Process minutes: 2017-03-23

Minutes:

3/23/17
Process Meeting
Skills and Thrills next steps, and regular items
Present: Patti, Jillian, Sarah
7-9pm

AGENDA
1. Check-in
2. Monkeys
3. Next steps, skills and thrills
4. Next steps, committee task prioritization with community
5. Minutes going to archive email addresses
6. Next steps, meeting time change idea.
7. New member handbook review, process sections
8. Next Process meetings

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’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’s schedule a few refreshing policy moments:
Parking
Cleaning up after yourself in the CH / Expectations for teen and youth
access and supervision
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?
MONKEY: Jillian will email vision to Catherine as text to put in BOA as
“guideline” not agreements.
MONKEY: Jillian will print out vision and post on bulletin board
MONKEY: Patti will email a link to the full vision and the vision materials
MONKEY: Jillian will check back in with F&L about April meeting.
MONKEY: DONE Sarah will email talk about the 5/3/17 community meeting for
committees vision work.
MONKEY: Jillian will preassign the 5/3/17 alternative meeting to Jillian as
leader.
MONKEY: Jillian will email facilitator’s group about helping on 5/3
MONKEY: Sarah will help cmtees with prep work - going through the vision
and highlighting areas that affect their cmtee, as well as reading through
their mandate - cmtees should each bring printouts of each to May 5 meeting.
MONKEY: Jillian will email the community to remind about how minutes must
be emailed to their minutes email address for the BOA and to talk.
MONKEY: Sarah will email Tom to see if he can sent a csv file of GO roster
MONKEY: Go through the vision as process cmtee and work on our goals.


3. Next steps, skills and thrills

We've been working hard since September, feel like it went well, and we
need to try to keep the focus on this, so we keep momentum...
Comments on Skills and Thrills? We received one:

I have indeed read through the "Operational Vision" and listened to
comments. I made notes on several points, especially in the section on the
Common House. Let me emphasize 3 areas:
a. Let's encourage committees to report regularly on how they are
doing in accomplishing their yearly goals. *Not* just depend on minutes of
their meetings, but labeled reports - either quarterly, on when something
major is happening. Then, at budget time, they can both project what they
intend to do next year, and also summarize the past year's successes &
failures. And *Process* committee can encourage other committees to do
this, and serve as an exemplar.
b. This weekend was intended to focus on committees and their areas of
responsibility. Some things don't need to be shepherded by specific
committees - for instance, the idea of a dinner club or potluck dinners; or
annual trip-community art fair.
c. I was very glad to see the theme of reaching beyond Great Oak
itself: partnering with other agencies; working with the medical center;
quarterly service activities. Thanks.

Sarah has some ideas too, around more teen involvement, we discussed but a
bit late to get buy-in from the group. Hopefully can cheerlead these ideas
even though not in the vision itself.

So that means the draft vision is now final! So our next steps on that:

MONKEY: Jillian will email it to Catherine as text to put in BOA as
“guideline” not agreements.
MONKEY: Jillian will print out vision and post on bulletin board
MONKEY: Patti will email a link to the full vision and the vision materials

Two things we’re talking about here:
One is - initial cmtee responses to 2022 Operational Vision
Other is - ongoing cmtee reports to community - how often? In person and
written?

On-going committee reports to community
Send out a google doc with dates of cmty meetings for committees to sign up
for at the end of each work season
Committees:
Buildings
CH
F&L
Grounds
Meals
Membership
Process
Tech
Work
Send a little form they just fill out and present for 5 minutes at a
community meeting at the end of each work season
Probably over the course of two community meetings

How can we help committees do this work of going over the vision and
setting goals and action steps?
Email committees to ask them what hat the task is, what the deadline is and
would be helpful from us in supporting them in doing it;
Possible ideas for supporting committee is:
Support committees in hosting a focus group; process would provide
facilitation;
Use community meeting time to do one or two committees
Use committee meeting time and invite others to be there
DONE EMAIL SENT TO COMMITTEE Mini-visioning evening/mtg where small groups
work with committees Alternative meeting in May

We can send out a google doc with community meeting dates and see which
they want time on?

