Process minutes: 2018-05-08

Minutes:

5/8/2018
Process cmtee meeting
CH sitting room, 7-7:55pm
Present: Jillian, Patti, Bob

Agenda

1. Check-ins
2. Monkey Review
3. Blocking - next refreshing policy moment+ ?
4. Community meetings - review what happened 5/3, what else needed for 5/19
5. Suggestion for reviewing / revising convenor job description
6. Next meetings
--- did not get to
7. Any follow up needed from the 4/28/18 Consensus Refresher training

2. Monkeys

Bringing chocolate for the two community meetings a month.
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: Schedule a few refreshing policy moments:
Blocking? Refreshing policy moment but also more discussion probably.
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.
DONE: Request for email etiquette agreement 4/2/18
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.
DONE: Jillian will check in with buildings, see if they would be willing to
present to the community about the committee structure they have been trying
DONE: Jillian to email agenda planner and say that Process would like the
whole meeting for 5/19.
DONE: Patti to email talk an outline of 5/19, will email Process a draft
first.
MONKEY: Jillian to ask Sarah and Mary if they would share the actual google
docs and slides of their presentation with Process, not just the PDFs, if
they are willing.
MONKEY: Jillian will look up what we already do have in writing about
blocks and bring to next process meeting so we can shape a discussion
agenda item for an upcoming community meeting.
MONKEY: Patti will resend her info about the 5/19 community meeting,
perhaps twice between now and then.
MONKEY: Jillian will ask for agenda time for a discussion on the convenor
role.
MONKEY: process to modify our mandate template to add method of decision
making?


3. Blocking - next refreshing policy moment+ ?

It’s been a very long time since we discussed blocking as a community. It
happily happens so so rarely at Great Oak, but we should talk about it
since its been so long since we have talked about it.

What does it mean to invalidate a block? Community would always try to take
the person’s feelings into consideration. But we have to discuss. One step
is to clarify is the block really about a personal reason or really about a
harm to the community. Or two, second step, is it such an unlikely scenario
that the group does not want that to stand as a reason not to move forward.
Or three, if the person’s top level vision for the cmty is different from
others, they may feel a certain direction would endanger that vision of the
cmty, but if it's really their vision not the commonly held vision maybe
they are in the wrong community. If no one else agrees with that person,
less likely to be a valid block. If there’s only one person who feels that
it would endanger the community, and others did not agree with them after
discussion, it would probably not move forward in that moment, but that
person would have to work with the committee and bring back something,
would not stop it for good.

MONKEY: Jillian will look up what we already do have in writing about
blocks and bring it to our next process meeting so we can shape a
discussion agenda item for an upcoming community meeting.

4.Community meetings - review what happened 5/3, what else needed for 5/19

Seemed like the 5/3 meeting went well, to decide on the 2018 skills and
thrills topic. Lots of process elements to the evening (eg, eyes closed,
each person voting on every topic-choice-round), small groups, then
one-on-ones with people in the other final group from you. People seemed to
like all elements of it. Then the final choice of the teen topic.

Ad hoc group was created and has a meeting scheduled for 5/20 at 4:30.

Process cmtee is glad to support the ad hoc group. In past years we’ve had
committees be in “charge” of a skills and thrills event, such as F&L and
Grounds. If Membership cmtee wants to fold it in to their work for example
and work together with any other members of the ad hoc group and take
charge of the weekend that’s totally fine, Process in support role.

$1700 total funds, of which about $300 on snacks and lunch, and figure
$30/hour childcare (2 people $15/hour). Probably a very high priority for
ad hoc group to do soon, will be picking the time of year and then
reserving CH.

5/19 meeting - other next steps?

MONKEY: Patti will resend her info about 5/19, perhaps twice between now
and then.
Seems like the skills and thrills topic will be good.
Good icebreaker to set the tone?


5. Suggestion for Reviewing/Revising the convenor job description

Email discussion about how GO should consider making an explicit convenor
job description (and work hours adjusted accordingly) where the convenor is
not responsible for implementing the committee content/work itself, but
rather for making sure the structures are in place for the group to
function within, and making sure that all the needed communication happens.
If the convenor also wants to accept a committee member slot in addition,
that might be possible to do both, but not required.