Process minutes: 2017-12-21

Minutes:

12/21/2017
7-830:pm, CH sitting room
Present: Jillian, Patti, Bob, Yi-miau

AGENDA:
Checkins
Monkey review
Next community meeting
Next work season
Next season consensus training
Next steps on committee structure
Next steps on Skills and Thrills

2. Monkeys
Bringing chocolate for the two community meetings a month.
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.
RE-MONKEY: all of us to read through the vision and see what ideas for
skills and thrills are in there.
MONKEY: Bob will get in touch with Debbi again to find out if she wants to
be involved in committee structure conversations with an interest group
rather than a steering cmtee.
Re-MONKEY: BOB will send an email to the ad hoc group (which includes
Debbi) to have an initial get-together.
MONKEY: Jillian (or others) to add “easter egg” toZip line to Sunward? Zip
line to medical center?
MONKEY: Jillian to email vision to all with Ellie’s drawing, and any easter
eggs if we come up with any. Prize = candy?
MONKEY: Patti will scan Ellie’s drawing to PDF and add in to vision google
doc
MONKEY: Jillian will email scheduling survey to facilitators/minute takers,
with the info of the two Saturday meetings included.
MONKEY: Jillian to preassign Patti to an alt meeting so she can do the Serv
Safe training in April.

3. Next community meeting -
The Jan 3, 2018 meeting will be a regular meeting.

Return of the stair proposal, discuss/potential decision. How much time?
30-40 minutes? (Something to keep in mind, if there are other things an
earth mover can do while on site, like was done in front and in back of
Mary King’s building.)

Jan 3 - nice to have some kind of sharing time? Beginning of the year
meeting. Welcome to the new year at great oak! Sharing vision, individuals
share in small groups about their own hopes for the year as a community
member. We did a meeting over the summer where we had groups of 3, Patti
facilitated, talking about committees.

Read Vision again before the meeting - make assignments and have people
report out. Distribute Ellie’s image.

Possible small group discussion: As a community member, where do you see
your greatest area of participation in 2018 and what impact are you hoping
to have?
What GO topics are you particularly interested in and where might you like
to see us next year? What’s most exciting about Great Oak for you right
now and what steps might you take to engage with this topic?

We could add something new to the vision and then say whoever finds it gets
a treat! Incentive for people to read.

MONKEY: Jillian (or others) to add “easter egg” to 2022 Operational Vision
for people to find!

MONKEY: Jillian to email vision to all with Ellie’s drawing, and any easter
eggs if we come up with any. Prize = candy?

MONKEY: Patti will scan Ellie’s drawing to PDF and add in to vision google
doc

Maybe we could do a more active icebreaker, a strong wind blows.

After the report out to the full group, then 10 minutes skills and thrills
brainstorm?
Large group brainstorm -
Good idea to keep this in mind for Skills and Thrills - before we leave
this New Year meeting let’s spend a couple minutes and think, did this
inspire any ideas about skills and thrills?

4. Next work season

MONKEY: Jillian will email out scheduling surveys for the facils and minute
takers.

5. Next season consensus training
Mary and Sarah need to start advertising for April for GO and TS. Jill
suggested that TS might have identified consensus as a key issue and
committed some budget money.

6. Next steps on committee structure

MONKEY: Bob will get in touch with Debbi again to find out if she wants to
be involved in committee structure conversations with an interest group
rather than a steering cmtee.

Maybe process can help committees identify what are gray areas that
community should help clarify, in areas where its causing inaction or
inefficiency.

Many committees overlap with gray areas but that does not necessarily mean
its a bad thing. Some may not be able to be worked out at policy level, but
some will. Some might be case by case. But in other cases it might really
mean that mandates need to be changed / updated.

7. Next meeting
2/1/18 7 to 8:30
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