Committee focus groups - Sunday before dinner? - Process will provide a
snack and a facilitator, Cmtee pick a date, cmtee publicize, ctmee pull out
stuff and make a handout? But setting dates is so hard, cmtees have a hard
time finding dates that work for their members.

Note, committees don’t have to rush on this - don’t panic - we have five
years.

Ask cmtees? These are ideas we have, how can we help you? But good to offer
concrete things and so they pick one or more and act on them.

Talking about using May 3, 2017 alternative meeting as an opportunity for
small group work with committees to spend time working on goals and action
steps from 2022 vision.

MONKEY: DONE Sarah will email talk about this 5/3/17 community meeting for
committees.
MONKEY: Jillian will preassign the 5/3/17 alternative meeting to Jillian as
leader.
MONKEY: Jillian will email facilitator’s group about helping on 5/3
MONKEY: Sarah will help cmtees with prep work - going through the vision
and highlighting areas that affect their cmtee, as well as reading through
their mandate - cmtees should each bring printouts of each to May 5 meeting.


4. Next steps, committee task prioritization with full community - not
related to the new vision

Jillian emailed F&L on 3/12/17:
Big picture, we feel that the community is:
1. interested in knowing more details about what each committee is doing,
and
2. is ultimately responsible for the priorities of the committees and
should be more involved in this than it is currently.
Given this, Process is thinking of asking all cmtees to prepare a written
report, that they email out and/or present at a community meeting near the
end of each work season (we will need to stagger this a bit though, not all
cmtees at one meeting). In that report, we plan to ask the cmtees to share:
1. What they worked on this past work season
2. What they know that they still have to work on
3. What they think the order of priority is for the items in 2. for this
next work season
And then give the community time to do Q&A as well as discuss if the
community agrees with the report - perhaps there is a task that the
community wants added; perhaps the community wants to change the priority
for what is worked on next.
Would F&L be able to share such a report at the April community meeting, as
a bit of a guinea pig? And "report" is perhaps too fancy a word - these are
lists, and hopefully would not be very time consuming to generate since you
are probably juggling them all the time anyway...

Your list of to-do's would include the specific agreement question that has
been raised, about special assessment liens, and it would be an opportunity
for F&L to show the community everything that it is working on, and the
community may choose to prioritize differently, or it may not. Does this
make sense? Thanks for all the work you do.

MONKEY: Jillian will check back in with F&L about April meeting.



5. Minutes archiving

Some committees have stopped sending minutes to their BOA archive email
address, which also send them to “talk” - this needs to change.

MONKEY: Jillian will email the community about how minutes must be emailed
to their minutes email address for the BOA and to talk.

Do we want to talk about email on a community meeting agenda? People might
want to share about what they’re doing and why?



6. Next steps, meeting time change idea.

First survey results showed that weekend meetings would be really
unpopular, 80% prefer weekday evenings and said they would be unlikely to
make it to weekend meetings. Lukewarm meeting discussion. Very unclear that
we should proceed.

Review Yi-Miau’s suggestions for new survey:

Re meeting time change:
As a​ followup to our post-meeting conversation,
​I am sending some draft survey questions. Response categories can also be
"a couple of meetings a year", "not important to me at all", whatever make
sense for the process committee. ​

​If possible, ​aim for 80% or higher response rate and stress that ​the
survey is completely anonymous.
​
== draft survey questions === ​
To help members have access to as many meetings as it is important for
them. Which of the following best describe the importance of meeting
attendance to you?

It is important for me to attend...
all community meetings
one community meeting every month
one community meeting every two months
one community meeting every four months
one community meeting every half a year

In the next six months, the proposed/current meeting schedule allows me to
attend...
(keep response categories consistent across questions)
all community meetings or more than 10 meetings
one community meeting every month or 6 meetings
...... OR 3 meetings
...... OR less than 2 meetings

We would like to know if the proposed/current meeting schedule increase or
decrease your accessibility to meetings, how often have you attended
meetings in the past 6 months?

I have attended...
(same response categories )

What best describe yourself and/or your household (choose one or multiple)

work regular schedule
work irregular schedule
not working
family with young child/children
Other, ______________________


Include one open-ended question at the end...