Process minutes: 2009-12-08

Agenda:

Process Cmtee meeting
12/8/2009
6:45-8pm CH sitting room

AGENDA:
1. Checkins
2. Monkeys
3. Check-in Jobs for next season
4. Process Skills and Thrills materials from Evan, next steps
5. Idea - do an annual "year in review" each winter
6. "How to throw a weekend event" draft doc
7. Alternative meeting proposal next steps
8. Next meeting


Present: Gail, Greg, Jillian

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.

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

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.

DONE: 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.

DONE: 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 $250 of
Process money for food on 11/14.

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

DONE: Logistics for the weekend - Sarah will be buying snacks on Friday,
also picking up Evan, will round up some card tables and tablecloths, will
take down the lights on the east dining room wall and perhaps look into an
easy way to clip up the bottoms of the saris if needed. Sarah can loan her
computer for minutes. Will ask Debbi about fingerpuppets. Debbi has ageed to
make a treat for the conversation cafe. Alicia will be going to the scrap
box. Catherine will be calling everyone to remind them. Gail will do another
burma shave campaign. Jillian will send out a reminder email. Mary King will
take Evan to the airport on Monday at 8am. Jillian and Elph will take Evan
out to dinner on Friday, others welcome, let Jillian know if you'd like to
come. Thanks all!

DONE: Process/Infoco to get together with Evan Sat and Sun, 10am, at
Jillian's, to go over any logistics and agenda changes etc, and have
breakfast, then help with room setup if it was not done the night before,
etc.

Minutes:

MONKEYS from this meeting 12/8/2009

MONKEY: Gail will forward the minutes guidelines to the minute takers.
MONKEY: Jillian will email Patti and Vincent and check on the Process
meeting date/time with them.
MONKEY: Jillian will make sure Patti and Vincent sign up for the Process
email group
MONKEY: Jillian will work on the Process mandate and get a draft to Process.

MONKEY: Catherine should make sure that Alex gets added to the CRC email
list.
MONKEY: Processians to read Evan's long writeup and let Jillian know if you
think anything needs to be tweaked before its emailed to talk.
MONKEY: Gail will read through Evan's long document to pull out 'highlights'
- many GOers won't wade through the whole thing, and Gail wil post a
'highlights' version to talk.
MONKEY: Jillian will email Evan's entire doc to talk (in the body of a
message).
MONKEY: Jillian - Task from the document that is a compilation of
challenges, successes, and ideas is to look through and pull out the ideas
and get them to committees.
Ongoing MONKEY - All of us in process - think about the event and the
results and how can we continue the work from it and learn from it.
MONKEY: Gail will contact Alex and Sarah and see about getting together to
plan a 2009 year in review event.
MONKEY: all Processians please read the draft doc of how to plan an event,
and email any feedback/additions/corrections and Jillian will post on the GO
wiki in the Process section.
MONKEY: Gail will make a list of what the alternative events all have been
and who led them, to post at the meeting and also email it out beforehand.


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


3. Process Jobs for next season

Seems like we're mostly ok. Jillian has 2 facilitaor shifts, will give it a
try, probably doing 2 solo meetings, esp since she will be away the month of
Feb.

MONKEY: Gail will forward the minutes guidelines to the minute takers.

Gail put out a dates questionnaire for facils and minute takers, due Monday
morning

Process usually meets 7pm on the 2nd Wednesdays, used to be 2nd Tuesdays but
sometimes that's too short before yoga.

MONKEY: Jillian will email Patti and Vincent and check on the Process
meeting date/time with them.
MONKEY: Jillian will make sure Patti and Vincent sign up for the Process
email group
MONKEY: Jillian will work on the Process mandate and get a draft to
everyone.

MONKEY: Catherine should make sure that Alex gets added to the CRC email
list.


4. Skills and Thrills summary and learnings documents from Evan

Evan emailed two docs to Infoco and Process:

- one a compilation of challenges, successes, and ideas from the Saturday
meeting that Process might want to go through and distribute to committees.

-the other is a long writeup about the whole event.

MONKEY: Processians to read the long writeup and let Jillian know if you
think anything needs to be tweaked before its emailed to talk.

MONKEY: Gail will read through Evan's long document to pull out 'highlights'
- many GOers won't wade through the whole thing, and Gail wil post a
'highlights' version to talk.

MONKEY: Jillian will email Evan's entire doc to talk (in the body of a
message).

MONKEY: Jillian - Task from the document that is a compilation of
challenges, successes, and ideas is to look through and pull out the ideas
and get them to committees.

Ongoing MONKEY - All of us in process - think about the event and the
results and how can we continue the work from it and learn from it.


5. IDEA - ANNUAL YEAR IN REVIEW

Our institutional memory is so short - what if we did an annual review - a
narrative of what had gone on during the year - a history of what committees
and the community have accomplished that year. Also people who have come,
and a bit of info about them, and people who have left, and a bit of info
about where they went and why.

Need for a timeline as well.

If we did a year in review for 2009 and see how it went and then go back in
time and catch up on previous years. And we could get in the mindset that we
do this every year. Might fit under archivist position. Could add it to the
archivist position.

Could be prepared in written form for the anniversary party, or it could be
done separately, at a community meeting or alternative meeting, but it
should be written down if its done orally. Likely better to be not at the
anniversary party, do it at a regular meeting, make it fun.

Gail and Alex and Sarah are interested in this happening.

We should do a 2009 as a trial run and then see if we want to add to job
description of archivist as someone who works on making it happen.

With a goal to have it happen in January or February community meeting.

MONKEY: Gail will contact Alex and Sarah and see about getting together to
plan a 2009 year in review event.



6. Jillian's draft doc on how to create a weekend event

MONKEY: all Processians please read the draft doc of how to plan an event,
and email any feedback/additions/corrections and Jillian will post on the GO
wiki in the Process section.



7. Alternative meetings

We had created alternative meetings originally in Aug 2007, for 6 months.
Returned to it in March 2008 and said in March/April 2009 we would evaluate
and decide if we wanted to continue. And if we did not do that we would go
back to our original 2 business meetings/month. Oops, we did not evaluate in
March/April 2009.

There were questions about Alt meetings in the Sklls and Thrills event. I
think we need to do an evaluation of how its gone before we bring the
proposal back officially. We could do a go-round about alternative meetings
- letting people say what they went to, and what they liked best and why.
Could do two rounds of go-rounds and deepen the question on the second round
- what do YOU think alternative meetings are for, what would be both best
for Great Oak and of greatest appeal to YOU to lead and/or attend - finding
the balance.

MONKEY: Gail will make a list of what the alternative events all have been
and who led them, to post at the meeting and also email it out beforehand.

And then bring back a proposal the next month or two.

Process does not try to dictate what happens. We have asked people who want
to lead one to rate it highly on theri work survey and also to let Process
know what they have in mind. So we can balance things a bit, figure out
dates, assign people who have not done it before.

Winter - Catherine on recycling; Becky wants to continue work on CH 5-year
planning, Katie wants to bring back the 10 year grounds plan, and Pam will
do another getting to know eachother evening.

Would be great to encourage people who have never done one before, to lead
one in spring and summer.

MONKEY : Gail will add to agenda planner job description, to keep proposals
with sundown clauses in the list of items to come back and when.



8. Next meeting
Our next meeting is supposed to be 1/13 (2nd Wednesday) but Jillian has a
conflict, so let's plan on Tuesday 1/12/2010, 7pm.

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