Process minutes: 2017-10-30

Agenda:

10/30/2017
7-8:30pm, CH sitting room
Present: Jillian, Patti, Bob

AGENDA:
1.Checkins
2. Monkey review
3. Mary and Sarah training
4. Next steps on trying another Saturday meeting
5. Next steps on committee structure conversation
6. Next steps on Skills and Thrills
7. Next meeting
Did not get to: Next steps re having Sarah skype in to the Sept 18 meeting
- create guidelines?

Minutes:

2. Monkeys
Bringing chocolate for the two community meetings a month.
Re-MONKEY: Jillian will remind GOers to fill in Pref in Gather for how
they want to be contacted - view by Album to see Pref (rather than photos).
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)(Feb
2016 Training)
ONGOING MONKEY: at each 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.
ONGOING 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 add to the BOA job description, tracking if
committees are sending in minutes, and if community meeting minutes are in
there too.
RE-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.
Re-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.
DONE: MONKEY: Jillian will discuss with Sarah an intro to consensus
training idea. (Jillian and Sarah met for lunch on 11/2/17.)
MONKEY: Jillian will email meals and work about 1/15/18 and 3/7/18.
MONKEY: Jillian will share the notes with Debbi and see what she thinks
about calling a meeting to get interested folks together, ad hoc group to
work on some experiments.
MONKEY: all of us to read through the vision and see what ideas for skills
and thrills are in there.


3. Question from Mary and Sarah about train the trainers Nov 6

Really appreciate their willingness to put together trainings.

Very open to proposals around how to train new convenors or help with
succession planning, but does not feel like the right thing to do, if
we’re just talking about Elph, Patti, and Amy. Feels a bit like cart before
the horse. Patti was just offering support. Ok to cancel Monday 11/6.

But we did budget for training this year and would be nice to offer
something still. We have many new members, have heard some mention they
don’t really know much about the nuances of consensus and how it works, the
philosophy and the practice of it… Maybe an intro to consensus process and
see if anyone is able to come? Open it to GO and TS and Sunward, early Dec??
DONE: MONKEY: Jillian will discuss with Sarah an intro to consensus
training idea.

And also Process to try to get an alternative meeting in the winter to
continue whatever discussion is best at that time.

4. Next steps on trying another weekend meeting

We always end up meeting on MLK day, it would be nice to avoid that, and
meet on Saturday 1/20/18 instead. Cancel the meal on 1/15/18.

We should try one alternative meeting on a Saturday too. March 7, 2018 move
to March 10. Process can do an alternative meeting on whatever topic we
need to do. And cancel meal on March 7.

Suggestion to make them 10 to 11:30am instead of 10:30-12. Ok.

MONKEY: Jillian will email meals and work about 1/15/18 and 3/7/18.

5. Next steps on committee structure conversation

Debbi was not able to come tonight.

Got some feedback that some people really like the idea of a steering or
coordinating cmtee, to help with communication across cmtees and keep
things from falling through the cracks, and keep awareness high about the
priority tasks.

Also got some feedback from someone that they think it would not be
helpful, would just add more burden of work hours not spent getting tasks
done.

We’re talking about coordination and avoiding fragmentation and helping
things not fall through the cracks.

I think a steering cmtee could work in tandem with an idea to have the
committees work on a more project level as has been suggested, might help
make that more effective and make sure the necessary communication happens.
But maybe a less “formal” group to begin?

The community feedback we got in August was to tweak the current system.
That people are open to experimenting, trying new things out, while not
wanting to make a radical system-wide change.

We did have some volunteers who wanted to work on this issue.

A few things have been tried already and the community could hear more
about what’s been done and how well it worked. For example I hear Buildings
has an Administrator role to keep track of recurring items that needed
follow-up. How is that working out?

Maybe Process could request that the committees who have tried stuff,
report out to the community on it, Buildings could discuss what they have
tried.

The committees were created to be the place the community could delegate
the more detailed planning and thinking to; idea that the cmtees could
create the work positions they need and oversee the jobs getting done by
others. But when you don’t have enough people willing or able to do the
planning and overseeing roles, what should the community do.

-----
Minutes from 8/21/17 community meeting:

Next steps
- Steering committee – could be a logical place for this topic though we
don’t have an operating Steering committee now.
- Create an ad hoc committee to work on this? Could have process members
on it, and others

Look at committees that are struggling, do some work with them to figure
out what’s needed, what interventions would help. Other committees could
learn from this. Start with committees with greatest need.

Debbi took on the convenership of Steering with the intention of holding a
few Steering meetings specifically on this issue.

Who wants to work on this topic? – Bob, Mary S., Mary K., Elph, Nancy,
Debbi
It will be open to whoever wants to participate
-----

Maybe the right next step is to get the folks together who said at the
community meeting in August they are interested in working on this issue.
Would be useful to have folks together from the committees struggling the
most, too.

Maybe it is putting the cart before the horse to start by restarting
steering or a coordinating cmtee, don’t necessarily have to do anything
that permanent right at the outset. Use the steering convenor position to
start discussions with those interested in working on it, and try some
things. A coordinating cmtee could be a long term thing, but for now just
start working on shorter term experimentation with ad hoc group.

Debbi could invite these folks, as steering convenor to pull together an ad
hoc interest group to focus in on a cmtee like Buildings or Grounds, and
discuss what’s been done or tried, and what could still be done.

Ideally could be folks from Buildings and Grounds and hear about what
Buildings has tried or is trying. Might be harder to get folks from both
committees there. But good to try to get a good distribution in an ad hoc
group. They could discuss what issues are, pick one or more and try some
ideas out in the next work season and report back to the community.

MONKEY: Jillian will share the notes with Debbi and see what she thinks
about calling a meeting to get interested folks together, ad hoc group to
work on some experiments.


6. Skills and Thrills 2018

Not very clear to me at the moment what we would want to plan to do. Maybe
we need to wait a bit and see where other conversations go. Does not have
to be in March in 2018, could be November.

One recent idea was landscaping planning. But might be cart before horse if
they are experimenting with new ways to get that particular committee’s
work done. Or on the other hand it might inspire people. And we’d need a
process, and outside experts? Or?

There were some ideas in the visioning weekend. We should all go reread the
vision.
MONKEY: all of us to read through the vision and see what ideas for skills
and thrills are in there.

7. Next Process meeting

Monday, Nov 13, 7-8:30pm, CH sitting room. Sarah skype in? Debbi?
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