Process minutes: 2016-06-09

Minutes:

Process Cmtee meeting
6/9/16
5:30 to 6:45, Sweetwater

Present: Patti, Sarah, Jillian, Elph

AGENDA
1. Checkins
2. Monkey Review
3. How people want to be contacted, follow up
4. Facilitators brunch earlier in June, and the Work question followup -
the martyrs and slackers conversation
5. Parking followup
6. Email Etiquette followup
7. Input in Absentia followup
8. Next meetings are 7/14 and 8/25
Next meeting - Skills and Thrills 2016 next steps? Did not get to this
tonight.

1. Checkins

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.

Re-MONKEY: Mary and Sarah to share their handouts and powerpoint to the
Process cmtee google folder in drive. (See 3/19/16 Process minutes)

Re-MONKEY: Discuss the topic of having a Martyrs and Slackers conversation
at GO about work. (Was going to happen at the June facil brunch but they
ended up covering other topics.)

Re-MONKEY: At an upcoming meeting, present the Input in Absentia agreement
with a proposal to add a sentence about stand asides and blocks. Also a
potential additional discussion item, not a proposal, about video
conferencing. Revisit the January Process cmtee meeting minutes and the
1/18/16 community meeting minutes about the input in absentia agreement.

Re-MONKEY: Process should ask the community about community meeting times
and if First Wed Third Mon at 6:30 is still what people want. And, find out
why else don't they come to meetings, even though its a responsibility of
all who live here. Did not flesh out how - survey? Cmty meeting?

Re-MONKEY: Idea to do a Refreshing policy moment about blocks. Do we need
to spell it out more and we need to discuss skyping and blocking - so
perhaps more of a discussion item than just a refreshing policy moment.
Related to input in Absentia.

MONKEY: Sarah will check in with Willie and Tom about the MESS contacts
database and what fields will be in it.
COOLER: Once the GO contacts database is in MESS, Sarah may enter the info
we gathered in early 2016 about how members want to be contacted, in to the
MESS system.

MONKEY: Sarah to propose a parking followup discussion for July 18.

MONKEY: Jillian will add this paragraph to the email etiquette agreement
and bring the revised agreement proposal to a community meeting agenda.

MONKEY: Jillian will revise the Input in Absentia section and email back to
Process, we can discuss further if needed or just bring to cmty meeting.



3. Next steps on updating "how people want to be contacted" in the GO
contacts database

After a discussion between Rod and Sarah, we're going to wait until the
directory is integrated in to MESS.
MONKEY: Sarah will check in with Willie and Tom about the MESS contacts
database and what fields will be in it.
COOLER: Once the GO contacts database is in MESS, Sarah may enter the info
we gathered in early 2016 about how members want to be contacted, in to the
MESS system.


4. Facilitator's Brunch in June

A lot of people could not make it, but it was a good conversation. Did they
talk about the martyrs and slackers conversation around work? No. The
conversation was about email etiquette. And doing 10 minute skill building
exercises during community meetings, which TS is very interested in.
Communication skill building - 5 minute exercise and 5 minute reflecting
back to the group. Practice reflecting/listening. If you have an opinion to
bring your opinion and your curiosity about what's important to others.
Getting uncomfortable conversations off email.


5. Parking followup

Last thing that happened was the community meeting, March 21, where we all
read the previous parking agreements and minutes. And there were some
problem solving suggestions, so I think we should look through what was
said, and at the second meeting, review the issues that were brought up and
support the group in doing some of that problem solving. Some ideas are
already there, and could add more. Prioritize them.
ID issues, generate solutions, prioritize, and delegate. 45 minutes.
MONKEY: Sarah to propose a parking followup discussion for July 18.

6. Email etiquette followup

We presented the current email etiquette agreement in January, and people
were pretty happy with it. Its pretty complete. We can't take in to account
all possible scenarios in the agreement.

However then we heard that some of our newer members had reactions to the
CH door locking conversation being moved off "talk" and were not sure what
to do, so probably good to talk about the email etiquette policy again.

Are any changes needed at all? Maybe something about:
"If a discussion is taken off "talk", and community members are interested
or concerned, community members are encouraged to follow up with the
relevant committee or persons involved in the thread."
MONKEY: Jillian will add this paragraph to the email etiquette agreement
and bring the revised agreement to a community meeting.
And we do have a community agreement about using the Communication Pathway.
Good to read it again together since there is a lot in there.

7. Input in Absentia

We read through our current agreement and made some suggested changes, got
rid of the two sections.

Need to distinguish between, you can't attend the community meeting but you
could meet with people or committee ahead of time, vs, you can't attend any
meeting since you are long distance.

Section 1 first bullet, to "bringing forward the proposal" add "in person"

Lets not keep these two sections. Keep the title. make the circles the
numbers.

reorder the existing entries-
Write comments down
Facil will read comments
Not expect to get your way
Cmty will listen

But what about if you can't be there in person

If you can't go to the committee meeting, next is give comments to facil -
we're missing a step.
So add in a step, if you can't go to the committee meeting, then write the
committee.
The committee is responsible for processing the input and for responding to
the person. Its far better if you can be there. That could be a good place
for skype or phone call.

Go to the committee meeting.
IF you live at a distance, arranging a skype or phone call with the
committee is the next best option, and then if this is not an option,
writing is the next option after that. Either way the committee is
responsible for processing and responding.

Someone may feel the committee did not address their needs and the person
does have the option of bringing it to the community.

Same for the community meeting?

If you live at a distance arranging a phone call or remote conferencing
session is the best option, if this is not an option then written concerns
can be shared.

We have to be clear, that the facils are not responsible for the remote
person's connection and support at Great Oak - they need to find the person
locally who will help them do so - provide the laptop or ipad etc.

If the connectivity fails or is disruptive to the meeting, the meeting will
continue without your input. The group is not responsible for the success
of the technical connection and will continue with discussion and potential
decision.

That brings us to the next question - if you're skyping in, can you block?
No. We've already been clear about this. You have to be physically in the
room. You can't pick up on the nuances, can't develop empathy. At the very
end we have be clear. Can you block in writing or on skype? No. Can you
stand aside in writing or on skype? No.

Half the time stand asides are worked on by the group in the moment and
then resolved or the person listens to more discussion on the issue and
then withdraws the stand aside.

MONKEY: Jillian will revise the Input in Absentia section and email back to
Process, we can discuss further if needed or just bring to cmty meeting.

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