![Minutes: Process 2009-02-03 [Minutes]](display/images/gocohologo.gif)
Process minutes: 2009-02-03
Agenda:
Process Cmtee meeting2/3/2009
7-8pm, CH sitting room
Minutes:
Agenda1. Checkins
2. Monkey review
3. Online cmty library discussion
4. Budget check in, supplies
5. How to present training discussion item
6. Next meeting
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Present: Gail, Catherine, Jillian
2. Monkeys/Cooler/Freezer items from previous meetings:
MONKEY and COOLER: Process to ask minute takers to come to a process meeting
at the start of each work term to talk about the full minute taker job
description, and talk about the using names issue so they are aware of some
of nuances.
COOLER:
Discussion about how CRC members are chosen, is that working ok?
COOLER: Naming names in committee meeting minutes, periodically reread
current guidelines, make sure they're ok for both committees and plenary
Ongoing MONKEY: CRC should talk about the fact that they can't all to rotate
off at the same time. What are the current CRC members each thinking about
their terms, who is willing to continue? If everyone wants to continue for a
while that's great, its just that when folks do want to rotate off it needs
to be staggered.
Re-MONKEY: Jillian will check in with current BOA enterer about printing
out the agreements to put in the printer binder of BOA.
DONE: MONKEY: Gail will email renters to make sure they know, that they are
encouraged to participate fully in meetings, that their voice counts as much
as anyone else's, there are very few decisions they can't be part of. (This
should be spelled out in the levels of membership agreement.)
ONGOING MONKEY: when there are new people send them an invite to come to
community meetings.
ONGOING MONKEY: Jillian will remind infoco that: Facilitators should (1)
send out agenda at least 2 days ahead and then a reminder on the day of the
meeting, and (2) consider putting a slip of paper in every mailbox about the
meeting as well, at least a day ahead. Just to see if it helps.
Re-MONKEY: Jillian will draft a quorum pre-proposal for the next available
meeting.
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MONKEYS from last meeting 1/13/2009
Re-MONKEY: Jillian will get with Elph about putting in the final Fall 2008
BOA entries, and will show Jim G how to enter items in the BOA.
DONE: Gail will check in with Sarah and Adi and see where the online
resources idea is at.
DONE: Catherine will remind Jillian to put discussing the specific book
suggestions, and the purpose of the process line item for the library
resources, on the next process agenda.
DONE: Jillian will ask at the next infoco meeting if people have ideas about
how to start the training conversation at a GO meeting.
Re-MONKEY: Maybe all think about this for our next meeting. How can we make
the thank-you board more active. Could we make a game out of it, or
encourage people.
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New Monkeys from this meeting 2/3/2009
MONKEY: Gail will check in with membership and see if they'd like to come
to an upcoming Process meeting, 2nd Tuesdays usually, 7-8pm, to talk about
their new member and potential new member procedures - Process is interested
to know what is the buddy job description, what is covered about
expectations around coming to community meetings.
MONKEY: Catherine will put hooks and fishing line on the vision statement.
MONKEY: Jillian will ask Mary King and Debbi (our master gardeners) if they
have a reference book or two to recommend that are real go-to books for
Michigan gardening.
MONKEY: Gail will check in with Sarah again about scanning the dozen or so
books that we have in the resource library.
MONKEY: Jillian will email Process info about the nontoxic household book.
MONKEY: The other two books sounds good, we should probably check prices
etc, Gail will do so. How to Live Well without Owning a Car, The New Create
and Oasis with Graywater
MONKEY: Catherine will post the online game catalog idea to GO-tech people
and see what they say.
MONKEY: Jillian will ask Dale about maybe fixing the broken easel.
MONKEY: Gail will do a marker check and will get more Low-Odor dry erase if
needed. And will buy some adhesive name tags just to have them.
MONKEY: Jillian will ask CH cmtee if they know if we still have the name tag
box, not a big deal either way.
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3, Online resources
Process put out a call to see if people were interested in specific
resources to be in the library. We had suggestions of books on gardening and
also to buy games.
MONKEY: Jillian will ask Mary King and Debbi (our master gardeners) if they
have a reference book or two to recommend that are real go-to books for
Michigan gardening.
Adi donated a book of games.
And we do already have Reinventing Community, which someone suggested.
Gail talked with Sarah about scanning the existing titles for the GO online
card catalog. Sarah said she's willing to do it. Its not a lot of books, a
dozen maybe?
MONKEY: Gail will check in with Sarah again about scanning the dozen or so
books that we have in the resource library.
Other books that were suggested to process:
How to Live Well without Owning a Car
Healthy House Building for the New Millenium
The New Create and Oasis with Graywater
Maybe a book about maintaining a healthy household rather than building one?
I have a book about how to make your house less toxic, might be more
applicable.
MONKEY: Jillian will email Process info about the nontoxic household book.
MONKEY: The other two books sounds good, we should probably check prices
etc, Gail will do so.
Elph talked about how others could add their personal libraries too, in an
online card catalog. Can you see whose library a book is in? There must be a
way, so you'd know who to ask to borrow it.
There was a question about checking books out - there is a system to check
books out from the resource library.
I think it would be nice to have all the books listed in a central online
place and then we can periodically remind people what's in it. And we can
print off the online list and keep it on the bulletin board.
