Process minutes: 2018-08-12

Agenda:

8/12/2018
Process cmtee meeting
7-8:30
Present: Patti, Bob, Jillian

Agenda
1.Check-ins
2.Monkey Review
3.Decide next work season jobs (Nov 1 - April 30); assign check-in for
preassignments/
4.Discuss/decide next work season meeting dates, see email from Mary King
re budget dates
5.Work on what we want to present at Aug 20 cmty meeting:
- Next steps on bringing back convenor guidelines and committee
effectiveness proposal (see discussion 7/16/18 GO meeting) OR
- Next steps on CH misuse related agenda item? The CH misuse discussion
steps we had outlined:
o DONE, 5/19/18: Allowing people to share feelings around the
issues happening in the common house, maybe: “How are you feeling about
the misuse of the common house, and about the potential step of adding a
camera to the hallway?”
o DONE, 6/6/18: CH cmtee to have a chance to share its thought
process and perspective - ask them to please fill us in what was your
thought process, what is your context, what needs were you trying to
address, what is past history and successes you’ve had with related CH
issues.
o Community discussing the needs and coming up with a new
proposal(s)
o In general our process for going direct, which includes
talking with committees when you have an issue, and then next step after
that has been tried, is full community - help make sure a different process
happens next time. Is it helpful to start with this or end with this? Maybe
end.
o AND in general our process for empowered committees.
o Creating a culture of Inclusion of teens
6. Membership cmtee item for Aug 20 re FIC video
7. Membership cmtee item for Aug 20 re new buyers
8.Skills and Thrills, any next steps needed by Process to help the ad hoc
group?
9. Next meetings
Did not discuss: Other community meeting agenda items, next steps:
Returning to Cmty discussion about current Blocking guidelines


2. Monkeys
Bringing chocolate for the two community meetings a month.
Re-MONKEY Sarah to share their handouts and powerpoint for the facilitation
training to the Process cmtee google folder in drive. (See 3/19/16 Process
minutes)(Feb 2016 Training)
ONGOING MONKEY: at each facilitator brunch: 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.
ONGOING MONKEY: Schedule a few refreshing policy moments:
Blocking? Refreshing policy moment but also more discussion probably.
Parking
Expectations for interacting with visitors (from New Member Packet)
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 add to the BOA updater job description, tracking if
committees are sending in minutes, and if community meeting minutes are in
there too.
COOLER: Jillian will add Vice President (infoco convenor) and Secretary
(process convenor) into the mandate and email out new copy - BUT check
with Debbi first to makes sure it is correct, F&L may change this anyway.
Re-MONKEY even though DONE - had no response: Jillian will check in with
buildings, see if they would be willing to present to the community about
the committee structure they have been trying
Re-MONKEY: Jillian to ask Sarah and Mary if they would share the actual
google docs and slides of their consensus refresher presentation with
Process, not just the PDFs, if they are willing.
MONKEY: Jillian will look up what we already do have in writing about
blocks and bring to next process meeting so we can shape a discussion
agenda item for an upcoming community meeting.
Re-MONKEY: process to modify our mandate template to add method of decision
making?
DONE: Jillian will turn committee effectiveness proposal into google doc,
we can edit it. Plop in convenor stuff and we can put it together.
MONKEY: Jillian will ask for agenda time for CH misuse next steps
discussion for Aug 20. If agenda is light can ask for cmtee effectiveness
proposal too.
MONKEY: Jillian will email out process job related stuff as needed, between
now and our next meeting.
MONKEY: Jillian will email facilitators and talk
MONKEY: Bob will email CRC to see if they will continue
MONKEY: Current cmtee members are willing to continue but Jillian will
check signup requests from last season
MONKEY: Jillian will enter jobs into online system
MONKEY: Jillian will email Work and Meals about Saturday meetings
MONKEY: Bob will email Mary King a heads up about the time issues for Aug
20 and the membership questions for FIC video.

3.Decide next work season jobs (Nov 1 - April 30); assign check-in for
preassignments/
Nov: 4 facil
Dec: 3 facil
Jan: 3 facil
Feb: 3 facil
March: 3 facil
April: 3 facil
19 facil slots
12 minute takers
5 alt meeting leaders

Preassignments:
MONKEY: Jillian will email facilitators
MONKEY: Bob will email CRC to see if they will continue
MONKEY: Current cmtee members are willing to continue but Jillian will
check signup requests from last season
MONKEY: Jillian wil enter jobs into online system

4. Next work season (Nov 1 - April 30) meeting dates

Wed 11/7 is a budget meeting
Mon 11/19 is a budget meeting
Wed 12/5
Mon 12/17
Wed Jan 1/2
SATURDAY Jan 19 10-11:30
Feb 6
Feb 18
SATURDAY March 9 10-11:30
March 18
April 3
April 15

MONKEY: Jillian will email Work and Meals about Saturday meetings

Minutes:

>From Mary King for budget group:

The first formal budget meeting be held on Saturday September 15th from
10:30am-12noon. At this meeting the full budget is presented and there is
an opportunity for questions and requests for more clarity.

Wednesday October 3rd is a possible follow up extra budget meeting in case
there appears to be any issues from the first meeting that would be better
to discuss further as a full group rather than only in committees. The 10/3
meeting may include other regular agenda items too.

