Process minutes: 2017-05-18

Minutes:

5/18/17
Process cmtee meeting
11:45-1:15, Pretzel bell
Present: Sarah, Patti, Jillian, Yi-miau

Agenda
1.- checkins
2.- Monkeys and facil brunch monkeys
3. -Checking back in with committees on how the May 3 alt meeting went,
next steps to assist committees in setting goals, and in setting agenda
time to present over the summer. next steps about the draft Buildings
mandate
4.-Ok to fund Serv safe training partially from our resources training
fund?
5.- Process and GO office use
6.- Process to start creating its goals related to the vision
7.- Meeting time recap
8. -Next meeting
Were not able to get to at this meeting:
Craft agenda item for community discussion about committee convenorship, as
requested of Process cmtee
Next steps on spending the $500 we have for facil training? Mary and Sarah
perhaps plan something
Membership packet anything else needed

2. MONKEYS:
ONGOING MONKEY:
Bringing chocolate for the two community meetings a month.
COOLER: Once the GO contacts database is in MESS, Sarah may enter the info
we gathered at a community meeting in January 2016 about how members want
to be contacted, in to the MESS system.
Re-MONKEY: Mary and Sarah to share their handouts and powerpoint to the
Process cmtee google folder in drive. (See 3/19/16 Process minutes)
Re-MONKEY: Process will see if we can find two people for a cmty meeting
soon, one who will skype into the other's device (laptop or ipad etc)
Re-MONKEY: Sarah will read through the 3/21/16 parking minutes and suggest
next steps for a follow up discussion at an upcoming meeting.
Re-MONKEY for next 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.
Re-MONKEY: Let’s schedule a few refreshing policy moments:
Parking
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 ask Willie about the BOA - if we want to mark a
completed agreement in a particular way - what does he suggest?
RE-MONKEY: Sarah got a csv file of GO roster from Tom, as next step on the
meeting time survey question. Idea is a starting place of a list for who
lives at GO to collect attendance statistics.
RE-MONKEY: Request time on the next regular meeting agenda, to discuss how
it went on May 3, and how it relates to the convenor issue and cmty work
issue.
MONKEY: Discuss more of the goal ideas from todays meeting
MONKEY: Sarah will follow up with Membership about setting goals
MONKEY: Jillian will follow up with Buildings about setting goals
MONKEY: Patti will follow up with Meals about setting goals
MONKEY: Sarah will email Gail about the Process supplies and office.
MONKEY: Yi-miau will let Process cmtee know, which cmtees are sending
minutes and are not sending minutes. Add that to the BOA job description!

3. Follow up from May 3
Should we follow up with committees? Membership, Buildings, Meals. Do they
have next steps, when could they present.
MONKEY: Sarah will follow up with Membership about setting goals
MONKEY: Jillian will follow up with Buildings about setting goals
MONKEY: Patti will follow up with Meals about setting goals

4. Serv safe training and Process training money
We have $200 total. We often fund training requests at 50%.
Meals has three people at $155 each for a serv safe training.
After discussion, we will contribute $155 toward serv safe training.

5. Process and GO office use
Main thing that comes to mind is Archives, which Gail is already working
on.
Posters Gail already moved
Big pads of paper, easels - would be great to get out of the bathroom
closet.
Easels could even hang on the wall if useful to get them out of the way.
Potential for extra office supplies too but not a must.
MONKEY: Sarah will email Gail about the Process supplies and office.

6.Process to start creating its goals related to the vision

Sarah has some ideas after having read through the vision:
- Big focus in the vision is on cmtees - what if we created a definition of
what a successful and effective committee is.
- Does process want to keep helping committees set and keep goals? I think
that part of the vision for an effective cmtee is that they are able to do
do this themselves.

Discussion - I think the vision describes a successful committee pretty
well. We would take it from the vision and frame it in a useful way, maybe
put it in mandates for committees.
To me it seems like the goal is for process to help cmtees with the vision
and goals for a while. Maybe eventually it could be passed to steering.
Maybe we could see this as process for a year, and eventually see if
transition to steering, if steering is revitalized and meets more regularly
too?

