Process minutes: 2018-03-04

Minutes:

3/4/2018
Process cmtee meeting
6:30-8:30pm, CH sitting room
Present: Sarah, Bob, Patti, Jillian

Agenda
1. Check-ins
2. Monkeys
3. April process work assignments
4. Next work season, including pre-assignments and meeting date changes:
(a) Process and crc members etc
alt mtg for process?
(b) 10 facil spots (of 2 each), 6 minutes slots (of 2 each), 5 alt mtg
leader slots 1 each
(c) and Saturday meeting dates (proposed 5/19, 7/7, 9/15)
(d) Any April training next steps
5. Two aspects of work may be needed related to Blocks.
(a) Bylaws work - our Input in Absentia agreement currently says “the
community will proceed with who is in the room to create the best agreement
they can”.
(b) Also have not discussed invalidating a block in ages and we have not
put it in writing. Seems to me we should do more on documenting our
processes around blocks.
http://www.gocoho.org/boa/?id=agreement&num=150
http://www.gocoho.org/boa/?id=agreement&num=122
6. Where are we with ad hoc group on committee improvement?
7. Next step on skills and thrills brainstorm from Jan 3, 2018?
8. Next meeting(s)

2. Monkeys
Bringing chocolate for the two community meetings a month.
MONKEY Jillian to provide workshop with Process on scheduling facilitation
Re-MONKEY 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
Expectations for interacting with visitors (from New Member Packet)
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 updater job description, tracking if
committees are sending in minutes, and if community meeting minutes are in
there too.
COOLER: Jillian will add Vice President (infoco convenor) and Secretary
(process convenor) into the mandate and email out new copy - BUT check
with Debbi first to makes sure it is correct, F&L may change this anyway.
RE-MONKEY: all of us to read through the vision and see what ideas for
skills and thrills are in there.
MONKEY: DONE - Sarah will send out an email about the April alternative
meeting - needs to be a meeting that does not need a facilitator, minute
taker, or child care.
MONKEY: Sarah will draft an email about facilitation volunteers for April,
to send to certain TSers, and will show it to us and F&L.
MONKEY: Jillian will email facilitators next season and work on
preassignments.
MONKEY: Sarah will email CRC, and will email to seek volunteer facilitators
for April.
MONKEY: We need to create an agenda item for blocking processes, for an
info discussion item, then from that we can craft a proposal. Jillian will
email Yi-miau and ask her to put it in the queue.
MONKEY: Sarah accidentally did not include Mary King and Daniel in her
message in February to the ad hoc committee improvement group - Sarah will
forward to them.
MONKEY: Sarah will send out an email about the skills and thrills idea.



3. April process work assignments

We need to find volunteers for meeting roles for April.

MONKEY: DONE - Sarah will send out an email about the April alternative
meeting - needs to be a meeting that does not need a facilitator, minute
taker, or child care.

Re the regular community meeting, we will need two volunteer facilitators
(or one willing to do the whole meeting) and one volunteer minute taker.
This will be Monday, April 16. Hermann and Tevah will cover child care.

Idea - send it out to Touchstone, to particular skilled folks there, to see
if they would like to volunteer? Perhaps as a pair with a GOer? Sarah would
work together with them ahead of time but can’t be here for the meeting.
Sarah thinks this is a great opportunity to see if someone from TS would
like to jump in for either or both meetings in April. Cross that boundary
to start facilitating for other committees since our number of facilitators
is dwindling.

MONKEY: Sarah will draft an email about facilitation volunteers, to send to
certain TSers, and will show it to us and F&L.


4. Next work season, including pre-assignments and meeting date changes:
Process and crc members etc
alt mtg for process?
10 facil spots (of 2 each), 6 minutes slots (of 2 each), 5 alt mtg leader
slots 1 each
and Saturday meeting dates (proposed 5/19, 7/7, 9/15), 10am-11:30.

Process and CRC, discussed assignments.

Seems good for Process cmtee to have one alternative meeting - refreshing
policy moment party with refreshments! We could work with Tammy for fun
non-alcoholic drink.

There are 10 facil slots for the next work season, which sounds like a lot
(was 6 or 7)

Jillian Patti Susan Elph Amy Mary (Sarah rarely here). We will need two
people to take 2 slots (4 meetings over 6 months). Maybe others can step up
for minute taking so that we have fewer conflicts with facilitation.

MONKEY: Jillian will email facilitators next season and work on
preassignments.

Patti will sign up for Process alt meeting next season.


5.Any April training next steps that Process should help with?
Sarah and Mary will get together this week to work on it and publicize.
April 28.

6.Two aspects of work may be needed related to Blocks.
a.Bylaws work - our Input in Absentia agreement does not spell that out
exactly, it says the community will proceed with who is in the room to
create the best agreement they can.
b.Also have not discussed invalidating a block in ages and we have not put
it in writing. Seems to me we should do more on this.
http://www.gocoho.org/boa/?id=agreement&num=150
http://www.gocoho.org/boa/?id=agreement&num=122

Blocking remotely and skyping, we need to be explicit that you can’t block
via skype. Blocking is very rare, and if the concern is clearly vital and
community level, the person should be able to call other GOers, discuss
with them, and they would see the need for change or block and those people
would undertake that themselves in person.
Bob - in my former organization if someone blocked they had to have a
counter proposal, and if that did not pass, they had to find a second
person to agree with their block, otherwise the block was not upheld.
Patti - in the ICC if someone wants to block they have to move immediately
into reconciliation process where they work out another solution - a block
is a call for reconciliation - a committee and that person have to meet and
come up with some way to alter the proposal to address the blocker’s needs.