The second formal budget meeting will be held on Monday, October 15th, 30
days later. This will give committees enough time to come back with a
firmer budget, along with answers to questions previously raised. In
addition, individuals who want to discuss issues with committees will have
time to do so.

Then, a second possible problem-solving meeting will be held on Wednesday,
November 7th, in case we still have some knots that need to be untangled at
the community level. The 11/7 meeting may include other regular agenda
items too.

The third, and hopefully final, formal budget meeting will be held on
Monday November 19th. We often try to avoid moving into December, but if we
do enough problem solving throughout the process, we will be
well-positioned to approve a budget at that meeting.
----

5. Next community meeting, Aug 20

Google doc with Convenor guidelines, notes from cmty meeting, and Committee
Effectiveness agreement:

https://docs.google.com/document/d/1Y8nIq5SKC-9YKdoc98P3Yeviw89H7vbOIpt1m67EFCE/edit?usp=sharing

Sounds like there are a lot of requests for 8/20
Caring cmtee discussion
Video discussion
Process potential items - CH misuse, Committee convenor to be combined with
committee effectiveness agreement

Seems like we should bring back the CH misuse discussion - its been since
early June and are about to head into budget process which will delay it
quite a bit. Our next step would be for the community to come up with new
ideas. How do we prep for that?

There were some ideas from the previous CH-related community meetings:

Themes we know of so far:

Greater presence in the CH
- bring adults into CH more in the evenings

Communication and transparency
-As much transparency as possible about goings on
- sharing information as much as possible, people know about issues as soon
as possible (but this was tried via email, not so good)
-extend lockup checklist to more folks and times
- reports to the community at every community meeting

Limiting access or use somehow

Strategize about solutions. Mary King is facilitator - maybe she would have
some ideas. One idea would be small groups, but we might not have enough
time. Even 2 groups, still need 5 minutes to get sorted into the groups, at
least 15 minutes to talk, then 10 minutes to report out...

MONKEY: Jillian email agenda planner to find out how much time is available
for Aug 20 agenda item, that will affect if we think we can do it and what
the structure might be.

6. Membership cmtee item FIC video
There’s also the Membership cmtee’s FIC Video questions: NOT trying to come
to agreement on these in the community meeting, just more like, let’s hear
from 3 people their thoughts on each of these, just individuals thoughts,
to get more voices involved:

Questions:
What is your community’s purpose?
What values and principles is your community based on? How are they
expressed? How would the world be different if it were based on those
principles? What is your community trying to model/demonstrate to the world?
How does your community sustain itself economically? How does your
community provide for the material needs of your members or support them in
meeting their needs? How does your community foster mutual support between
members? How do your members support each other?
How is your community helping to reduce consumption and waste to
sustainable levels and regenerate the natural world?
How does your community address issues of privilege and oppression, both
internally and externally? How does your community create an inclusive
space for a diversity of people?
How does your community create a satisfying social life? How does it
support healthy relationships? How does it support healthy lifestyles?
How does your community support arts and culture?
How does your community govern and manage itself? What are the benefits?
Why is important?

Wow those are very depthy questions! Could spend hours on each one.
Maybe Mary could select a subset of these questions for the community
meeting? Set priorities? Maybe at the meeting Mary could ask for an ad hoc
group to meet with her outside of the community meeting to discuss these in
more depth?
MONKEY: Bob will email Mary King a heads up about the time issues.

And then there’s the CH media room discussion that is looking for time.

7. Membership cmtee item buyers

Membership discussed a rough draft of a proposal (copied below) that would
address concerns about sales of GO units through Real Estate Agents:

Owners can only list a property at Great Oak Co-Housing for sale with a
Real Estate Agent only if they have not received any offers for at least
three months to purchase the property for at least the assessed value of
the home by interested persons who have taken the tour and asked to be put
on a list of prospective buyers. Before signing a contract for sale of
Great Oak property owners must certify that purchaser has taken the tour,
attended a community meeting, participated in a meal, and read the
Membership Agreement, Bylaws and Master Deed.

It might need to be rephrased "only after they have reviewed" instead of
"only if they have not received any" if there is a legal concern
---

Question put to Process cmtee - should this be a community discussion
first, or go through F&L first. I think the top level question is, we are a
Michigan condo association - can a MI condo association, legally, delay an
association member from listing their until for sale, for any amount of
time. Once we know an answer, if affirmative, then the community can
discuss what it would want. My gut is GOers would like this but probably
less than 3 months. And would save sellers the 7% real estate agent fee.

To-date I think all we say is, members are “encouraged” to have their
buyers come to a meal, a meeting, read bylaws etc. But if the seller gets
to save the money of not needing a real estate agenda that’s a lot of
money. And maybe this is not true, maybe we can require these steps in our
legal docs… F&L consult and lawyer consult needed.

8.Skills and Thrills, any next steps needed by Process to help the ad hoc
group?

Not at this point - caught up a bit in scheduling - a meeting is being set
up with teens, Tony Alvarez and Kallie (former student of his), she does a
wilderness training project, and Kito. Based on that, ideas for skills and
thrills to come out of that.

9. Next meetings

8/28, 7pm
9/19, 7pm
10/10, 7pm
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