Question came up around games and the process resource library - not sure
that that is our focus. I'm sure there are games that would help build
community, maybe a few would apply and would be worth buying with Process
money. Fine for people to donate games of course.
The Process library is not everything in the sitting room. The general books
just come and go, which is fine.
However it would be GREAT to have a central online card catalog of Games
that GOers have at home, and people could ask to borrow!
Which software had the GO techs chosen? They seemed to be talking about
LibraryThing most.
MONKEY: Catherine will post the online game catalog idea to GO-tech people
and see what they say.
4. Budget check in - supplies
What is our budget for 2009? As follows:
Process Archives 100
Process Community training/facilitation 1800
Process Display materials 100
Process General/alt meeting supplies 300
Process Member resources 300
Process Total 2600
So one of the easels broke - the legs fold shut fine but then when they open
they don't stop, they just slide right out. Jillian put masking tape so it
can only open a certain amount, but that's a temporary fix! Someone
suggested seeing if Dale might have a way to keep the legs from spreading
out farther than we want. Drill little holes and use cord? We could ask him
to take a look at it.
MONKEY: Jillian will ask Dale about maybe fixing the broken easel.
In the meantime we should be ready to replace it if needed. Its still early
in the year and we can try using it longer and see how it goes.
There's still a pad in the closet so we're good on paper for now.
It did seem like dry dry erase pens were running out.
MONKEY: Gail will do a marker check and will get more Low-Odor dry erase if
needed. And will buy some adhesive name tags just to have them if needed.
Jillian searched high and low over the weekend for the nametag box and could
not find it anywhere. Could it have been thrown out?
MONKEY: Jillian will ask CH cmtee if they know if we still have the box, not
a big deal either way.
Both Catherine and Gail have "Staples Reward cards" just FYI.
5. Infoco meeting Training discussion
Suggestion from Infoco to bring Process's mandate forward and start the
discussion there. I like that idea. Jillian pasted the Process mandate below
for future reference.
We have an alternative meeting this week, and then the regular community
meeting in Feb will likely be all Touchstone, and then another alternative
meeting in early March, so we're looking at mid-March for when this might
come up, we have time.
6. Next Process meeting
2nd Tuesday in March, 3/10.
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Process Mandate 2005-01-17 (from BOA)
Summary: Process Committee Mandate Proposal: Are we empowered? No
What is our global task in service to the community?
The Process committee actively supports the decision-making and
communication processes the community uses at the individual, committee and
community level to accomplish it's goals.
i. CONSENSUS SUPPORT
The Process committee actively supports the community's commitment to using
consensus in our decision-making processes by:
- organizing and supporting effective facilitation for general community
meetings, including agenda planning;
- providing resources and opportunities for individual members and the group
to develop and strengthen our understanding of, and participation in,
consensus decision-making;
- keeping consensed-on decisions visible so that the work of the community
is respected;
- supporting the GO committee system by:
o clarifying and educating members about our agreed on structures and
processes;
o supporting committees in clearly identifying their mandates;
o supporting committees in communicating effectively with the general
community;
ii. COMMUNICATION SUPPORT
The Process committee actively supports and encourages respectful dialogue
that provides for the expression of diverse views on both the individual and
community level by:
- providing individual members and committees with resources that enable
them to effectively identify and resolve conflicts;
- providing resources and support to committee and general meeting
facilitators on how to effectively encourage and support dialogue in group
discussion;
- creating on-going opportunities for community building experiences that
support our developing sense of respect and appreciation for each other
What are we responsible for?
- Facilitation of General Community Meetings, including agenda planning;
- Setting the frequency of general meetings based on input from the
community;
- Providing resources for individual members and committees to understand
and effectively use the community's agreed upon processes and structures;
- Providing resources and trainings to individuals and the community to
support effective conflict resolution and consensus decision-making
processes;
What aren't we responsible for?
- The outcome of specific community decisions;
- Approving or endorsing the content of specific proposals;
- Resolving conflicts within committees, between committees, between
committees and individual members, between individual members, or
community-wide conflicts;
What is expected of committee members?
- Intention to work on behalf of the community's well-being;
- Participation in committee discussions - in-person at committee meetings
whenever possible, via e-mail when appropriate or necessary.
- Willingness to take on and follow-through with occasional tasks outside of
committee meeting time; ability to realistically estimate completion time
for tasks; ability and willingness to say "No" to such requests; willingness
to ask for help/support when you need it;
- Respect for confidentiality regarding personal conflicts or other
sensitive issues that may be discussed by the committee;
Objectives: What projects/proposals are we currently working on?
- Drafting a proposal that outlines processes for effective
decision-making/communication at the committee level; ETA: March, 2005;
- Drafting a proposal that will clarifies the consensus terms and processes
we use at GO; ETA: April, 2005;
- Supporting implementation of an electronic Book of Agreements; ETA: April,
2005;
- Supporting implementation of an on-line archive of committee and general
community meeting minutes; ETA: Spring 2005;
- Support the CRC in requesting agenda time (at least once a quarter) during
general business meetings for community building experiences that support
our developing sense of respect and appreciation for each other;
Where do we get our funding?
- We are funded through the GOCA operating budget;
- We submit our budget needs to the community's consensus based budget
process;
- Process line items are dedicated to: archive materials, expenses related
to providing training and resources, and community meeting supplies;
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