Process minutes: 2009-10-14

Agenda:

Process Cmtee meeting
10/14/2009
7-8, CH sitting room

AGENDA:
1. Checkins
2. Monkeys
3. Budget checkin
4. Skills and Thrills event
5. Next meeting

Present: Gail, Catherine, Jillian, Greg S-P.

1. Did a round of checkins.

2. Monkeys/Cooler/Freezer items from previous meetings:

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: Periodic check-in about how CRC members are chosen, if that is
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.

ONGOING MONKEY: Process will email new renters or owners 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 renters
can't be part of. (This should be spelled out in the levels of membership
agreement.)

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.

Ongoing-MONKEY: How can we make the thank-you board in the CH entrance-way
more active. Could we make a game out of it, or encourage people.

Re-MONKEY: Catherine will put hooks and fishing line on the vision
statement. She has been working with Heather on it.

COOLER: Committee-level decisions and how they could or should get entered
in the BOA - they are not currently always getting in.

Minutes:

MONKEYS from the previous meeting:

DONE: Lets revisit/suggest the community meeting start time for a fall
meeting topic. Overall tenor of the community meeting on 10/7/2009 was, stay
with 6:30-8pm.

Re-MONKEY: Jillian will email a tweaked draft of the Process mandate to
process with a new category iii, COMMUNITY BUILDING, with a bullet or two
under it. That broad category would cover all the diverse kinds of interests
and ideas that came up around planning weekend events. We've been adding
member resources that are not just about consensus, communication, and
decision making. That could be another bullet under iii.

COOLER: check in with membership later in the fall about if they want to get
together to help them plan a community meeting discussion about the purpose
of membership cmtee.

--------------

MONKEYS from this meeting, 10/14/2009

MONKEY: We need to ask participants to help set up the room and set the
tables for dinner, at the end of the skills and thrills event on Sunday
11/15.

MONKEY: We need to make sure Kathy B plans to be at the skills and thrills
event both days, so checks can be written for the childcare folks, or, write
them ahead of time.

DONE: Jillian will email Megan letting her know she can spend $200 for a
potluck entree on 11/14. She should ask for reimbursement from Kathy, just
put Process/Training as the lineitem.

MONKEY: at Process's next meeting we should figure out snacks, coffee, room
setup, cleaning for 11/14 and 11/15.

MONKEY: Jillian will send something out to talk about the broad brushstrokes
of what we'll do on Nov 14 and 15.

----


3. Budget

None of us were able to be at the September community meeting about the
budget. There was a comment, can Skills and Thrills budget be lowered? Its
pretty much exactly accurate for a weekend event. The $900 fee is at the low
end of professional fees for 8 hours of on-the-floor work plus generally an
equal amount of prep beforehand and any reporting afterwards. We'll see what
people say on Monday.


4. Skills and Thrills event

November 14 and 15, 1-5pm each day

First, logistics -

- Hope is willing to do an easy meal on Sunday 11/15, which is great since
the event clearly cuts into cooking time.

MONKEY: We need to ask participants to help set up the room and set the
tables for dinner, at the end of the event on Sunday 11/15.

- Rachel has already lined up the childcare for both days, yay! Cost will be
$240, two people each day.

MONKEY: We need to make sure Kathy B plans to be at the skills and thrills
event both days, so checks can be written for the childcare folks, or, write
them ahead of time.

- Eric did not need the dining room on 11/14 after all, whew.

- Megan is going to organize a dance event on Saturday night, and a dinner
potluck too. Since we have $150 to $200 in our Skills and Thrills budget
for a meal, lets offer it to Megan to buy an entree with, to help the
potluck since everyone will be busy up until 5pm.

DONE: Jillian will email Megan letting her know she can spend $200 for a
potluck entree on 11/14. She should ask for reimbursement from Kathy, just
put Process/Training as the lineitem.

MONKEY: at Process's next meeting we should figure out snacks, coffee, room
setup, cleaning for 11/14 and 11/15.

On to content. Infoco had a conference call with Evan on Sunday morning,
Jillian emailed out minutes from that. Evan emailed a draft agenda for the
weekend, and then followed that up with some thoughts that Laird had on the
draft agenda, and her thoughts on that.

First, big picture, is this going in a direction you like? The conference
call came up fast and process folks were not there. Yes.

Start with successes first, I like that idea. As long as people know that
there will be time to talk about what they think is not going so well.

One thing that came to mind for me, the first time that Diana was here we
did a lot of prep work - we did placemats with quotes, and signs - that
helped build a positive atmosphere I think. Maybe we could build that in
again to this one.

Jillian will add that to feedback given to Evan.

We want to make sure that newcomers feel that this is for them as well.

When I first saw "What were we thinking" as a title, it made me wonder who
"we" is - are new people welcome? Is it only for old-timers?

Excellent point. We need a subtitle - the idea is:
"What were our dreams when we moved in, what didn't end up being the way we
thought it would be, what excites us about being here now, and how would we
like to move forward."

Jillian will add that to feedback given to Evan.

Is there a teaser at Monday's meeting that we could do to start? Hm have to
think about that. And there's the Nov 4 meeting too.

We have done a visual timeline in the past, so Evan's idea was to do
something more oral-based, so people chime in with stories. I like that
idea.

Hm not so sure about pieces of concrete in the "what will we do moving
forward" section - like the seeds! Jillian has some pretty bean seeds...

I think its off to a really good start.

We have another phone date with Evan Nov 1, at 11:30 am in the CH, all
welcome.

Should we try to get feedback from GOers?

I think it would be worthwhile to email out a very broad brushstroke - over
the two days we'll talk about our dreams coming in to cohousing, our
successes so far, our disappointments, our excitement about living here and
what we'd like to do to get more of what excites us.

A sentence or two about the structure - that it will involve small groups as
well as large group. You will get the most benefit out of being at both
days, but if you can only make it to one or the other please come anyway.

MONKEY: Jillian will send something out to talk about the broad brushstrokes
of what we'll do on Nov 14 and 15.

5. Next meeting
Our next meeting was supposed to be 11/11, Jillian can't make it. Switch to
11/10, 7pm. Catherine will switch off her dinner clean. Thanks Catherine!

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