Being more intentional about bringing difficult issues to the community,
being proactive, maybe with CRC involvement

“Majority of members are participating in cmtees” - we could set a goal -
⅔ of households are participating on committees, and then work on next
steps to help make that happen

“Our committee driven budgeting process is flexible and responsible.”

Discussion - Confusing to me. Don’t we have that already?
The piece that is missing is the planning and communication about the money
requests. So its almost like pre-budget planning. Revitalizing it maybe.
Community input into the priorities of committees, both financial and
labor, I think is what that is getting at.
This ties into Committee convenorship - explore why its so unpopular?
Explore why convenors are so important to have, or not. Need to clarify the
role. Skillsets and strengths that come in handy with it. Demystify it,
document it, discuss it, see if people can get inspired about doing it.
Culturally at GO the convenor tends to be the energy driver of the
committee. You can tell people that its not a role that has to decide
everything but it has the responsibility to make it things happen.
Committee report idea - convenor can bring what’s happening to full
community.
F&L was our first one, in April
Participation improvement - yes, need next steps - this seemed to be
targeted at committees, work days, and committee systems too

Facilitators - I think we should have a goal that all members have some
basic facilitation skills. How to run a good committee meeting, how to
participate effectively in a committee and community meeting.

Meetings primer, how they run.

“Every job has multiple people who can fill it.” Re facils, how many do we
aim for? Range of skill sets?

Discussion - seems to me most urgent goals we need to work on soon are all
around the committee stuff. That is what inspired vision weekend in first
place. Helping cmtees set goals, helping cmtees present the goals to the
community for feedback in a timely way. Bringing discussion to cmty about
committees, how they operate, what is expected. What is convenor role and
how can we inspire people to convene.

Continuing facilitation training, and community wide interpersonal
communication training. And alt meeting about asking for and receiving
help. Diversity consultant.

We could look at Skills and Thrills, maybe March 2018, one of these topic
areas?

Anything for process in terms of the annual national cohousing conference?
Seems like both membership and process.

Discussion about meeting attendance - do we want a goal around that?

Discussion. Hard to keep energy up around this.

Our goal is to meet quorum some % of the time without making any phone
calls?

Home maintenance workshops could be skills and thrills

Accessibility modifications information could be process to help buildings
cmtee organize materials

Goal to make sure cmtees know they could turn to process cmee for support
if they wanted to offer a cmty wide training or workshop - we will help
them plan and run it, they do the content. It does not only have to be
skills and thrills. Could be a howto from Bldgs on how to change your
furnace filter. Could be alt meeting. Could be 2 hours on a Saturday
morning to learn about something, how to fix something, etc.

MONKEY: Yi-miau will let Process cmtee know, which cmtees are sending
minutes and are not sending minutes. Add that to the BOA job description!

7.- Meeting time recap, do a better survey?

Lost steam on this. Talked about it, did survey. A couple people glad about
the idea in survey, but for most in the results not a beneficial thing.
But we brought forward a draft proposal about an experiment in moving some
meeting times anyway. But energy was low to take on this effort, since it
seemed like it would do more harm than good as far as meeting attendance.
Discouraging. The Harriet principle must not be used here, people need to
speak for themselves.

Maybe we should try another survey, yi-miau had some suggestions, see
previous minutes.

How about we also just try moving one meeting to a weekend, perhaps a
budget meeting as Syndallas requests, and just cancel the meal on the night
it would have been, not make it a big thing that requires systems changes
right away. Need to be well publicized though.

Another idea would be to start a weeknight meeting at 7pm. Some help to
some adults who have long felt our meetings are too early and they could
attend more. But those with small children will find that worse and feel
that 6:30 is already late.

Additional help might be to beef up what one can do if you were not able to
be present at a meeting. Should do this anyway. Agendas farther ahead so
people can write up responses and get them to the facils ahead and the
responses could be read into the minutes.

8. Next meeting:
Stunning but there is NO one time in the next 2 months when we will all be
available in person at the same time.
June 21, 1pm EST, Patti and Jillian to Skype with Sarah in NOLA airport!
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