Process minutes: 2019-05-15

Minutes:

5/15/2019
Process cmtee meeting
7-8:15pm, CH sitting room
Present: Jillian, Patti, Bob, Yi-miau for part

Agenda:
1.Check-ins
2. Monkey Review
3. Kids room mural
4. A few Membership cmtee thoughts
5. Next steps for Standing aside and blocking discussion item for upcoming
meeting
6. Next steps for more refreshing policy moments - Agreement
Reconsideration agreement
7. Bob update
8. Next Tri-community facilitator’s brunch
9. Next meeting
Did not get to:
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
ONGOING MONKEY Patti bringing chocolate for the two community meetings a
month.
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 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.)
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: process to modify our mandate template to add method of decision
making
ONGOING MONKEY: Willie and Yi-miau to work together on getting the missing
minutes back into the BOA, 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.
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 discuss.
MONKEY: Jillian 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?
Re-MONKEY: Put initial skills and thrills discussion on upcoming community
meeting agenda.
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?
Re-MONKEY: Patti will email Sarah for a 40 minute item for future agenda to
discuss stand asides and blocks - likely June as soonest.
MONKEY: Bob will make sure tech cmtee knows that the web site email does
not seem to go anywhere, Bob sent test messages that never came through.
MONKEY: Jillian will work on draft of Agreement Reconsideration Agreement
to add more structure and will email to Process. And then will email Sarah
to ask for agenda time for 20 minute discussion decision.
MONKEY: Bob will let Work cmtee officially know he is moving out.
MONKEY: Bob will ask Go Tech about how people are removed from email lists.
Is that automatic?
MONKEY: Jillian will send out a doodle poll for June 9 or June 16 for next
Tri-community facil brunch

3. Kids room mural

Yi miau came to talk about this. In the past many people did the mural in
the playroom, and it has been there for more than a decade. Recently Emily
was in charge of repainting the room and had a process involving all the
kids, they decided to put an oak tree in the place of the mural. They are
excited about it. A GO fund me project they would like to work on.

Gail and Yi-miau would like the transition from the old art to the new to
be a process for the community. They are not sure if people are very
attached to the mural or not.

Gail thought she could do a storytime before we take it down. Gail will ask
Heather, who was involved and how did it happen and could base her story on
that. And anyone whose handprint is on it, or anyone interested, could
come, and be part of something ceremonial. Then move it to office for
temporary storage, or maybe put it up in there. Maybe there are other
places that piece of art could go. But that is uncertain as of now. Likely
CH cmtee to start with.

Kids will hear the story from Gail, learn about the legacy of why it was
there. And also while creating space for them to do something new.

Seems ok to us, we like it that you want to honor the existing art, and
that you want to have a kids playroom the current kids are excited about.

Are there any minutes from the kids meeting yesterday? No.

Hard to tell who amongst us will feel emotionally attached to the current
mural. Hopefully they can contribute their part to the story Gail tells.
And the current mural won’t be thrown out, it will be kept and maybe it
will be put up somewhere else. If needed maybe it could be cut off the
frame and rolled up for the archives if it can’t go up in the CH.

It is a bonus to use canvas for the new mural if possible, because in the
future you can move it, not like you have to destroy what’s there to
create a new one.


4. Membership cmtee issues
Bob reporting in about some membership cmtee stuff.
Good idea to have a budget review first committee meeting of every season
so people on cmtee know what their budget is.

Also good to make sure each committee contacts each person doing a job of
that committee, to make sure they know what to do. Issue of outreach
person not doing much the last ten months. Not answering emails, not
returning phone calls. Bob trying to pick up the pieces. Need a job
description in the wiki for the Outreach person. Bob is working on a page
for what he has so far.

Tech cmtee does know that the web site contact email is broken but Bob will
contact them again.

MONKEY: Bob will make sure tech cmtee knows that the web site email does
not seem to go anywhere, Bob sent test messages that never came through.


5. Next steps for Standing aside and blocking discussion item for upcoming
meeting

Frame of this is not a proposal. We haven’t talked about this part of our
process as a community in a while. Talk about our values, why we use this
kind of decision making. What are they gray areas and why they’re gray.
Last process meeting we discussed this for a while. Its a conversation not
a proposal. Could brainstorm questions. Break into small groups.

Things to discuss. The “sticky wickets”. Blocks and the process for it. We
don’t have a “validation” process even though people think we do. We rely
on people’s judgement, ability to listen, ability to discern. How many
stand asides is too many in what kinds of situations. Principled non
participation. These kinds of things.

Patti will look back at minutes and email Sarah.

6. Agreement Reconsideration Agreement

Content still seems ok but the formatting / wording is not great - it’s
confusing. Instead of bringing it as a refreshing policy moment, what if we
brought it as a mini-proposal to keep the content as it is, but add some
structure so that its clearer. Eg, add:

Step 1, answer these questions (not requirements to be addressed -
questions to be answered).
Step 2, bring those to Process cmtee to discuss the answers to the questions
Step 3, bring to a community meeting to give the community a chance to give
initial feedback
Step 4, write a proposal
Step 5, bring to community meeting

So this is not a 10 minute thing but maybe a 20 minute thing.

MONKEY: Jillian will work on draft of Agreement Reconsideration Agreement
to add more structure and will email to Process. And then will email Sarah
to ask for agenda time for 20 minute discussion decision.

7. Bob update
Bob is moving! But he plans to still be involved to some extent. He is
working on the boardwalk issue. He is the Outreach person for GO and hopes
to help organize that before passing it along. He is also part of an aging
in place group, led by Sunward.
Not sure he’ll be able to come to future Process meetings. We’ll invite you
and please come if you can. Its been a pleasure having you on process cmee.
Thank you!
MONKEY: Bob will let Work cmtee officially know he is moving out.
MONKEY: Bob will ask Go Tech about how people are removed from email lists.
Is that automatic?

8. Tri community facilitators - how about June 9 or 16 for next brunch?
MONKEY: Jillian will send out a doodle poll for June 9 or June 16 for next
facil brunch

Next time, would like to discuss GO minute taking guidelines. Patti
interested in discussing since ICC is also working on it. Writing documents
and the training people on it too.
Our minutes
Cultural understandings.

9. Our next meeting
Thursday, June 20, 7pm.
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