Process minutes: 2016-02-14

Minutes:

Process meeting
2/14/16
10:30am-noon

present: Patti, Sarah, Jillian, Elph

AGENDA

1. checkins
2. monkeys
3. how do people want to be contacted
4. training materials
5. parking survey results
6. BOA agreements and public web site listing
7. follow up on email etiquette cmty meeting item
8. next step on input in absentia
9. next infoco meeting 10:30am on 3/19/16
10. next process meeting - 9:30am on 3/19/16


2. MONKEYS:

ONGOING MONKEY:
Bringing chocolate for the two community meetings a month:
Jillian just stocked up on meeting chocolate at Trader Joe's so we're set
for a while.

MONKEY: At an upcoming meeting, present the Input in Absentia agreement
with a proposal to add a sentence about stand asides and blocks, and, an
additional discussion item, not a proposal, about video conferencing.

MONKEY: Sarah will contact the facilitators for Monday 2/15/16 to add this
item about how people want to be contacted, since another item is being
cancelled and this only will need 10 minutes or so.

MONKEY: Sarah will create a Folder called Process Cmtee using this new
gocoho.docs at gmail.com address and she and Mary will share their handouts
and powerpoint. Rest of process can add to it too.

MONKEY: Jillian or Sarah will let Helen know about a 1 hour parking
discussion item for 3/21/16, if we don't have any other urgent issue that
bumps it.

MONKEY: at our next process meeting let's read through the notes from the
1/18/16 cmty meeting about the email etiquette discussion (which also
touched on input in absentia) to see if we should propose any changes.

MONKEY: Revisit the January Process cmtee meeting minutes and the 1/18/16
community meeting minutes about the input in absentia agreement.



3. How do people want to be contacted

This was a cooler item:
We could bring up at a community meeting, the idea of if we should talk
about how we each want to be contacted on community business, and see what
people think about it. So many options now for how to be contacted, and
some people seem to only use certain modes, would be good to know.
Discussion about being contacted for what purpose and what are the most
useful questions to ask here.

Lets do this - go around at the meeting, and show people how to update
their entry in the roster - they could add in the Notes field, a comment
about how they preferred to be contact about community business. Any person
can add Notes. Should we give them a format?
Yes: respond to:
(a) What's the best way to contact you about a concern
(b) Do you text

MONKEY: Sarah will contact the facilitators for Monday to add this item
about how people want to be contacted, since another item is being
cancelled.


4. Training materials

Mary and Sarah have developed training materials about facilitation and
process now, we're talked for a while about wanting to have resources like
that. Would be great to have those stored in a central place. Where is
good? Discussion about all the choices. Decided to try piloting using
google docs, noting that this is NOT meant to replace the material in Book
of Agreements at all - these are supporting documents or resources.

gocoho.docs at gmail.com
google drive account would then be associated with it

First name: Process
Last name: Committee

MONKEY: Sarah will create a Folder called Process Cmtee using this new
gocoho.docs at gmail.com address and she and Mary will share their handouts
and powerpoint. Rest of process can add to it too.


5. Parking survey

Sarah got 10 responses to her survey asking if people thought we should
have a 3 hour special meeting to discuss parking. 5 no's 4 yes's and 1
maybe, and we have comments.
No. One comment: but I would come if scheduled.
Yes. Comments that came along with the 4 Yes's:
(1) Make more parking spots for residents use. Possibly including:
- use the lower lot for parking
- more strongly urge residents to park inactive cars elsewhere
- what else?
Also to clear the air and prevent pent-up bad feelings from festering.
(2) Several garages just used for storage.
Parking on BB court.
Moving RESERVED sign from Judith's spot to Handicapped spot on east side
(Judith and Willie reached agreement on this last year.
. Use of parking spaces for storage; for example, green truck, jeep.
Grds should be well represented at meeting.
How about 2 rather than 3 hrs?
Right now, it's quiet on this front, but the issue keeps flaring up.
(3) How does the community monitor parking issue? Is parking really an
issue?
Committee responsibilities? Should committee be managing reserved parking
space, reminding people of parking policy, gathering information on parking
demand? Overall, what information, communication can be implemented to
light up this loaded issue over time.
(4) Parking in the area that used to be basketball court
(5) Well, I'm a "maybe". I don't live near the area in question, but would
likely come to such a meeting if I don't have conflicting commitments.

Two levels to this. We can spend time creating policy, which may clarify
some aspect (lower lot) but not help many other issues (how main lot and
garages are being used). But a conversation about understanding what's
creating hardship for your neighbors, might help motivate people and create
change. Maybe some people need help getting motivated to get rid of cars
that are not being used. If they want to do it but need help, idea, maybe
we can have buddies for them.

I also think a review of parking policy and expectations.
I always talk to my renters about parking on the street and I tell them
why. Could we have a conversation that reminds us of our expectations.
We have long-term visitors, people's parents who come for a month or more,
they need to know they should park on the street.
If you add a driver or two to your household, think about this, talk about
this.
Conversation about parking courtesy and parking expectations.

I think we need to separate out the lower lot discussion from this other
discussion. The lower lot discussion is a policy discussion.

Feedback we got from parking survey - not enough for a special meeting but
there was interest for discussion.

I think we could have a one-hour regular community meeting item to talk
about parking as it is now. We could say the lower lot is not part of this
discussion tonight. That is a potential future resource. But right now we
want to talk about our current agreement.

How would we do it?

Go round, generate the concerns. Break down in to small groups and talk
about how to implement solutions to these concerns that don't involve
giving a cmtee work.

Will an hour be enough? 30 people, 1 minute each is 30 minutes. Then time
to do problem solving then 10 minutes for closing and next steps.

Or write down concerns, do a dot storm, pick one and see if we can make
progress on one if we have to do in big group, better to break in to small
groups if we have time.

Lets ask for March 21.

MONKEY: Jillian or Sarah will let Helen know about a 1 hour parking
discussion item for 3/21/16, if we don't have any other urgent issue that
bumps it.


6. BOA and making more agreements public

We ran out of time to talk about this today. We have some of our agreements
that show up for public reading on our web site. A question came in on
email about making more of them public as they happen.

Mostly I think its about, when we have policy-setting stuff we've made it
public, but more internal, cleaning up stuff kinds of things, or time-bound
things, we have not thought it necessary to make them public. The main
purpose of making agreements public is in case they are of use to other
cohousing communities.

It's been a while, am not sure of the mechanism for making an agreement
public.

MONKEY: Jillian will check in with Catherine about how an agreement is made
public on the gocoho.org web site or not.


7. follow up on email etiquette cmty meeting item

We ran out of time to talk about this. We had a discussion item at the
1/18/16 community meeting, the community read through our existing email
guidelines, plus an excerpt from some UM email guidelines that Jillian put
together from a doc Patti had.

MONKEY: at our next process meeting let's read through the notes from the
1/18/16 cmty meeting about the email etiquette discussion to see if we
should propose any changes.


8. next step on input in absentia

We ran out of time to talk about this. The community discussion on 1/18/16
about email etiquette also touched on this topic.

MONKEY: Revisit the January Process cmtee meeting minutes and the 1/18/16
community meeting minutes about the input in absentia agreement.


9. next infoco meeting 10:30am on 3/19/16


10. next process meeting - 9:30am on 3/19/16
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