Process minutes: 2018-07-18

Minutes:

7/18/2018
Process cmtee meeting
7-8:30
Present: Jillian, Bob, Patti

Agenda
-Check-ins
-Monkey Review
-Convenor job description, next steps after Monday’s (7/16/18) community
meeting discussion
-Other community meeting agenda items, next steps:
Returning to the CH misuse discussion steps we had outlined:
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?”
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.
Community discussing the needs and coming up with a new proposal(s)
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.
AND in general our process for empowered committees.
Creating a culture of Inclusion of teens
Cmty discussion about current Blocking guidelines
-Skills and Thrills, any next steps needed by Process to help the ad hoc
group?
-Next meetings


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.
DONE: Patti will resend her info about the 5/19 community meeting, perhaps
twice between now and then.
Re-MONKEY: process to modify our mandate template to add method of decision
making?

3.Convenor job description, next steps after Monday’s (7/16/18) community
meeting discussion

Good discussion. People were clear that the convenor is not responsible to
do the committee content work, its about organizing the meetings, etc. -
that if you want the convenor to do more they would get additional time as
a member.

Might be a good idea to have committees list convenor separately, and then
if they are a member too you get a separate assignment and position.

Turn the agreement back into a proposal and have it consensed on? Seems
like a good idea. I think we should tie it to the committee effectiveness
proposal.

http://www.gocoho.org/boa/?id=agreement&num=130

Should we literally add it to the committee effectiveness proposal? It is
from 2005, maybe time to combine these two and bring that back. There is SO
much overlap between the two.

Seemed like people wanted to make sure the convenor role is manageable and
well defined.

Something else people have talked with me about, was also need empowered
committees to take into account, anticipating the reactions of the
community, and bringing things to the community. If a decision is going to
impact a large number of people, it should be brought to the community.

I think we can encourage committees now, to split out the convenor role
from the regular member role, with potentially less hours - the convenor’s
job is around the logistics, minutes, communication pieces.

Do we need to include empowerment in this cmtee effectiveness? Maybe just a
general definition. Could encourage cmtees to, when in doubt, bring it to
the community.

MONKEY: Jillian will turn committee effectiveness proposal into google doc,
we can edit it. Plop in convenor stuff and we can put it together.

4.Other community meeting agenda items, next steps:
Returning to the CH misuse discussion steps we had outlined:
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?”
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.
Community discussing the needs and coming up with a new proposal(s)
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.
AND in general our process for empowered committees.
Creating a culture of Inclusion of teens
Cmty discussion about current Blocking guidelines

Our next step is the Community discussion the issues and coming up with new
proposals for how to reduce the misuse without cameras.

There were some ideas at the May 19 meeting. Look back at minutes?
Could put out a call for an ad hoc cmtee to bring this forward.

Our role is to help another discussion happen.

I see avenues such as:
How to get more adults into the common house in the evenings.
How to identify the people involved in an issue so it can be deal with
directly.
Could remove blinds to all rooms.

Our job is to help the discussion happen. Maybe an ad hoc group can form
out of that next discussion, for things to try next.

We also have the committee effectiveness proposal to bring forward. Will
have to see if others have agenda items in August or not.

Two potential agenda items. Not a lot of prework to be done for a next
steps on addressing CH misuse.

I think it would be a 30 minute item. Could brainstorm, maybe small group
or not, then see if an ad hoc group would want to pick it up; that group
would need a convenor that actively works to schedule meetings or it won't
work.

Hoping that the community gets to brainstorm about the current media room
too - what we could do in there other than a media room. Or do people
really want it to stay a media room, with what changes.

DONE MONKEY: PATTI: Suggestion that came out of the 7/16/18 discussion,
encourage cmtees to split out their convenor role from other counted
committee member work positions if they have not already, to help make it
clearer what the convenor is expected to do. And we can let cmtees know
that we’re planning to bring back an updated committee effectiveness
proposal that rolls in the convenor role. Please make sure there’s a
distinct convenor job. Could always share it with another counted member if
they want to share it. We expect committees meet at least monthly, so a
convenor role would need at least an hour.

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.


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

Meetings are happening, there is another meeting on Monday.



6. Process work for next work season

Nov 1, 2018 to April 30, 2019

MONKEY: JIllian will email out process job related stuff as needed, between
now and our next meeting.



7. Next Process meetings

8/13 7pm
8/28, 7pm
9/19, 7pm
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