Process minutes: 2017-06-21

Minutes:

6/21/17
1:00 -2:15, Patti’s ICC Office
Present: Patti & Jillian
Agenda
Checkins
Monkeys - worked on some monkeys during meeting time
Process’s Role and need to do its own goals related to the vision
Agenda items for next time:
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
Refreshing policy moments scheduling
Meeting time next steps - idea to experiment with moving one meeting in
fall to Saturday just to try, without big rearrangement

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 today's meeting
MONKEY: Sarah will follow up with Membership about setting goals
DONE: MONKEY: Jillian will follow up with Buildings about setting goals
and about mandate
MONKEY: Patti will follow up with Meals about setting goals
DONE: 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!
MONKEY: Jillian to send out reminder about 8/13 noon, facilitator brunch
MONKEY: We need to read our mandate, the Committee Effectiveness Proposal
from June 2005, and the Process stuff from Vision, and talk about our own
priorities, amongst ourselves and then with community. This will help show
that Process needs time to work on its own stuff, that we need another body
to oversee the big picture vision work, goals, and priorities of all
committees.
MONKEY: Discussion about asking for a training with Yi-Miau to remind us
how the BOA entry and updating works? And we could plan to do or discuss
doing some cleanup (removing duplicates, fixing agendas so they show up in
the listing, and so forth)

3. Process’s role, tied in to Convenors discussion:

Process being asked to play a larger role in GO committees’ functioning -
is this the right path?

Discussion of idea to reinvigorate a steering cmee as a place to work on
the committee vision work - where committees would check in about what they
are doing, what their priorities are.

Discussions of Willie’s email about Process helping with committee
convenorship. We do have a Role of the Convenor doc, in the google drive.

Looked at our own Mandate. Nothing in there that our role is to make sure
committees function. There is stuff about communication, agendas, minutes,
encouraging cmtees to develop mandates and keep them fresh, bring them back
periodically. HOWEVER there is this in the BOA: Committee Effectiveness
proposal - June 1, 2005

Seems like we can help but we have not had time to work much on our core
mandate. We steered skills and thrills toward the visioning because of
concerns about committees, and we want it to help committees. But its like
we need a Steering cmtee or an ad hoc Vision shepherding committee to keep
that work going forward.

But also about committee needing to function better which is really a
steering level problem, related to vision work but also bigger than that.

Talked about creating a standard process, like F&L did, for committees to
report to the community at regular meetings, to check in on their
priorities. Was not just about new vision items. But again it seems like
that’s best overseen by a steering role.

Idea, Process could write a draft checklist for a new Steering cmtee could
use, to go through each time, so they understand why they are meeting.
Items like, when did each cmtee last report their priorities to the whole
community, follow up on vision work items and goals for the year for each
community. Hold committees more accountable to their work and its priority.
Then bring to community for discussion as a seed for discussion.

We know we need to have a conversation about committee effectiveness and we
need a regular process for vision work to keep moving forward.

I feel like Process needs time to work on its own work from the vision.

Maybe we could present to the cmty, here’s our mandate and what came up in
Visioning for us and our ideas around it. And, if we’re going to work on
our own stuff, how will we have time to make sure all other committees are
doing their stuff. Maybe a steering cmtee.

MONKEY: We need to read our mandate, the Committee Effectiveness Proposal
from June 2005, and the Process stuff from Vision, and talk about our own
priorities, ourselves and then with community. This will help show that
Process needs time to work on its own stuff, that we need another body to
oversee the big picture vision work, goals, and priorities of all
committees.

MONKEY: Discussion about asking for a training with Yi-Miau to remind us
how the BOA entry and updating works? And we could plan to do or discuss
doing some cleanup (removing duplicates, fixing agendas so they show up in
the listing, and so forth)

4. Worked on Monkeys
5. Next meeting
Lets try a couple of lunch dates at Patti’s office and see if Sarah can
just be in the chat window with us.
July 5, 8pm to work on our Vision goals
July 21, noon at Patti’s office
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