Process minutes: 2019-03-27

Agenda:

3/27/2019
Process cmtee meeting
7-8:30pm, unit 18
Present: Jillian, Bob, Patti, Willie for one item, Yi-miau for one item,
Sarah (remotely) for one item

Agenda:
1.Check-ins
2. Monkey Review
3. Book of agreements check in with Willie and Yi-miau
4. Agenda planner check in with Sarah
5. Next steps, next work season jobs
6. Next meeting

Minutes:

Next meeting:
- Choose, assign, and request time for some refreshing policy moments this
next season
- Review our current agreements around the processes of standing aside and
blocking to see if they need to come to the community, for a refreshing
policy moment or to make a proposal to add more detail.
-. 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

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.
Re-MONKEY: In light of 12/5/19 community meeting discussion, review our
existing minute taking guidelines.
ONGOING for a little while: 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.)
Re-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? Membership will be meeting in March and will
discuss.
MONKEY: Jilian will ask Willie and yi-Miau - re minutes and agreements,
when we go to
www.gocoho.org and follow any links to Policies or BOA it requires a login
- is that new?
MONKEY: Jillian will email work to transfer Willie’s BOA tech job to Yimiau
MONKEY: Willie will email Tom to check in about timing for BOA in Gather.
MONKEY: Jillian will send Sarah the meeting dates and roles when known.
MONKEY: Sarah will ask Hermann for his childcare assignments.
MONKEY: Put initial skills and thrills discussion on upcoming community
meeting agenda.
MONKEY: Jillian will send out date survey for process jobs.
MONKEY: Next work season, assess if process convenor should get different
amount of credit, add another job for 1 hour for convenor, and add a
Process member to be assigned two?

3. Book of agreements check in with Willie and Yi-miau

There were two things that happened.
April 9, 2017 moved from one host to another and our nightly ingest stopped
working and did not catch and fix until 9/3/2018, gap of about 1.5 years
where Willie had about 38 minutes documents that he was able to stick in
quickly. Yi-miau and Willie have been working together to get the other
committees in. Yi-miau feels she has a copy of almost all minutes so she’s
been choosing one committee at a time and forwarding to a special email
address and willie ingests. Finance, meals, plenary have been dealt with,
others not yet. So we have 116 minutes documents during that time and there
must be more. For workshop probably won’t be any. Steering didn’t meet. But
others, such as membership, must have more.
We still have 6-8 or so more committees to do. When yi-miau collects and
forwards all of a committee’s minutes emails, it takes Willie only a short
time to ingest.
Yimiau looks for gaps for each committee, compares to her log to see if she
has everything. And she checks after WIllie pushes them through. So takes
about an hour per committee.

Tom Smyth has been working on a book of agreements into gather. So we
decided not to put much effort into additional programming for ours. We
should evaluate if his is good enough. Do we know timeline. Gather already
has a wikispace. But not BOA yet and not sure of timeline.

WIllie will still be willing to ingest minutes even without the job credit
since the time is so minimal. Yi-miau will cluster the work to end of each
month. Yimiau is willing to take Willie’s job BOA tech to help cover the
additional time to get the minutes finished. She still has BOA content
entry.
MONKEY: Jillian will email work to transfer Willie’s job to Yimiau
MONKEY: Willie will email Tom to check in about timing for BOA in Gather.

4. Agenda planner check in with Sarah

Sarah on speakerphone, called in about agenda planning.
Some particular questions for feedback:

a)Had never done agenda planning before, so if too many items to be on
agenda, have mostly been choosing to give that info to the facils and
asking them to decide what’s on agenda. Is that ok?

That seems right to me, good to collect as much information as you can
about what the items are and how important are they, and then passing that
along to facilitators.
Good to start the process somewhat early so facils do have time to figure
out agenda.

b).Next upcoming agenda call is 2 weeks prior to meeting, then 1 week to
send agenda items, then 1 week draft agenda to facil with any additional
info. The way the calendar works, Wed and Monday, sometimes the 2 week
prior call for agenda items is a couple days before the meeting in the
queue. In that case I’ve waited until after the meeting has happened. Is
that ok?

Yes that seems good on the whole to wait until after one meeting is done to
advertise the next.

c). New members requested info at start of meeting, so now including that
every time I send draft proposal template I include that on agenda and link
to actual document.

Yes its good to include. Important to use them on a regular basis so we
don’t trot them out only later when there’s trouble.

Any other feedback?

Doing a good job, impressed at how connected you are staying.

Sarah made a spreadsheet - called Agenda Planning auto email scheduler
dates. Three tabs on it now. Meeting roles, rolling stack tab, email
template used for sending draft proposed agenda.

Woohoo very impressive!

Are the meeting roles assigned?
Yes but it will be about a week before I know who will be when.
MONKEY: Jillian will send Sarah the meeting dates and roles when known.
MONKEY: Sarah will ask Hermann for his childcare assignments.

Make sure to loop Sarah in when an alt meeting changes to a regular
meeting.

The meeting on April 15 is Youth Engagement Committee (YEC), they sent
Sarah an email in Feb. Want to present a draft mandate, and also give a
report about how things are going, and also get input on a draft common
house youth policy. Sarah encouraged them to start working with
facilitators early, the mandate might take the whole time… but the other
items might help explain the mandate. Common house youth policy would
likely need to wait.

5. Next steps, next work season jobs

MONKEY: Jillian will send out date survey for process jobs.

MONKEY: Next work season, assess if process convenor should get different
amount of credit, add another job for 1 hour for convenor, and add a
Process member to be assigned two?

Short discussion about skills and thrills. Membership interested in
diversity.
MONKEY: Put initial skills and thrills discussion on upcoming community
meeting agenda.

6. Next meeting
April 10, 7pm
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://gocoho.org/pipermail/process-minutes_gocoho.org/attachments/20190401/c4649c83/attachment.html>