Process minutes: 2004-10-26

Minutes:

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Process cmtee meeting
Tuesday, 10/26/04, 7:15pm, Jim Sweeton's house

Present: Jim Sweeton, Amy H, Carl, Gail, [[Elph]], Jillian, Susan, Sarah, Willie for a while

'''Agenda:'''
1. Check-ins
2. Monkeys
3. Book of Agreements
4. Decision Revisiting
5. Winter work season
6. next meeting
7. Process cmtee job description
8. How to support folks not on cmtees who want to do committee work
9. Process budget
10. Cooler items

'''1. Checkins'''

'''2. MONKEYS'''
MONKEY: Amy H will talk with [[Rod]] about using some agreements tracker time for entering BoA data.
MONKEY: [[Elph]] will email the revised version of Decision Revisiting out to process.
MONKEY: Jim Sw and Susan will check with Tim re if he wants to continue on Conflict Res.
MONKEY: Sarah will check in with Melisa about continuing with [[InfoCo]].
MONKEY: Sarah is willing to take a shot at process job description and send it out on email
MONKEY: rest of process cmtee needs to comment on Sarah's process job description after she emails it out.
MONKEY: Susan will talk with Kelly about the ideas process had about how to support work being done by non committee members.
MONKEY: Gail will research the expenditures that were for the Archiving for this past year.
MONKEY: Sarah will chat with Willie just to see how things are going, and to see if clarifying emails about the budget and the budget process can go out to talk.



'''3. Book of Agreements'''
Willie came and showed us the Book of Agreements in progress - exciting! He went over the features, we came up with a few ideas.

What will it be like for the person doing data entry? they'd log in and get a form with text input windows. At least one dropdown, maybe two. one would give them all the committees to choose from, and one would give them the date. And then they would submit the info and it would be saved. if they want to they can revisit and edit this info. Body of the proposal they can just copy and paste into it.

How do we get all the historical data in there? Willie needs to work with them, whoever does it.
We will talk about this when we talk about work for next season. Whoever does it will need to talk with Willie to start and work with him when they're done. So willie should get some hours for winter. Seems good to keep going on this.

[[Rod]] has three hours this fall for "agreements tracker" - have had not many agreements to track yet this work season - maybe we could use some of his three hours to make some progress to get some data in there. And he had said before he might be willing to do that. seems like we'd only use a half hour max on agreements tracking the rest of this season.
MONKEY: Amy H will talk with [[Rod]] about using some agreements tracker time for entering BoA data.

first priority is agreements, second is community meeting minutes, third is committee minutes. Will we ask committees to post them themselves, or have someone doing it with work hours?

I think we should encourage committees to use the tool for entering their own committee minutes, as far as current minutes. Past minutes is a different story.

Work needs for winter:
willie - 2 hrs/mo
content enterer - 2 hrs mo

public access? potential buyers who need to know what the rules are -
there's a lot of stuff to wade thru.

link off top page to the most likely proposals new buyers would want to see? Cornerstone cohousing does that. Excellent sample.

'''4. Decision Revisiting Policy'''

Jim and [[Elph]] did meet. [[Elph]] read it out loud and will email it to us.
Did you think of any hypothetical examples? yes.
it drops the six household thing, which helps with not creating divisiveness.
Timeline?
you have to bring the concept to a community meeting as an intro, then get feedback and ideas before you write a proposal, and then goes thru our normal 2 or more meeting process for decision. and in the meantime the current decision stands.

encourage use of conflict resolution cmtee to help conversations happen among people with very different views?

one person by themselves working on a new proposal on an issue that a committee spent a lot of time working on balancing various viewpoints?

but they'd have to bring it to a full community meeting just as an idea discussion, if people are really not interested they will get that feedback, and will be strongly encouraged to talk to people with differing views.

in general we need to develop guidelines as far as proposals coming to full community meetings, Sunward has that.

is the proposal template on the wiki? yes. [[Elph]] added a couple lines to it, around bringing ideas to relevant committees or to the whole community.

MONKEY: [[Elph]] will email the revised version out to us.

'''5. Winter work session'''

Willie - hours for BoA
Convenor? Sarah enjoys doing it, but she's wondering if its good for us to model the rotation. Sarah is doing an excellent job. We could also rotate the facilitation and minute taking - that would be a good idea.

Conflict Resolution cmtee - staying on? Jim Sw and Susan will check with Tim.

Contingency hours - have we used them? Gail has been using them for LiLaCC - which is very beneficial. Lets leave it that way.

Archive and bulletin board - ok as is.

Melisa continuing in infoco?
MONKEY: Sarah will check in with her about this.

BoA data entry - Jillian would consider doing this in winter if [[Rod]] does not want to keep doing it.

