Steering minutes: 2020-04-11

Minutes:

*Great Oak Steering Committee / COVID-19 Ad Hoc Committee Meeting (via
Zoom) *

Saturday, 4/11, 11am - 12:30pm


*Facilitators: Mary King (lead) and Marta Dabis (tech) Minutes: Andrew
Nixon *

*Attendees: *Mary King, Marta, Olas, Polly, Drew, Gayle T, Susan K, Debbie,
Sharon, Malcolm, Eric McG, Amy, Patti, Syndallas, Tammy, Suzette, Daniel T,
Tevah, Suzette, Kelly, Jeff, Nancy, Glenn, Pam


*To-dos identified:*

· *Create ad hoc committee to develop a comprehensive proposal for
shopping sustainability* (Tammy)

· *Communicate directly with Work Committee about what’s needed:
hours/helpers* (Tammy)

· *Solicit extra fluff & fold volunteers *(Suzette)

· *Look into professional laundry services* to eliminate risk of
doing others’ laundry (Kelly)

· *Laundry washer unit fix/replace — look into budget* for this
(Debbie)

· *Email asking committees asking for changes to hours needed,
greater/updated job descriptions, training* (Suzette)

· *Reconvene laundry ad hoc group: explore *need (Kelly)

· *Do something as a community to honor those on front line,
vulnerable, sick* (Idea: have a weekly Zoom community tea (30m) — way for
community to hold space) (Susan K)

· *Touchstone COVID response assist: *TS doesn’t quite have their
legs underneath them like we do — could use help from GO… survey, offer
some of our solutions… (DAN?)

· *Tri-community steering committee meeting *— tri-communities
asking collective meeting like this (in the works) (Susan K)




11:00am *Welcome/One Word Check-In — *Mary

Syndallas: good!

Marta: excited

Polly: fine (I guess!)

Drew: fabulous!

Dale: sunny!

Dan: drinking tea

Tevah: good

Patti: springy!

Suzette: bushed!

Kelly: good, grateful

Jeff: happy to be here

Sharon: pretty crispy

Tammy: candy-making vegan treats for Vera

Olas: rockin’!

Eric McG: improving

Mac: first positive patient

Glenn: grateful, concerned about others not as fortunate as us

Andrew: fine!

Debbie: sniffy

Pam: sun!

Mary K: gratitude




11:09am *Getting the Attention of the Facilitator*? — Marta (chat, wave,
text 248-202-3102)

How to participate today (Marta):

· keep unmuted

· text Marta during conference if need to speak directly

· (Suzette): use space button to mute/unmute (go to app settings)

· chat window within Zoom app for sharing text to group in real-time


11:10am *GO Survey #2 Results *— Daniel Thiel

Last night I put together summary of responses (46; still shooting for
100%; encourage you to take a look, reach out to me with questions)

*Pressing issue:* need to review with survey folks how often we wish to do
survey, improve participation

· door reminders?

· happy to keep launching, but how often — and where to go from here
with survey?

· Are people finding it useful to read?

*Mary:* 3 key takeaways?

*Dan: *

1. People are largely doing what they need to be doing. Some are still
interacting with people outside of their house (how to interpret?
ambiguity).

2. Overall, still some questions around the margin…

*Mary:* questions/comments?

*Marta:* more of the info from 1st survey than 2nd — I’d like to serve the
needs of people (laundry, mail, groceries…); 2nd survey did not include
some of these items.

*Sharon:* add to Marta/Dan — typically, survey goes out weekly; that way
it’s not burdensome, but gives us all a sense of checking in.

*Marta:* 1-week sounds good, 10 days okay, monthly not good.

*Mary:* Dan is looking for committee to take charge in analyzing/reporting
weekly. Other folks willing to participate? Dan, what’s required for
volunteering?

*Dan: *We need at least a few different sets of eyes on the survey results
for reading, analysis, proofreading, and to summarize/publish. Reason for
removing “needs” section in survey #2 is based on input of helpers that
were available; more help = better participation, better results. Agree to
step up (collect data via paper then à digital for those not responding by
email).

*Mary: *summary of survey needs —

1. change questions?

2. correct analysis?

3. nudge folks to take survey?

4. paper survey — collect/transcribe

5. *Dan:* print survey — keeping track of who hasn’t done e-version,
who to get printed version

*Susan K: *Also there’s a survey from Caring Committee about financial
needs. Done twice, also distributing paper versions to non-respondents.

