Process minutes: 2017-04-20

Agenda:

4/20/17
Process Meeting
Present: Patti, Jillian, Sarah
7-9pm

AGENDA
1. Check-in
2. Monkeys and next work season
3. Facilitator brunch is this Sunday, more prep
4. May 3 alt meeting, next steps
Membership - Ben
Meals - Yi-Miau
Buildings? - Malcolm
5. Charge to bring a discussion item for cmty about committee work and
committee convenors
6. Next steps, Process cmtee and vision
7. Membership packet
8. Next Process meetings

Minutes:

Did not get to these items, for next meeting:
-Process goals in response to vision, continued
-Read through Membership Packet to see if other Process items to update
-Cmty Meeting time, next steps
------

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 into 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 follow up 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 cmty
work, CH access, and supervision
Review of GO proposal and decision-making processes and revisiting decisions
Overview of BOA and how to search for agreements - demo
Minutes must be emailed to their minutes email address for the BOA and to
talk.
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: Jillian will email operational vision to Yi-miau as text to put in
BOA as “guideline” not agreements.
MONKEY: Jillian will print out operational vision and post on bulletin board
DONE: Patti will email a link to the full vision and the vision materials
DONE: Jillian will pre assign the 5/3/17 alternative meeting to Jillian as
leader.
DONE: 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 3 meeting.
DONE: Jillian will check back in with F&L about April meeting.
MONKEY: Sarah got a csv file of GO roster from Tom, as next step on the
meeting time survey question. Idea is a starting place of a list for who
lives at GO to collect attendance statistics.
MONKEY: we have to go through the vision as process cmtee and work on our
goals.
MONKEY: Jillian will email out scheduling preferences for next work season.
MONKEY: Request time on the May regular meeting agenda, May 15, to discuss
how it went on May 3, and how it relates to the convenor issue and cmty
work issue.
MONKEY: If the May 15 agenda is light we could see if we could get other
cmtees to have community do vision work with them...
MONKEY: Jillian and Patti to work on a first draft Bldgs mandate and email
to Process and Malcolm
MONKEY: Process cmtee members to read through the vision, highlight the
things that pertain to Process, and start to respond to the three steps
we’ll use on May 3.


3. Tri-cmty Facilitator POTLUCK brunch this Sunday
Sarah called Maggie to check in, is being hosted at TS this Sunday, noon.


4. May 3 alt meeting, next steps
Meals - Yi-Miau
Membership - Ben
Buildings - Malcolm?

Concern is “up” about energy for committee work, and for committee
convening. Part of the point of the vision work is to inspire people about
the cool work committees could be doing to help realize the vision. So that
should help with energizing committees too! How to get cmtees to want to be
discussed on May 3. How about we ask Buildings - Malcolm is now convenor,
to bring Buildings forward for cmty discussion. What’s most critical for
Blds to work on, can use vision to inspire the work.

Like what we did for CH cmtee - Break into small groups, here’s mandate,
here’s vision, if you were this cmtee, what are some ways your would
prioritize this work. Maybe we could meld the work of the groups to help
the cmtee.

To help cmtees start.

>From March 19, we’ll use the same three steps, from the minutes:
-----
Then we did an exercise, where we are all on the common house committee.
Divided into two groups of 10-11 people.
Each group received:
- a printout of the draft vision, with bits highlighted that involved the
common house
- a printout of the common house mandate
- our instructions
Our small group task was to figure out, what can you do as CH ctmee, to
address some of those things you read in the vision.

Step 1 - what are actionable things the cmtee can tackle this year - action
steps - what can be done by whom. Group them into goals. Take into account
the budget for the year. What are implications on your budget - for money
and workers. Priorities?

Step 2 - then what about next year? List a few things the cmtee might
tackle next year. What are implications on your budget - for money and
workers. What work positions will you need to add as a committee?

Step 3 - what about big bucket items that may take all 5 years, see if you
can create any next steps for any of those

Report back. Discussion of elements and questions. Discussion of the
process.
----

Probably 15 minutes small groups, 15 minutes report back and discuss and
see what can be pulled together from all groups.



5. Charge to bring a discussion item for cmty about committee work and
committee convenors

This came up at the April community meeting, community members concerned
about some committees not having convenors, committees needing to get their
work done. The community wants to have a discussion about how to make sure
committees have convenors who are willing to convene.

The vision work is related to this, but we could have a more specific
discussion about convenorships.

I think after the 5/3 meeting we should get on the next agenda and report
out, how valuable it was, how important it is for committees to start
working with the vision. Its re-energizing.

We could clarify what the convenor role is, have a discussion about that.
Committees can vary it but, it can be smaller, like convene the meetings
and make sure minutes are taken, or a bigger role.

Helping committees document what they do so it's easier for the next person
to step in as convenor or member.

We had also talked about having every cmtee bring their updated mandates at
the end of the summer, now that they’ve looked at the vision and worked on
goals. (Might be tight time-wise.) But to help inform and inspire the work
in the fall.

MONKEY: Request time on the May regular meeting agenda, May 15, to discuss
how it went on May 3, and how it relates to the convenor issue and cmty
work issue.

MONKEY: If the May 15 agenda is light we could see if we could get other
cmtees to have community do vision work with them...

How can we help Buildings write a mandate.
I’d be willing to work on that for an hour.
MONKEY: Jillian and Patti to work on a first draft Bldgs mandate and email
to Process and Malcolm



6. Prep work we could each do for Process cmtee and the vision

MONKEY: Process cmtee members to read through the vision, highlight the
things that pertain to Process, and start to respond to the three steps
we’ll use on May 3.


7. Process cmtee, and more feedback for new member packet

I think we’ll need to do this next time, it's 52 pages long, but in case we
have more responses:

https://docs.google.com/document/d/1DIaz9RaP92NjzZ8c7f7Kxgwl_PgZf1V1TX80LgT0FCo/edit


8. Next meeting
5/18/17
11:45am at Avalon


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