'''6. Next meeting'''
Nov 10, 7:15, CH sitting room.

'''7. Process cmtee job description'''

MONKEY: Sarah is willing to take a shot at it and send it out on email if people will comment on it, and she'll bring it to the next meeting. Sounds good.

'''8. How to support folks who are not on committees to help with committee work'''

This came up at the committee training day. One of the groups that met during the training day was folks not on a committee and they were asked to talk about why, what might help. Kelly and Sarah talked about this. Scheduling concerns - schedules are unpredictable, or not enough time, or they can't stand to sit in a meeting they are task people, they'd rather just have you tell them what to do. And they felt guilty. Are there ways they could help, with tasks etc, without going to every meeting? How can we facilitate that happening? 5-7 people in this group.

speaks to our concern for diversity, making room for various people. Don't want it to be the process cmtee's project though. how can we support them. Kelly is fine with being the point person for this group of people.

The nature of committee work is a lot of "head" work tho - the easy delegatable work is often part of the work system. But not always -

Point person could put out a call once a month and ask cmtees, if you have anything?

- Lilac needs help with potlucks, setup and straightening up after
- fun cmtee needs help - maybe could just ask these folks, make a valentine's day party happen and let them run with it.
- grounds cmtee has specific tasks - need a yard waste bin to be built etc.
- coordinating community workdays - make signup sheet, make refreshments etc - the committee doesn't have to deal with all the logistics. Work [[Committee]] is currently developing a plan to provide more coordination for Community Work Days.

- I've been in a group that has supportive backup members of the group - has a list with people, with areas of interest and expertise, and contact info. A resource list that could be distributed to the committees.

If this really worked well, we could have a smaller number of committees, and have resource lists of people's interests - come together in times of mutual aid, and support - anarchy!

there's people out there with a variety of skills.

do the folks on the list need to have a commitment though, to do work if asked? what kind of commitment? If folks declined to do any of the tasks asked we'd need to check back in and see if this is working.

come up with a list of examples of kinds of things so committees can see, and so these folks can see too, what we're thinking of. And what things might they add, what kinds of skills or interests do they bring to it.

- Process will show support for this idea.
- Process could begin this list, and pass it to Kelly, ask her to think more about what kind of model they would like to use, this resource list is one idea. Maybe brining it to a community meeting? Or we could leave it to Kelly about how they want to communicate this.
- ask committees to come up with a list - if you had any tasks that could easily be picked up by someone who can't make it to your meetings, and if so what are they, just to start it off.

MONKEY: Susan will talk with Kelly about this.

'''9. Process budget'''

-from the 10/14/04 process meeting minutes - :
Archive: per Gail, fees can stay at $100
[[Meeting]] Supplies: need easel $150, $150 paper, pens = $300 (note this easel will last more than 1 year)

Training - we have more data now to bring more detail to this.
either two short sessions or one 2-day weekend like we used to do?
food for two lunches: $8/head, est minimum of 40 people = $800
childcare for 14 hours at $40 hour: $560
training person: $2000
Travel expenses: $300

Emergency Facilitation: 10 hours at $100/hour = $1000
Total: $5,000

general discussion about assoc fees:
sliding scale on association fees? how. has to be voluntary. You set a base that everyone has to pay, and say that if you can pay a bit more to please do so. And if there's any shortfall it gets divided among all the members. community farm does this. you could get chits - if three households pay extra you get chits to provide to other households. Or you do this ahead of time, you get everyone's commitment, add it up, see if there's a shortfall and then renegotiate. there's a role for affordability, people won't identify in the full group.

we no longer have an affordability cmtee. the Possibilities cmtee? a new turn on affordability.

what happens to money that you don't spend at the end of the budget? We don't know. If you don't roll it over people may seek to spend everything they have been allotted.
- end of 10/14 minutes-
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look thru it again - anything to change? No. Looks fine.

MONKEY: Gail will research the expenditures that were for the Archiving for this past year.

discussion about rollover of money for a few years to save up for items that are bigger ticket, or, is this covered in the long term capital reserve fund - say every 3 years need money to replace this or that piece of equipment? or even every 10 years, may need a new washer and dryer. can't we tag certain line items? over the course of 5 years we will spend this amount of money on compost equipment replacement, so every year we need $100 - accrual items. Certain committees need accrual line items.

Where do we go with this?

worry that the info request that went out on email to committees was confusing, that committees need info about how the budget process works.

MONKEY: Sarah will chat with Willie just to see how things are going and to see if clarifying emails about the budget and the budget process can go out to talk.

'''10. Cooler items'''
COOLER: debrief about community training day
COOLER: how to track cooler items
COOLER: open mic any more? if so we should go over the guidelines Gail wrote up.