*Mary:* Is the Caring Committee survey internal?

*Susan:* Yes, last stages of analysis, will be sent out soon.

*Syndallas: *We should grab folks who want to help… Things are gonna shift
— people going back to work, different things to look at; not in a static
situation.

*Mary:* Pam willing to do input

*Survey committee =* Dan, Tevah, Syndallas, Pam


11:15am * COVID-19 Update — Sharon*

A couple things:

1. Make sure that people know about Washtenaw County data showing
that *peak
is happening*

o graph indicating # of new cases — will show bending of curve

o line bends down while deaths go up (confusing? — people at end-stages
of disease)

o line bending down means social distancing is working

o Governor extending stay-at-home order / now stricter: some counties are
on uptick (delay across counties) — statewide strategy prevents
wave-function (EX. Genessee County still going up; lots of people traveling
there for work, not a lot of industry there)

o Labor shed map: where people are traveling for work — some people are
traveling large distances (county-to-county); therefore, best to treat as
whole state, not just county by county

2. Glenn shared *graph: levels of our COVID response*

o fear – learning – growth zone

[image: A close up of a device Description automatically generated]

o *stay home / stay safe order extended through April* — looking for ways
to get people back to work May, but will have to be mindful of this for
months, throughout summer



*Tevah: *academic question: interpretation of curve — artificial-looking
spike due to testing available, not reflection of new cases. Q: accurate to
see line plunge down, or just due to testing?

*Sharon:* We can never know; can’t see what they’re testing and reporting.
We don’t have enough data to say decisively “two weeks of decreasing cases”
is to say this curve is ending. We’re not there yet in Washtenaw County. #
cases, # hospitalizations going down = following that trajectory.

*Eric McG:* One county on down-curve, others beginning to rise: latter
causing former to re-spike. Impossible to track?

*Sharon:* Yes, until we begin *contact tracing*. Transmission: people move
from area to area; can be weeks between moves (propagated in Metro Detroit,
moved to adjacent counties, etc.). Big reason for stricter Stay-Home order
renewal: seeing propagation across counties. Super-spreaders (due to social
behavior) — all it takes is one infected friend not doing social distancing.

*Suzette:* can graphic be shared with folks after call? (*Sharon:* yes)

*Jeff:* What about the *“herd immunity” argument* for why we should not be
doing these extensions?

*Sharon: *when herd immunity works, when I get sick, potentially infect
adjacent folks, but if they’ve already had it, it doesn’t go anywhere (herd
immunity). *What we DON’T know is whether we develop herd immunity with
this virus. *Past thinking: a population is bound to develop immunity. Now:
not sure, *not finding immunity at same rate with this virus* (through
antibody test) — didn’t convert your attack on the virus into antibodies. *GRAY
ZONE around whether herd immunity is happening here.* ¼ of epidemiologists
say *don’t know*.

*Dan: *would that impact our ability to develop vaccines?

*Sharon: *Yes. The piece people are trying to figure out is: if any
response by the body would have some kind of immunity-facing response; it
would have impact on vaccine development. This is a complicated virus…

*Syndallas:* Every year they try to come up with vaccine for flu, but b/c
of mutation, different effectiveness rates every year; give it best shot.
This virus is mutating; different strains between regions —
analysis/response changing as virus changes.

*Sharon:* We don’t know if mutations = more virulent or how it survives in
people. Won’t know for a while.

*Syndallas: *If people don’t develop immunity, how do we go back to work?
Longer period?

*Sharon: *Might have to transition to risk-mitigation strategies (e.g.,
grocery stores: clear panels, standing markers); change way we work, move
about in order to stay safe

*Folks: *Thanks, appreciate info as always.


11:40am *Develop Proposal for Sustainable Grocery Shopping - Tammy*
• Brief report on this week’s shopping, Instacart and in-person
• Create ad hoc committee to develop a comprehensive proposal for
shopping sustainability

*Tammy:* grocery pilot

· full week: chicken/eggs from John, AF shopping Tue, Krog Thur,
Meij Fri, Costco…

· Some shopping requests had 13 items, others 6-7; some asking for a
couple items, others lots

· Instacart (by Marta)

· Will follow-up with shoppers/recipients for refinement of process

· Creating spreadsheet: when, what…



*Mary: *Thinking of 1st week (participation, groceries…) — put together ad
hoc sustainability plan (now just a pilot)

*Tammy: *Hours given by work committee woefully inadequate (capacity).
Ideally, need more people to help, BUT that comes with increased risk =
quandary. Love to have other minds chime in. Feedback from shoppers (e.g.
Linnea: exhausted, then had to deliver). Maybe add people to help deliver
(not more shoppers)

*Mary: *Kelly — not all shoppers are getting any hours. Tammy: some folks
have volunteered.

