Elph will order an easel for $160.

The training and outside facilitation budget -
people will recall that we cut the process budget
in 2005 for 2006 and 2007 for training and/or
special meeting facilitation, when the Laird
training weekends started because we were getting
a weekend event (or two) each year for very low
cost. So we can think about that, if we need to
raise the training line item again, or, add
another line in, of money for outside
facilitation?

Question about using our own facilitators now
that they've had extra training - we might be
able to, and yet we might want to pay them too,
for facilitating large extra things like a
special meeting that could be a half day or a
full day. Would certainly cost less than paying
for a "professional" outside person, esp if the
outside person would have to travel etc.



5. Nov 10 Community Training Day with Diana Kardia

Heather came to ask about the Nov 10 schedule,
since that day is an Indian Holiday (festival of
lights) they'd like to throw a party that
evening, food/music/movie in the CH.
Schedule - will it end by dinnertime? Yes, probably by 5:30.

Besides picking the topic, one of the earliest
things we need to do, is asking the childcare
coordinator to line up child care, say from
9:30-5:30. We can have coffee and bagels at 9am.
Break for lunch 12-1-ish.

Who is the coordinator? Still Rachel I think.

Maybe Kaleigh would come in for a weekend?

MONKEY: Catherine will talk with Rachel about
childcare for the training day on Nov 10.

MONKEY: Heather's festival of lights, Jillian will mention that to Diana.

MONKEY: Jillian will print out the full
descriptions of the three training day ideas plus
whatever Diana provides, for the 9/17 meeting.

MONKEY: Gail will write the three titles of the
three topics on three different pieces of paper
for 9/17 dot storms.

MONKEY: Jillian will ask work cmtee about food
options they've done, if we want something like
sub sandwiches for lunch on 11/10.


6. Next Meeting
Process next meeting will be 4th Sunday with
Infoco so that's 9/23. Elph and Jillian are
backpacking that weekend but should be back in
time.