Process minutes: 2022-04-13

Minutes:

Process Committee Mtg
7-8pm Zoom
Members: BeckyH , Jillian
Present: Becky H, Jillian, Jeff

Agenda:
1. Checkins
2. Task review
3. Next work season next steps
4. Next steps, BOA work: looking at combining the “take care of your stuff”
agreements
5. Hybrid meetings, initial thoughts
6. Next meeting

2. Task Review
DONE: Process to go through the list from Willie of BOA agreements that
were meant to be temporary, and email them to their respective committees
and ask them to review and bring back a modified proposal to the
community, or, review and ask Process to mark them as Expired in the BOA.
TASK: At our next meeting, Process to work on reconciling the three pick up
stuff agreements - Parents pick up toys / Everyone pick up toys and stuff
/ Everyone pick up all your stuff from all common areas - and bring one
back to the community to discuss replacing the three with.
DONE: At this meeting, Process to look through Willie’s list of expired
agreements just to double check that we agree that all should be expired.
(All are findable in BOA when you click to “include expired agreements.”)
TASK: Process to bring the 5 year Vision agreement back to the community to
review this summer, since it was supposed to be worked on for Sept 2022.
TASK: Jillian to work on new blocking proposal with Mary King and run a new
draft by Process. See previous minutes for details. Complexities to this
but will work on it.
DONE: Jillian to enter preassignments this week
DONE: Becky to email agreements to Buildings, Jillian to email agreements
to CH and meals and Work.
TASK: Process to remind people about the expired agreements and searching
the BOA.
TASK: Process to work on its “murky” agreements that had sunset clauses,
Infoco Mandate and Alternative meetings - next meeting?.
DONE: Jillian to check in with Willie about the “surpassed agreements”
category - seems like that should be changed to “expired” since that is too
gray of a distinction.
DONE: Jillian to email out a scheduling survey to all process workers for
the next season
TASK: Once Jillian has all the scheduling survey responses, create the
process jobs work schedule and email it out to all workers and agenda
planner.
TASK: Jillian will ask the BOA content person (currently Nikki) to please
update agreement 154 with the proposal from 155.
TASK: Becky H will contact current CRC and see how they’re doing and if
they think it’d be beneficial to join in an upcoming process meeting.
TASK: Jeff will email Process and Common house committees with an initial
question about what equipment do we already have in the common house for
meetings, to help inform a conversation about what we might need for
eventual hybrid community meetings of some in-person and some zoom
participants.

3. Next work season, date assignments
Jillian emailed out scheduling survey for the May-Oct 2022 season to all
workers.
TASK: Once Jillian has all the scheduling survey responses, create the
process jobs work schedule and email it out to all workers and agenda
planner.

Any new workers this season? Don’t think so. Might be good to check in with
CRC folks, Process has not met with CRC in a while, and Susan King is
officially rotating off (had been on in only an advisory role), coud just
check in about how they are doing, how has their workload been, if they
need anything from Process.
TASK: Becky H will contact current CRC and see how they’re doing and if
they think it’d be beneficial to join in an upcoming process meeting.

4. Process to look at three similar BOA take care of your stuff agreements
and see if any should be combined.
https://gocoho.org/boa/?id=agreement&num=154
http://www.gocoho.org/boa/?id=agreement&num=155
http://www.gocoho.org/boa/?id=agreement&num=160

We looked at the text of all three. Number 160 is a bit different, it also
has a focus on personal "messes," eg someone has an art project in the
dining room, seems like that one should stay as is. And the other two are
very short and straightforward. 154 has an additional piece of parents
removing their household’s toys and vehicles from common areas at the end
of the day, along with a sentence about everyone removing tripping hazards
at all times, and 155 is just one sentence, about everyone removing
anything that could be tripped over, any time.

Suggestion to add the wording from the 155 proposal at the end of 154
proposal - the flow is ok and it just emphasizes more if something is
dangerous take care of it right away. And it does not change the meaning
or intent at all so does not need to be consensed on again. So the
agreement/proposal part of 154 will now be:
—
Each household will remove their toys and vehicles from common areas at the
end of the day. Assistance from all community members is welcome.

All community members are asked to remove tripping hazards from pathways
and commonly trafficked areas and entrances to the common house at all
times.

If the location of an object presents a safety risk pick it up or move it
out of the way immediately when you come across it. Safety = Now.
—

AGREED: We’ll modify agreement 154 by adding the last sentence from
agreement 155 and mark 155 as expired. We’ll leave agreement 160 as is.
TASK: Jillian will ask the BOA content person (currently Nikki) to please
update agreement 154 with the proposal from 155.

—---

5. Hybrid meetings

All GO community meetings are currently via zoom as the default, but I
wonder if we should send out an email to GOTS asking what tools or
techniques people are using to have successful hybrid in-person and remote
meetings in their lives, maybe at work etc.

Jillian’s work uses an Owl Pro in a small conference room - they cost $1000
and only have an effective range of about 3-8 feet, unreliable when people
are farther away than that, and uses a “Zoom Room” in the large conference
room, but that is probably a monthly or annual subscription that is far
more than GO currently pays.

One good thing is that GO is very used to using microphones, and we have
the microphones and that roku setup to use them.

We’d need to think about, do we want to aim for using the dining room, or
aim for using the game room. The dining room is big enough to fit a large
meeting and can space people apart more, and it has the microphone setup,
but not the projector. The game room is smaller and people would need to be
closer together, and it has the projector and the painted screen, but not
the microphones. The projector is probably very old at this point, too?
Unless its been replaced?

Turns out Jeff Human works on audio-visual solutions professionally and is
happy to share expertise when he has an idea of what we are after. Yay!

TASK: Jeff will email Process and Common house committees with an initial
question about what equipment do we already have in the common house for
meetings, to help inform a conversation about what we might need for
eventual hybrid community meetings of some in-person and some zoom
participants.

6.Next meeting date: 5/11/22, 7pm

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