*Malcolm:* While some of us have additional time, others can’t afford extra
contribution. Backup helpers needed.

*Mary: *questions/comments run-through:

*Tevah: *Mystified by what Tammy said: please communicate directly with
Work Committee about what’s needed hours/helpers. Follow up? *Tammy:* for
sure.

*Marta:* Instacart current order = $1000+ — major job sorting into
household. [Someone] built script for automatic sorting, but 10,000 lbs of
groceries/month — #s by work committee misunderstood; need to multiply by
4-5.

*Mary:* Information being gathered by shopping pilot, info will be
communicated to work committee, massage info…

*Annie: *Info about Frog Holler: put in info yourself, comes in boxes, easy
to distribute (no separation needed). NO control over what you get, but
just drive by & pick up

*Mary:* request for spreadsheet (Tammy will send out community reminder Sun)

*Mary:* volunteers for grocery meeting? (Mary: facil, Annie, Marta,
Suzette, Olas, Willie, Kelly)

*Eric: *Why is this being covered in community meeting?

*Mary:* Weekly steering meetings = get ahead of things that happen quickly.
Plan around shopping = get ad hoc group together to develop proposal; not
wanting to wait that long for community general meetings

*Mary: *heartfelt round of applause for all who helped with groceries!
(APPLAUSE)

*Tevah:* __?_ Farms CSA still willing to help coordinate with us; dried
goods too. Cap of items per household?

*Tammy:* Perhaps we say there’s been pent-up demand, so don’t expect same
scale of requests next time. Might trail off. Once CSAs get up and running,
this will affect grocery orders too. Round of applause to *billers*,
too! *Gayle/Cathy
*(APPLAUSE)

*Marta: *add 2 rounds to Arbor Farms, no limits to Easter card shopping.
Shopping we need is for volume — need to expand capacity.

(twinkles)


11:55am *Common House Update - Marta *
• Exercise Room — anyone needs access to weights?
• Laundry Room
• Broken washer bearing — cycle is slower
• Fluff & Fold

*Marta:*

· Exercise room closed but open for hot tub — used daily 2-3x. To
access: take survey, if pass 100%, gain access. Gratitude for making that
work.

o access to weights: okay, but have to move them out of exercise room

· Laundry room:

o washer closest to window has bearing going bad; will take longer.
Pushing boundaries of washer might require replacing unit (service =
$600-700, might be wiser to just replace)

• *Marta:* smaller loads

• *Kelly:* spins out on small cycle; sign says what to do

o laundry room list (Kelly, etc.) — how are you impacted by the slowness
of this unit?

o fluff & fold: only got 3 helpers; might need volunteers to have
available as needed

• *Suzette:* only 3 willing to do others’ laundry. Ask for more
volunteers; will send out email soon

• *Malcolm:* doing others’ laundry could be extremely high-risk

• *Suzette:* what training needs, including PPE? (need to discuss more)

• *Tevah:* why people didn’t volunteer = perceived risk. I’d rather
pay/take up fund for professional services (know how to do safely) than
have someone here put themselves at risk

(twinkles)

• *Marta:* Laundry guidelines: PPE, etc — sooner or later, someone here
will have COVID. Need to come up with some solution.

· *Mary:* is there a pro laundry service able to handle? committee
willing to look into? (Kelly)

· *Mary:* Debbie has asked about fund for laundry fix/replace.


12:05pm *May Jobs — Suzette*

*Suzette:*

· Work committee appreciates your patience during this weird work
season. Growing pains!

· Plan:

o not redo work allocation May (keep same April jobs)

o but some jobs need alteration (more hours for some)

o *timeline going forward:*

• today: email asking committees asking for changes to hours needed,
greater/updated job descriptions, training

• later in month: asking for volunteers to cover extra jobs; if anyone
gets sick, let know to fill in jobs

• end of month: touch up work allocation system, see shifted hours, roll
into May

• Questions?

