Process minutes: 2007-10-10

Agenda:

1. Checkins
2. Monkey review
3. Budget 2008
4. Nov 10 training
5. Next meeting

Minutes:

Process Cmtee meeting
Wednesday 10/10/07
7-8pm in the common house sitting room

Present: Gail, Catherine, Jillian

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.


MONKEYS from the previous (Process-only) meeting 9/12/07:

Re-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.

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

DONE: MONKEY: Elph will order an easel for $160.

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

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

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

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

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

------------------------

MONKEYS from this meeting:

MONKEY: Jillian will ask Elph if he turned in a reimbursement request
for pens and also for easel.
MONKEY: Catherine will get sizes for a poster for one of the three
pieces of info and let Jillian know, and also let Jillian know in
what format the place wants to get the file (PDF, Indesign).
MONKEY: Jillian will pour the info into an Indesign doc when
Catherine knows the size.
MONKEY: Jillian will type up budget and submit to budget cmtee by 10/13.

--------------------

3. PROCESS BUDGET 2008

Discussion around the Member Resources line - it was $750 originally,
$300 for this year. Let's stay with $300 and see how that goes for
2008.

The meeting supplies, archives, and display amounts seem good, lets
stay with those.

The main question for our budget is, now that the three Laird
weekends (for which we only paid for food and childcare expenses,
these last two years) are done, should we add money back in for a
second day, to allow for hiring an outside facilitator or trainer if
we need or want to.

The 2007 budget was $1990 for a training day, and $546 for a Laird weekend.

At the community meeting on 10/3/07, adding another $1000 to the
$1990 was suggested, that would make the training/outside facil line
item $2990.

And we will drop the $546 line item since the Laird weekends are done.

Note, from our experience with actual training days/facilitation
days, the basic breakdown of expenses, for one 8-hour day of training
or facilitation (inclusive of the trainer's time in prepping) is as
follows:

$300 travel
$900 presenter's fee (includes any prep)(we have also paid $1000)
$240 childcare (with two workers at $15/hour)
$100 snacks/bagels/coffee
$150 subsidizing lunch
-------
$1690

The presenter's fees do vary, some of the people we've brought in
charge $1200/day (including prep) but gave us a discount, others
charge $900/day (including prep), and maybe some would be less. And
if we had a local person then we would not have the travel fee, but
we can't count on that.

We've found that people really appreciate having full childcare
coverage that does not involve parents taking turns, really
appreciate the lunch food subsidy, and really expect coffee and
snacks! These all increase morale an attendance.

So, $2990 would be pretty close, but $3400 would be right on, if the
presenter had to travel and had a fee like the ones we've had so far.
So, let's start with the real number of $3400, and if that needs to
be cut then so be it.

So for our total budget our request will go up $864 from our total
budget in 2007.

Proposed Process 2008 budget

- General meeting supplies: $300 (no change from 2007)
- Archives supplies: $100 (no change from 2007)
- Member Resources: $300 (no change from 2007)
- Display Materials: $100 (no change from 2007)
- Laird training: $0 (was $546 in 2007)
- Community Training/Outside Facil: $3400 (was $1990 in 2007)
--------
Total: $4200


MONKEY: Jillian will ask Elph if he turned in a reimbursement request
for pens and also for easel.
MONKEY: Catherine will get sizes for a poster for one of the three
pieces of info and let Jillian know, and also let her know in what
format the place wants to get the file (PDF, Indesign).
MONKEY: Jillian will pour the info into an Indesign doc when
Catherine knows the size.
MONKEY: Jillian will type up budget and submit to budget cmtee.


We discussed other matters arising.


4. Nov 10 Training Day

Anything we need to cover today about this?

Catherine did check in with Rachel about coordinating childcare for
Nov 10 and its all set, yay! Thanks Rachel.

Diana Kardia and Karen Williams came to the infoco meeting last night
for a few minutes, and they will be at the community meeting on
Monday, where they will do a short item and I think hand out a survey
too.


5. Next Process meeting
10/28 with infoco, 11/14 just Process.

--end--
_______________
Jillian Downey
jillian at ic.org
734-276-1096