Ideas - If there’s a block, facil calls a 10 minute break, to consult with
interested parties to figure out if its a valid block and how to respond.
We don’t have a process in writing for saying, if you don’t come to the
first meeting when a proposal comes forward, and/or don’t work with the
committee or proposer ahead of time, but just show up and block, that you
can’t do that.
I also like the idea of you have to have at least one other person agree
with you.

MONKEY: We need to create an agenda item for blocking processes, for an
info discussion item, then from that we can craft a proposal. Jillian will
email Yi-miau and ask her to put it in the queue.


7.Where are we with ad hoc group on committee improvement?
Sarah sent out an email to the group of volunteers at our last meeting.
Responses? From Nancy, not able to work on it right now. Mary Swain -
interested but very busy and struggling already with GO work balance. And
no one else responded - included Bob, Elph, Debbi.
MONKEY: Sarah accidentally did not include Mary King and Daniel in her
message in February to the ad hoc committee improvement group - Sarah will
forward to them.

8. From the 1/3/18 community meeting minutes: Brainstorm for potential
Skills and Thrills from end of the January 3, 2018 community meeting

MONKEYS/Next Steps
Send out email with general idea this week!
Present at meeting on March 10
See if there’s enough support / people with ideas to move forward

OPEN SOURCE FORMAT?
TOPICS
Some could be projects that could be planned and done that day
Some could be small group discussions
Some could be planning a project and later implementation
Could we do it in June?
June 23 is Summerfest!
Report back at end of day to hear what others’ have done / planned to do

Skills and Thrills Brainstorm from the 1/3/18 community meeting minutes:
• Landscaping – generate ideas that will head toward reality.
• ** Figure out something we could do to save our water costs. Possibly as
part of a larger sustainability conversation. - Mary King
• ** Instead of two work days, or in addition to them, have Sunday volunteer
free lunch and do work together on the landscape. Skills and Thrills would
Decide on the projects that would be done.
•** Get the kitchen redesign done!
• Evolving beyond committees. Facing the truth of our failures and moving
to a new level. Explore other ways to organize people’s energy in an
Organization. - Elph
• Big landscape discussion
• ** Race and social justice discussion. Figure out how to give back as a
Community.'
• Figure out other areas in which we could share, such as a cottage on a
lake or Hawaii.
• ** Aging in place, living at GO across the life course, age-related issues
from birth to denial, I mean death - Rachel / Gail G
• ** I really like the community art projects. One of the uglier things was
the community garden fence. - Mary King
• ** How about beautifying the garbage enclosure fence as well!
• Tri-community collaborative ideas -
• ** Cleaning the stream and our ponds, ties into the steps and wetlands
project. Partner with Huron Watershed Council. - Jennifer / Glenn

Designing a boardwalk, designing a fence…

Idea - what if we did an Open Space Technology event? Where people get up
and give a spiel for their topic, and then people put dots on their faves,
then the discussions get scheduled, etc. Or some of the pitches may be
like, from 11-12 you go to the pitch you want to do, you talk about how to
do it, you have X amount of money and then 1-3 you go do your product?
Split it into 2 Saturday mornings? The planning work is the hard part -
plan it and schedule it.

Sunward is working on aging in place discussions.

What if we had it in June instead of November? 6/23, 6/24, 6/30?

10am-5pm?

Do things in one day, come back at end of day for treats.

Pitch it, plan it, fund it? Community “votes” to distribute the funds?
Pitch it, plan it, then lunch, then the budgets are posted and the
community votes on money if you need it, and then next steps - some will go
buy stuff, build. Say we have $1000 (figure $700 for childcare and food).

We’d need to bring this back quickly, and get a sense of how many people
would want to honcho an action. We need to make sure there’s enough.

It’s a nice contrast to more “talky” skills and thrills of last year. Such
a broad range of ideas, not one clear theme. Support the community in doing
a more hands-on skills and thrills.

Eg: four people interested in designing a fence could spend four hours
working on their design. They could take a field trip to go look at
materials. Some could be planning a project that could be implemented
later.

Still done within the framework of the 8 hours, check in again at the end
of the day, report back at the end of the second day, still need a
container so its a community event. Not just another workday.

Community workdays are more maintenance, this is creative, new things.

Present at this Saturday’s alternative meeting? - are there enough people
interested - need people willing to champion project. Pitch your idea,
interested people will come together and take next steps. Explore making
funding available.

Allow many of these to move forward, not just one idea.

MONKEY: Sarah will send out an email about the skills and thrills idea.

9. NEXT MEETINGS

Thursday 3/22, 7pm, CH sitting room, Sarah calling in/skype
Monday April 2, 7pm (at unit 18; the CH is booked)
Monday, April 30, 7pm, CH sitting room
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