· *Marta:* Would like input from needs survey to feed into amount of
service we can provide. Round 3 of survey to include these questions.
Vulnerable people, people who need help (*Dan:* *next version go out this
weekend will bring back question of vulnerability and who needs support*)

· *Kelly: *I volunteered to research laundry safety protocols.
Concern for me: no laundry except here or laundromat. Questions around
collective impacts — need a resource

o Suzette: talk offline, need more time to discuss

o Mary: reconvene laundry ad hoc group?

• Kelly: willing to reconvene, just can’t do it alone. Everyone (Megan,
Mary, Kelly, Syndallas….) has own strong beliefs about how to clean / be
safe



· *(Drew: wood chips – delivery need to move 2 cars)*


12:15pm
* Great Oak CDC/Governor’s Order Guideline Compliance - Debbi * CDC
-
https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/index.html
<
https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/index.html
>
Governor’s 4/9 executive order -
https://content.govdelivery.com/attachments/MIEOG/2020/04/09/file_attachments/1423850/EO%202020-42.pdf
<
https://content.govdelivery.com/attachments/MIEOG/2020/04/09/file_attachments/1423850/EO%202020-42.pdf
>

• Request for committees to review and discuss anything in their
purview
• Report back to Steering

*Debbi:*

· Be sure to read updated executive order, guidelines

o Summary:

· all gatherings not part of single household forbidden

· some households have combined

· read document yourself

· secure supplies via delivery to the extent possible

· limit to maximum extent the # of individuals who leave household
(good hygiene, no enforcement)

· docs have links, sublinks — important for committees to review
guidelines and see what applies to your committee’s purview?

· What needs do we have? (Committees — come prepared to have a
comprehensive view of what we’re doing.)

o Questions/Concerns:

· *Mary:* outdoor public gatherings — are we in compliance?

o *Debbi:* I believe we are (6 ft distance); I personally am choosing not
to do that

o *Mary:* jog 6ft apart? (Debbi: yes, but further apart – expelling air
further)

o *Mary:* Easter?

o *Sharon:* we have structural reminders, know when we’re out of bounds,
okay. We’re not like the general public. I do know that esp. for people
working outside of home, I’m asking them to be particularly mindful.
(Easter Bunny is an essential service – need to do that wisely!)

· *Malcolm:* wear mask (aerosolized droplets)

· *Kelly:* leaving home to go to work just for shopping — what
protocols?

o *Sharon:* using mask, gloves, washing hands

o *Andrew:* what about disinfecting groceries?

• *Sharon:* lot of controversy around this. A lot of people from science
part of things have put out lots of reasons why NOT to do so; sense of
safety (emotional wellbeing), but not a clear scientific consensus. I don’t
disinfect mine.

12:22pm *Announcements*

· *Susan K: *do something as a community to honor those on front
line, vulnerable, sick? Idea: have a weekly Zoom community tea (30m) — way
for community to hold space. *Twinkles?* (Yes — enough to get group started)

· *Kelly:* non-secular way of sharing? (Susan: offline conversation,
thanks)

· *Marta:* Instacart signup — submit today. Sunday — submit requests
before Sunday eve

· *Glenn:* garden workday today — wood chips delivered later. Other
tasks: repair fence, clean garden beds.

· *Dan:* acknowledge art walk conveners + MORE of that to keep our
life here going. Also, Touchstone: maybe TS doesn’t quite have their legs
underneath them like we do — could use help from GO… survey, offer some of
our solutions…

· *Mary:* extend meeting 10m? (YES)

· *Annie:* need feedback from community about *times to set up art
walk*

o *Mary:* *Fri/Sat night, Sat/Sun afternoon* (TWINKLES)

o *Syndallas:* weather-dependent

· *Susan:* steering committee — tri-communities asking collective
meeting like this (in the works)

· *Malcolm:* cute video (what it’s like going shopping these days) —
came in choppy, Mac will send out




12:25pm *Meeting** Feedback & One-Word Check Out*

Feedback:

*Marta:* covered a lot of ground, initiated committee feedback mechanisms.

*Annie: *consistent amount of care we are showing for each other (last few
meetings)

*Dan: *admiring Tammy’s shelf (teaching online cocktails class)

*Mary: *Thank you so much, hope to see you outside in the gardens today!


12:30pm *Adjourn*


—
*Andrew Nixon**, Licensed Massage Therapist*
*M.A., Philosophy, Cosmology & Consciousness*
*t:* 734.680.0343 | *w:* www.integralwellnessmassage.com
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