Process minutes: 2017-08-10

Minutes:

8/10/2017
7-8:30pm
Present: Jillian, Patti, Yi-miau, Sarah

AGENDA:
1. Checkins
2. Monkeys
3. BOA work with Yi-miau
4. Process agenda item for 8/21/17 - review and discussion of committee
effectiveness agreement . And Collaborate with work re: committee system
revamp?
5. Next work season next steps -
6. Facilitator brunch at GO on 8/13
7. Funding - Report from Sarah re: Mary and Sarah training
8. Next steps on skills and thrills 2018
9. Next steps on moving one fall meeting to Saturday and then perhaps a
survey afterwards
10. Next meeting

2. ONGOING MONKEY:
Bringing chocolate for the two community meetings a month.
COOLER: Once the GO contacts database is in GATHER, 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: SEPT 18, 2017 meeting - Sarah will be in Iowa - one Process
person work with Sarah so she can skpye in as test
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: 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
MONKEY: Jillian will add to the BOA job description, tracking if committees
are sending in minutes, and if community meeting minutes are in there too.
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: Jillian will add Vice President (infoco convenor) and Secretary
(process convenor) into the mandate and email out new copy - check with
Debbi first to makes sure it is correct.
MONKEY: Jillian will follow back up with Buildings and Grounds about
presenting their mandate and 2018 goals on 8/21/17
MONKEY: Patti will present committee effectiveness proposal on 8/21/17
meeting. And maybe the Sept meeting the item about, do people want to
explore other committee systems and who has energy to do that. Sarah will
see if she can come back for it.
MONKEY: Sarah will ask TS process folks to please share information about
the Laird facil training happening!
MONKEY: Sarah, Patti, Jillian to go through the Active tab of Yi-miau’s
excel spreadsheet and each rate if we think something should stay active,
or S for surpassed, or E for expired. Then we will review at the next
meeting.
MONKEY: Jillian will send out scheduling surveys for this fall’s process
work.
MONKEY: Sarah will report back to Process about what Sarah and Mary propose
re fall 2017 training
MONKEY: Jillian will ask budget folks if they can do a budget meeting on a
Saturday morning:
Sept 16 or 23, Oct 14 or 21, Nov 18


3. BOA work with Yi-miau: training 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, etc)

Yi-miau shared a doc with us about cleaning up the BOA, a data dump of all
agreements. But first we reviewed some basic access info:

http://gocoho.org/boa/?id=admin
and then the admin password:
Cis4Cookie
And then Greatoak justus again.

Three categories of agreements - surpassed, expired, and active.

Do we need different categories? Old budgets are not really expired, they
are more like History. But maybe they are more like surpassed.

For new members I think they would like to go to BOA and see what is
current. Two perspectives - for new people to go in and look at current
agreements, and the other is, what needs to be there according to bylaws
etc.

MONKEY: Sarah, Patti, Jillian to go through the Active tab of Yi-miau’s
excel spreadsheet and each rate if we think something should stay active,
or S for surpassed, or E for expired. Then we will review at the next
meeting.


4. Process agenda item for 8/21/17 - review and discussion of committee
effectiveness agreement

Sarah - collaborate with work re: committee system revamp?
MONKEY: Patti will email Gail to get on the agenda. How much time? 20 to 30
minutes? Depends on how many other cmtees ask for agenda time. See
discussion from our last meeting.

So maybe as far as how much time we should wait to see how many other
things are on the agenda, if there’s enough time for small group work. Idea
is to ask the group do we want to spend time and energy on how to live up
to this agreement, OR, do we want to spend time and energy on exploring how
to create a new system.

Sarah - Buildings is working together with Work to come up with a list of
work to be done. People who want to get the work done but committee system
is not working for them, so trying to develop another model. Work that does
not need a committee, how you frame it, as an experiment. Can more work get
done without having a standing committee?

Another aspect or idea related to this might be, identify the tasks and
then have a work position of overseeing the work and then the work is hired
out.

Maybe we could meet together with Work? Helping test out other ideas, and
helping support committees.

But big picture, if there is no standing committee responsible for the work
that has been identified, then the whole community is responsible instead?
Yes.

Look at work through the lens of, what kind of oversight would the whole
community need to do in that case.

The timing of the vision is good - the whole group created the 2022 vision
and could look at the work and see if its supporting the vision.

Start with committees that have standard tasks that always have to be done
each year, we have 14 years of experience now of what the jobs are. We
could use that information in a different way if we want to try it.

This might come up on the floor of 8/21. Experiment to explore some
alternative structures for task oversight other than a committee.

Should we try to meet with Work and Buildings to see if they and Buildings
cmtee want to discuss this idea of a new way or organizing buildings work,
as an experiment?

Am trying to get my brain around this. How our committees ideally,
currently, work, is that committee members decide what work needs to be
done, and what policies need to be created as a framework for that work.
And they create the jobs for that work to get done. And then others are
assigned to the work and actually implement it. And the committee members
evaluate if its going like they thought it should, change as needed, etc.
So in this scenario you’re talking about, the work being done by
implementors is the same as always. But who is in charge of figuring out
the tasks, evaluating them, etc, if there is no committee - by default in
our current structure there is only the full-community.

Right - maybe it’s a manager. For work credit or for pay. Maybe its a
steering committee. Maybe its the whole community.

So what about 8/21. Patti will cc Work and Buildings in her email to Gail.

Idea about questions that have people stand someplace in the room or on a
continuum. Gauge level of interest and see who wants to help with next
steps.


5.Next work season next steps

MONKEY: Jillian will send out scheduling surveys. (But first need info back
from budget about potentially moving a meeting.)


6. Facil brunch
This Sunday, 8/13/17, noon-2pm. Jillian will bring up the question of
cross-community facilitation and if it can happen this fall.


7.Training this fall - Report from Sarah re: Mary and Sarah training

Mary and Sarah are having lunch on Tues to talk about what they could do
this fall with the $500 for process related training. One option might be,
rather than doing a half day, to do some 2 hour evening sessions focuses on
one or two skills at a time and people can practice at their committees and
then report back.
MONKEY: Sarah will report back to Process about what SArah and Mary propose
re fall 2017 training


8. Next steps on skills and thrills 2018

We are going to wait until after the 8/21 meeting to see if people want
something committee related to be skills and thrills 2018, working on
improving the system, or, on evolving the system.


9. Next steps on moving one fall meeting to Saturday and then perhaps a
survey afterwards
Pick a meeting and reschedule it to a Saturday.

MONKEY: Jillian will ask budget folks if they can do a budget meeting on a
Saturday morning:
Sept 16 or 23, Oct 14 or 21, Nov 18

10. Next meeting
Sarah in town last week of August - possibilities are Monday 8/28, Tues
8/29, Wed 8/30.
Let’s go for Monday 8/28, 7pm.
AND, potentially hold: Lunch meeting Sept 29, noon at Patti’s office

--end--
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