Process minutes: 2019-12-08

Minutes:

12/8/19
Process Committee Mtg
4:30-5:30, #18
Present: Jillian, Patti, Jennifer, Sandra Greenstone via phone

Agenda:
• Skills and Thrills
• Next meeting

Conference call with Sandra Greenstone, potential outside facilitator for
Skills and Thrills
Crucial to communicate - Why does this matter and why should we come.
Suggestion - if you can summarize on one page, or even a half page, what
you’ve already accomplished, and with an ideal timeline. Could be bulleted
list, could use flowchart. In the past X months we’ve accomplished this;
in the coming X months we want to do the rest, and this is why it matters.
What’s at stake. People need to understand the gravity of it and what
happens if you don’t do it. Then get a picture of here’s a process you’ve
all agreed to and this is the final outcome and this is when we’ll be done.
Will be two different agreement processes for master deed and bylaws, spell
it out.

People can get over the process issues if they can buy in to why its
important.

If someone sued your community today are your agreements in your bylaws
what you want them to be.

Jennifer offering to help Debbi if she would like - condense it into a
short punch version, help F&L verbalize why it matters.

Jan 11-12, 2020

Four 2.5 hour slots, with the thought that within each slot is a half hour
for some kind of change-it-up kind of work, community building activity.

9:30 snacks
10-12:30
12:30-1:30 lunch
1:30-4

Sandra asks why do both days on the same weekend?
We have a history of weekend meetings, and, the detailed info can easily be
forgotten if the timeline is drawn out.

SO I think we need at least 4 facilitators unless someone is willing to do
more.

Sandra: I’m happy to help and really want to be helpful. Have done a lot of
Org development consulting. I like it when the stakes are high and there’s
a lot of energy in the room. Have facilitated a lot of conflict. Also do
org consulting looking at where the org is headed and why this matters and
what is preferred outcome. I find it helpful for the group if they have
buyin as to why it matters. If folks can get their heart and mind around,
this is very important, this is why and this is what will happen if we
don’t do it and this is why we’re asking you to come together and do this
and this is how its going to go. Its a lot of content and will just have to
bite that bullet. Having a sound legal agreed and set of bylaws is very
important to our org and here’s why.

F&L will do a 10 minute walk through on 12/16 and also on Jan 8.

Suggest that you go over the process and the WHY at these two meetings.
Need agreement that people will do this. Do you agree to this process.

F&L wants to do posters up on the wall like study aides.

Patti - we have this tedious and important work but how can we make it be
fun and interesting and use it in service of getting to know eachother
better. So that’s why additional time added on. So I was thinking we should
play games and have prizes. Tevah make buttons. Megan will lead us in
stretch breaks. Celebratory noisemakers. Online games, GO trivia - quizzing
us on the info in these documents. The work is important, and it can be
made fun and a chance to get to know eachother.

Cahoots - game during the half hour of additional time, 2 hours content,
Q&A discussion small groups play these games related to content

I like the inclusion of handcrafts - make buttons. Crafty things! Sitting
at tables and things people can do with their hands.

Get input from people helps build good morale. Even things we can be doing
while we’re listening. Coloring book pages out for people?

We can be in the dining room. Idea to maybe use tables?

March 19, 2018 was first bylaws discussion. Several GOers had special
project roles to review the bylaws carefully.

Sandra - do you need more facilitation power. I don’t know if you do or
not. If you decide you want to have me as a sounding board. Or if there’s a
specific area where you might need someone to facilitate a part of it but I
recommend, having that timeline up in front of the cmty - here’s when we
started, this is where we are now and this is when we’d like to be done.
Continuity of the facilitators matters. If someone has a question, we
covered this three meetings ago, there’s power in that. So if I facil seems
like it should be a specific, tighter part of it so I’m not missing the
continuity piece that can come into it.

Signed off on the call with Sandra at this point.

Budget estimates:
Childcare: $300
Facilitation: unknown maybe one block of time? 2 hours? $200-$300?
Lawyer: unknown (does F&L have money for this from a different line?)
Prizes: $100
Food: $1000 lunches. What about breakfasts? If lunches are big and all
out, maybe breakfast smaller?

The matrix of responsibiliity - when is it homeowner, when is it assoc.
Will impact the reserve fund and how much we pay. Eg, is assoc responsible
for screens? batteries?
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