Process minutes: 2019-01-23

Minutes:

Thanks Jillian,

I have a suggestion for a question that could be used in a sharing circle:

What are issues and concerns that need to be addressed in developing a
proposal to deal the walkout access problem?

On Sat, Jan 26, 2019 at 12:02 PM Jillian Downey <jilliandowney at gmail.com>
wrote:

> 1/23/2019
> Process cmtee meeting
> 7-8:30pm, unit 18
> Present: Patti, Bob, Jillian
>
> Agenda
> 1.Check-ins
> 2. Monkey Review
> 3. Request for Member Resources funds
> 4. Request for meeting guidelines to be gone over at meetings
> 5. Review our latest revised draft of Committee Effectiveness Proposal
> 6. Next steps to bring the question to GO about Saturday meetings, been
> doing 2 a season. Do people want to continue doing them
> 7. Review our minute taking guidelines and potentially bring to GO for
> discussion, given desire for summary versions and other discussion at
> 12/5/18 cmty meeting
> 8. FIC taping of diversity conversation, any next steps
> 9. Next Meeting
>
> 2. Monkeys
> MONKEY Patti 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: facilitators - when there’s a new proposal, or discussion
> of any new idea, ask for clarifying questions, then ask for positive
> reflections about it, before they go into discussion of concerns.
> ONGOING MONKEY: Schedule a few refreshing policy moments:
> o Blocking - Refreshing policy moment but also more discussion probably.
> o Parking
> o Expectations for interacting with visitors (from New Member Packet)
> o Cleaning up after yourself in the CH / Expectations for teen and youth
> cmty work, CH access, and supervision
> o Review of GO proposal and decision-making processes and revisiting
> decisions
> o Overview of BOA and how to search for agreements - demo
> o Minutes must be emailed to their minutes email address for the BOA and
> to talk.
> o Refreshing policy moment on empowered committees
> o Go over our community meeting guidelines
> 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.
> 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.
> Re-MONKEY: Jillian will look up what we already do have in writing about
> blocks and bring to a 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
> Re-MONKEY: Yi-miau has been tracking email, will forward her email to the
> special addresses Willie will share. Yi-miau will search in gmail by
> committee and then check against her spreadsheet. Yi-miau can fix date in
> subject line if needed. Willie and Yi-miau to work together, maybe one
> committee at a time, they will work together.
> Re-MONKEY: Yi-miau will mark the expired agreements as expired.
> MONKEY: In light of 12/5/19 community meeting discussion, schedule
> reviewing our existing minute taking guidelines for our next process
> meeting.
> MONKEY: Per request at the last meeting by new people, facilitators to
> please bring out the meeting guidelines poster and actually go over it at
> the start of meetings. They should please go over facilitator guidelines
> too, even if we don’t have a poster. Should explain things like, that
> facilitators are managing the stack and that they can adjust the order to
> call on people as needed. (Could still write the stack down on a whiteboard
> but the facil could choose to change the order.) Next regular meeting
> facils are Mary King and Elph. Jillian will contact them. Should be a 10
> minute item. Include Yi-miau too as agenda planner in email.
> MONKEY: Jillian will email agenda planners to add Committee Effectiveness
> Proposal for discussion/decision.
> MONKEY: Jillian will ask for agenda time for meeting time for a meeting day
> discussion.
> MONKEY: Bob will check with Sunward membership about what they plan to do
> with the FIC-recorded diversity conversation. Maybe Sunward book club will
> want to start something?
>
> 3. Request for Member Resources funds (we have $100)
>
> We have a member asking for funding for attending the cohousing meeting.
> This fund was reduced this year unfortunately. Discussion about spending it
> now vs waiting.
>
> AGREED: Decided this is an important thing to support, and some years we
> get no requests at all, let’s spend the $100. And if we do get more
> requests its good information for next year’s budget request. We would like
> the member to do some kind of info-share back to the community.
>
>
> 4. Request by new folks for meeting guidelines to be gone over at meetings
>
> Do we have a poster for facilitator guidelines? Not sure. They are in the
> BOA. Might need to print out. We DO have a poster for Meeting attendee
> guidelines.
>
> MONKEY: Per request at the last meeting by new people, facilitators to
> please bring out the meeting guidelines poster and actually go over it at
> the start of meetings. They should please go over facilitator guidelines
> too, even if we don’t have a poster. Should explain things like, that
> facilitators are managing the stack and that they can adjust the order to
> call on people as needed. (Could still write the stack down on a whiteboard
> but the facil could choose to change the order.) Next regular meeting
> facils are Mary King and Elph. Jillian will contact them. Should be a 10
> minute item. Include Yi-miau too as agenda planner in email.
>
>
> 5. Review our latest revised draft of Committee Effectiveness Proposal
>
>
> https://docs.google.com/document/d/1Y8nIq5SKC-9YKdoc98P3Yeviw89H7vbOIpt1m67EFCE/edit?usp=sharing
>
> Went over the latest draft. Seems like its ready for more community
> discussion.
>
> MONKEY: Jillian will email agenda planners to add Committee Effectiveness
> Proposal for discussion/decision.
>
> 6. Next steps to bring the question to GO about Saturday meetings, been
> doing 2 a season. Do people want to continue doing them
>
> Attendance has varied, but in general it has not been different attendance
> from our weeknight meetings. We have our weeknight meetings as early as
> possible in order to accommodate kids’ bedtimes, and, that can be
> challenging for some people with their work schedules. At times has been
> difficult to find people available to fill the meeting roles -
> facilitators, minute takers. Esp in the fall.
>
> We’ve been doing 2 per season. It works well in January, it's nice to not
> have a meeting on MLK day.
>
> We’ve been alternating between alternative and regular being on Saturdays.
>
> Talk about how its been going and then bring a proposal? We did a survey
> and got feedback. However, there was not a lot of support for the idea, but
> we had a few outspoken requests and the community was willing to try it.
>
> Should we do a survey ahead? Now that we’ve been doing it for a couple
> years, what do you think about having Saturday meetings? Should we do a
> go-round at the meeting? I like the idea of a go-round, give process a
> sense of the room and how we should proceed for the foreseeable future with
> meeting dates and times. People can say if they like having Saturday
> meetings or no, briefly why, or if they are neutral.
>
> MONKEY: Jillian will ask for agenda time for meeting time for a meeting day
> discussion.
>
> 7. Review our minute taking guidelines and potentially bring to GO for
> discussion, given desire for summary versions and other discussion at
> 12/5/18 cmty meeting
>
> Do we want to revise the existing guidelines - not sure yet. Process should
> read the existing minutes taking guidelines over and work on them at our
> next process meeting.
> MONKEY: In light of 12/5/19 community meeting discussion, schedule
> reviewing our existing minute taking guidelines for our next process
> meeting.
>
>
> Emotion around walkout entrance question - sharing circle needed?
> Could be a suggestion offered to F&L to do this, depends on their
> conversations tonight. Had a good debrief after the Saturday meeting...
>
>
> 9. FIC recording of tri-community diversity conversation, any next steps
>
> Bob was wondering if it might be a basis for 2019 skills and thrills. Maybe
> we should wait to see what Sunward plans to do?
>
> MONKEY: Bob will check with Sunward membership about what they plan to do
> with the FIC-recorded diversity conversation. Maybe Sunward book club will
> want to start something?
>
> 10. Next Meeting
> 2/20/19 7-8:30 in the CH sitting room
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