Process minutes: 2017-01-15

Agenda:

1.Check-in was facil brunch! Was a fun gathering.
2.Monkeys
3.Prep for Monday,i--,...-s community meeting
4.Prep for meeting time change proposal info/discussion
5.Next Process and Skills and Thrills prep meetings

Minutes:

1/15/17
Process Meeting
(regular process meeting not skills and thrills prep meeting)
Present: Patti, Jillian, Sarah
12-2pm (right after tri-community facilitators,i--,...- brunch!)

1. Agenda:

2. MONKEYS:
ONGOING MONKEY:
Bringing chocolate for the two community meetings a month.
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, in to the MESS system.
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: Process will see if we can find two people for a cmty meeting
soon, one who will skype in to the other's device (laptop or ipad etc)
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 for next facilitator brunch: We could ask facilitators - when
there,i--,...-s a new proposal, or discussion of any new idea, ask for questions,
then ask for positive reflections about it, before they go into discussion
of concerns.
Re-MONKEY: Let,i--,...-s schedule a few refreshing policy moments:
Parking
Cleaning up after yourself in the CH / Expectations for teen and youth
access and supervision
Communication Pathway / Role of CRC
Review of GO proposal and decision-making processes and revisiting decisions
Overview of BOA and how to search for agreements - demo
Re-MONKEY: Jillian will ask Willie about the BOA - if we want to mark a
completed agreement in a particular way - what does he suggest?
DONE: Sarah to ask for community meeting time in Feb to discuss meeting
time survey results.
DONE: Sarah will ask CRC if they are willing to present on 2/20/17 or
3/20/17 about CRC and the communication pathway too.
MONKEY: Sarah to let Process know if CRC will present on 2/20 or 3/20, and
Sarah will let agenda planner know too.
MONKEY: Patti to read through the latest skills and thrills agenda and our
notes.
MONKEY: Process to work on meeting time change experiment proposal on 2/9,
and present on 2/20. On 2/20 Jillian is minute taker, Sarah can,i--,...-t be there
so probably Patti presenting.

3. Planning for Monday,i--,...- meeting
Buildings doesn,i--,...-t have mandate. Sarah will write update for presentation on
Monday and Keith will present. Sarah send ARC pdf to talk as ,i--i--buildings
mandate,i--i--
The following have sent mandates in advance of the meeting
Process & Infoco: Patti will present on Process/ Elph will take minutes for
Patti
Meals
F&L - Amy
CH - Elph
Work -
Membership & Caring -
Steering - Gail
Yet to come: Tech, Grounds

4. Meeting time survey results
MONKEY: Draft a proposal re meeting time, and present on 2/20 for info /
discussion

Results - three-quarters of folks who answered prefer weekday evenings.
Two-thirds of folks who answered are willing to try a weekend anyway.
Need to rotate between regular and alternative if we,i--,...-re going to do an
experiment with meeting on weekends.
How do we make it less confusing.
Multiple comments about 7pm is better than 6:30 for weekday evenings.

Idea, as part of the proposal for an experiment - start meetings at 7pm on
weekdays over the SUMMER and keep Monday and Wednesdays as they are. 7 to
8:30pm

Idea for the proposal to experiment, Sept to April - alternative meetings
and regular meetings alternate being on Sundays 2:30-4

Need to sit down with a calendar and plot out dates for what that would be
for Fall/Winter, if the cmty decided to try it.

What outcome do we want from this?
More people, OR, different people? Those are two different things.

How will we know if we are successful in our experiment, later when we need
to evaluate how it went? Need some measurables.
We will count number of people who come.

Another way to measure it in advance is to ask, looking forward in the next
6 months, if we keep our meetings the same how many do you think you will
attend. If we change it to this, how many do you think you will attend?
Good to ask, since we are not sure if making these changes will result in a
positive outcome.

Concern I have about asking that question, is, people might say I could
come and then they might not show up.

That,i--,...-s why I think its good to ask both - what they think re their
attendance for current meeting schedule, and newly different meeting
schedule.

For me to answer that, I would need to see the list of dates of the
meetings and my calendar. So we,i--,...-d tell people to bring their calendars and
be prepared to discussed.

When Elph asked ,i--i--talk,i--i-- the question about do you like the use of polls,
every single person that answered said they liked polls. Their concern was,
the information would be the decision. So keep in mind when you ask people
something, to caveat it very clearly - this survey is consultative. This is
gathering info to help inform the decision making, but the data is not the
decision itself.

We could also send it out as a survey as well as at the community meeting.

Based on our survey info, many people prefer weekday meetings and we might
actually get less attendance on weekends. But important to try an
experiment.

Also recognize that by stirring it up and making a change, we may get some
new people just because we,i--,...-re paying more attention to meeting times,
shining a light on the issue - stirring up in itself might help.

We need to be clear about the experiment having an end time. In the winter
semester we do some evaluating, based on Fall through January. Feb and
March 2018 we,i--,...-d back to the community with a proposal.

Discussion/debate over why not go with the weekend meeting will always be
an alternative meeting, just to simplify. Some of the upset we've had at
GO is specifically around regular meetings, wanting to attend but feeling
like they can't on a weeknight. But too risky to make all regular meetings
on weekends since so many said they prefer weekdays. So compromise is to
alternate.

5. Next process meeting dates:
- Thurs 2/9, 7 to 9pm
- Thurs 2/23, 7 to 9pm
- Sunday 3/12, 1 to 3pm

--end--
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