Process minutes: 2016-12-03

Agenda:

1 Check-ins
2 Monkeys
3 Next steps Skills and thrills and helping committees prepare mandate for Jan 16
4 Next steps GO meeting time survey
5 Next steps 11/2 alt meeting ideas
6 Next steps re email request, reminding people about existing agreements
7 Next steps weeding out BOA old agreements
8 Next steps re input in absentia - F&L/Amy replied
9 Next meeting dates
(NOTE: We were only able to cover up through item 3, and next meetings.)

Minutes:

2. MONKEYS:
We met many times in October for skills and thrills prep, many monkeys were
related to that, laid down until later. But other monkeys from before:
ONGOING MONKEY:
Bringing chocolate for the two community meetings a month:
Patti will buy more salted chocolate covered caramels at Costco too.

COOLER: Once the GO contacts database is in MESS, Sarah may enter the info
we gathered at a community meeting in January 2016 about how members want
to be contacted, into the MESS system.

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

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 it's a responsibility of
all who live here. Did not flesh out how - survey? Cmty meeting?

Re MONKEY: Process will see if we can find two people for the next meeting,
one who will skype into the other's device (laptop or ipad etc)
DONE: Patti will see if she has the handouts from the community discussion
about Work in April. She'll scan it and email process if so. Need to figure
out how to get the survey results posted someplace where they can be looked
at in future.

Re-MONKEY: Sarah will read through the 3/21/16 parking minutes and suggest
next steps for a followup discussion at an upcoming meeting.

Re-MONKEY: Need to set up one of us skyping in to a community meeting to
test it out.

New MONKEY: Sarah will call folks who've not yet responded to the doodle
poll tomorrow: Catherine, Keith, Rod, Pam, Tammy, Jeff, Malcolm, Anne, Rae,
Eric, Meg, George, Anastasia, Fatima, Michael, Tevah, Dan, Jim

New MONKEY: Sunday night Jillian will email "talk" with new date, and will
contact Jenny Tubbs (leader) and Elizabeth Allen (childcare).

New MONKEY: We should contact current convenor of each one to discuss Jan
mtg (see minutes for more details):
Process cmtee - JD / Patti / Sarah; CH cmtee - Elph; Grounds - Jennifer -
Sarah; Buildings - Judith - Sarah; Meals - Michael / Yi-miau - Jillian;
Membership - Ben - Jillian ; F&L - Amy - Patti; Steering - Gail - Jillian;
Work - Syndallas / Tevah - Patti

3. Skills and Thrills next steps

Setting the new Date for skills and thrills - the dates are close, but
3/18-3/19 is current "winner" so most like that weekend.

New MONKEY: Sarah will call folks who've not yet responded to the doodle
poll tomorrow: Catherine, Keith, Rod, Pam, Tammy, Jeff, Malcolm, Anne, Rae,
Eric, Meg, George, Anastasia, Fatima, Michael, Tevah, Dan, Jim

New MONKEY: Sunday night Jillian will email "talk" with new date, and will
contact Jenny Tubbs (leader) and Elizabeth Allen (childcare).

Laying a good foundation of prep work

Spent a fair amount of time looking through old documentation for various
Process docs, and getting them up in the Process folder of google drive.

Committees looking at mandates, which the community decided on at the last
community meeting, 11/16/16, is a good next step. From the community
meeting minutes:
"Committees should review their mandates and inter/intra-committee
communication and plan to present questions, shortcomings, problems, holes,
and gaps for committees at the Jan business meeting (the third Mon). F&L
could also outline what gaps they've discovered of things that may have
fallen between the cracks.
All current committee members will commit to going to first meeting in new
year to help with this process
Next step for committees might be to consider the way they see their
existence, collective angst, and plans for the future."

How can Process help? Remind committees. Show committees the mandate template.
Provide a checklist of what committees should do for 1/16.

New MONKEY: We should contact current convenor of each one to discuss:
Process cmtee - JD / Patti / Sarah
CH cmtee - Elph
Grounds - Jennifer - Sarah
Buildings - Judith - Sarah
Meals - Michael / Yi-miau - Jillian
Membership - Ben - Jillian
F&L - Amy - Patti
Steering - Gail - Jillian
Work - Syndallas / Tevah - Patti

1. Plan to present for 10 minutes on 1/16, please make sure your committee
is well represented and has information to share about your existing
mandate.

2. Pull up your mandate and read through it. In case useful, here is the
mandate template.

Does the mandate still accurately describe what your committee does - what
it's responsible for, how it operates, how it communicates?
What areas do still fall under your purview, what don't?
What needs to be added?
What other issues come up?

This is a good chance to tweak what you have and note issues, but don't
spend a lot of time redoing it now. This is part of the prep work for our
Skills and Thrills visioning work in March. Committees may get new goals in
the followup work after skills and thrills.


4. Next process meetings
Dec 10, 2 to 4, unit 18
Dec 22, lunch, 11:30-12:30, Maize and Blue Deli on Liberty
1/7/17 1pm