Process minutes: 2020-03-08

Minutes:

Tri-community facilitator’s meeting
3/8/2020
1-2:30pm

Present: Rick (TS), Elph (GO), Jillian (GO), Sarah (GO), Jill (TS), Sandra
(SW), Patti (GO), Mary King (GO),

Favorite dessert go-round

AGENDA
1.Safety item from Sandra G
2.What are the process ramifications for corona virus
3.How we each do our community budget processes - request for discussion
from TS
4.Increasing the facilitator pool - request for discussion form GO
5.Next meeting

Did not get to:
- Validating blocks - does each community have a process?
- What’s happening at each community?

1.Safety item from Sandra
Sunward has had recent safety issues come up and someone asked, how do I
know if something’s happening? Original plan was to go to CH and ring bell.
But what if fire is at CH or other scenario. Sandra was director of Steiner
school network here and they joined a system that allows them to notify
everyone via email/text/phone whatever option people want, and
professionals are involved at that point that there’s an alert too. They
have scenarios and a plan for how to activate. Its called School Reach (but
they have a name for the community version).
Just letting GO and TS know about this, it would be great to have someone
from each community on our list so you hear about it. Sunward is paying for
it.
To start, two people each from GO and TS getting on the list.
MONKEY: Jillian will email four names to Paul Conahan. Elph, Patti from GO
and Jill and Rick from TS.
MONKEY: we should have a conversation at GO about scenario planning, but
we’ve needed a burning soul.

2.Process ramifications for Corona Virus

First 8 weeks are key according to expert advice from Sharon. Disinfecting
surfaces. We’d like everyone to wash hands every time they come in the CH.

Every committee should think about their roles related to this - CH, Meals,
Steering, Process.

Task force will meet every Saturday until 11am, everyone welcome from all
three communities if they want. Mary King hopes to go whenever she can but
when she can’t make it having another facilitator there would be nice.

At what point do we decide to not have plenary meetings? If one person at
any of the three communities has Corona virus, hundreds of people are
infected. If one person dies, 500 people are infected. OR should we not
wait?? So hard to know.

I do a lot of consulting at co-living communities and they are each
committing to doing temperature checking twice a day. (Co-living - renting,
they have community managers.) Very easy to do.

Great idea. 99% of people have a fever first. If everyone commits to doing
this for themselves. For adults 100 degrees is the minimum for alert.

Kids can transmit most and show the fewest symptoms. Is there a place where
the kids could be all together - they will be fine but we need to keep
older or compromised folks away from the kids as much as possible but in a
kid friendly way. How do we manage that.

Empower everyone to ask everyone else if they washed their hands when they
came in and just go do it no matter what.

If you’re feeling sick please don’t come in to the common house.

Marta’s experience at Zen Buddhis communities with health issues going
around - cooks served everyone,

Re gloves - Jason and Mary Beth in food service training - gloves give you
a false sense of safety vs washing your hands all the time. You have to
change gloves all the time, carefully.

At some point the best thing to do is not congregate - HOW do we know when
to start not congregating and cancel meals and meetings.

If you’re pretty sure you have it, even if the test results have not come
in, assume you DO have it, quarantine yourself.

Meals best practices - at what point do we cancel all meals and then how
will we know when to start them up again.
So much back and forth between GO and TS especially.

3. How process we do budget processes

TS - We learned from GO and do a budget process where committees submit
items, we mark things to look at reducing them. People were feeling anxious
about not knowing how the budget would end up. Committees would being items
they wanted that were big proposals and hadn’t done the process ahead of
time to get community buy in. Wanting to help make it a less stressful
process. Three big things came up and it was challenging. We did get there.

GO - is not stress-free either! Sometimes we are able to have conversations
about concerns about budget increases in a calm way, hearing concerns.
Similar process, we do go through it item by item, turn some green if
they’re ok, yellow if there are questions committees need to answer, and
pink if we need to have a bigger conversation about it. Go through this
process several times. Up to $10/month increase is the sweet spot for GO,
higher than that causes stress. (This year it had to be higher because we
had made up for previous years where we were subsidizing ourselves.) During
the budget season we plan for regular community meetings and not
alternative meetings, so there’s more time to discuss issues that can be
related to budget.

GO is going to look at its budget process probably this summer, we’ve been
doing it the way way a long time and people have asked that we discuss.
I think we could follow up on what we DID spend money on last year, and
work on how to improve the proposals ahead of time.
MONKEY: Let Jill know when GO’s budget process discussions happen this
summer.


4.Increasing the facilitator pool
At GO its decreasing and I’m feeling locked in. Its hard to rotate out
since there are so few of us.

After a facilitation training I think we need a facilitator onboarding
process for new facils that is very specific to help people feel supported.
We are always careful to assign new folks to experienced co-facilitators.

Maybe we could tap specific people for their interest?
Catherine, Debbi, Eric McGlohon, Marta, Syndallas, Andrew

Facilitator debriefs are very helpful.

Do we need to do another 2-day facilitator training for GOTS? Would enough
folks come?

Say that some facilitators will be stepping back at the end of X amount of
time.

Another idea is dropping co-facils but would rather not do that.

Dropping facil for alternative meetings might be an option?

What if we say, one facil and a facil support person is an option. Offer
that clearly and so people are more willing to try it. Run mike, agenda
review, set up room. Marketing it that way!

Then the regular facil would have to facil all meaty items so that’s more
work. But the upside is the facil assistants are getting more involved.

Debriefs are important to commit to for assistants. We had an alternative
meeting this last week but we didn’t debrief and I really missed it.

TS pools of facils is ok? Yes it seems ok. Who does facilitate?
Sandra, Kristin, Robyn, Rick, Jill, Maggie, Tom S

Should we bring in an outside person to train again?
Read a book together, as an idea.
I’m an experiential learner - could do role plays along with books.
We do have training agendas, several of them.

Mary and Sarah - we’ve been doing a lot of training for libraries, we're
getting pretty good at it! We have more to offer now. And we have
materials.
Could do a book club idea.
Using alternative meetings?

William Sloan Coffin quote - Celebrate what you really like. If you really
like good facilitation, value it, express the value of it.

It does not feel celebrated to me!

People do often appreciate the facil in the evaluation. But how do we
celebrate it more - what would that look like?
Have a plenary without a facilitator and ask people how it went! :-)
Support people in facilitating committees.

5. Next meeting
6/21/20 1-2:30 pm at TS
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