Minutes – IO Planning Meeting (Thurs) – 1/12/12

Call Facilitator: Tammy
Maestro Board Manager & Time:  Walt
Note Takers: Primary:

CALL OBJECTIVES (Desired Outcomes if Known):

• Share Information, Generate Ideas, Make Decisions (as appropriate)
• Forward The Action on Key Agenda Items
• Get Lots Done and End Call On-Time

OVERVIEW AGENDA (BROAD BRUSH)
The Detailed Agenda often goes several layers deep and can be confusing to some.  To help make it clear here is the High Level (Broad Brush) Agenda

1. Opening the call (7min)
2. Guidelines for Participation for this Call ( 8 min)
3. Sub Group Topics: Reports and High Priority Items (45 min)
4. “Priority “ Planning, Strategy or Organizational Item;  IO Calls (30 min)
5. Other Items (20  min)
6. Closing the Call:  (8min)

DETAILED CALL AGENDA:

1. Opening the call (7min)

1. Welcome any Newcomers to this call
2. How Maestro Works :
3. 1 Stack, 2 Twinkles, 3 Disagree, 4 Direct Respond, 5 Point of Process
4. Check-Ins (30 seconds each)
5. Changes / Additions to the Call Agenda?
6. Note Taker  Brandi and others are welcome to join

2. Guidelines for Participation for this Call (8 min)

1. If we have participants on this call who aren’t on a IO Sub Group how will they participate?

1. Nate: determined to bring on board through sub-groups and orientation calls. guidelines, not requirements.

monday call, then orientation call, then sub-groups and final planning group invite.

2. Check in with Cal and Joan and the process of connecting new volunteers to IO Sub Group and operations work and by extension to this Thursday Planning Meeting.
3. Walt: talks about the dynamics of how he feels alternative routes to Thurs planning and call have worked through an experiences.
4. Tammy: new individuals having been through sub-groups are allowed at this point.
5. Nate: no process of determination as to who “is member” but we all are participants. does not feel we have  problem at this time.
6. Walt: stands aside due to feelings of some issues he sees as “problematic”  We did spend much time on this but it appears the difference of understanding is still lingering.
7. Cal: individuals will be speaking tomorrow in personal call to come up.
8. Walt:  Offered Cal a time to call today, didn’t hear back and is not available for a call on Saturday (as expressed in that email)

3. Sub Group: Brief Reports and High Priority Subjects (45 min)

9. Outreach (  min)

1. CoC call

1. Nate: have a had a couple, and then a really good one this last week, mostly their knowing of purpose for communication. Not official IO calls, but CoC calls, would like multiple ppl and groups for CoC and facilitating future calls as growth happens.

• Orientation call
• 1. Volunteers needed for existing projects
  1. post notes and call recording  (simple task),
  2. need TAs (more complex)
  3. See Agenda Item 4a (owns each call, make sure it has all roles fulfilled) sponsor of call, to follow up with IO service users for feedback and debriefing.
  4. help pull announcements from list and vet to web content person
  5. gather info about (all the ones around) GA in central place.
  6. outreach crucial, and streamline with other groups
  7. (missed something here)
  8. Jay: volunteer to search through minutes and compile with clear, comfort info.
  9. Andrea is trying to do something like that and ties into the other tasks
  10. social media ppl. pushing call info out there.
  11. on ground and traveling as ambassdors for IO, get more ppl in smaller groups, on board them as organizational stream.
  12. IO in own GA and local WG.
  13. Steve: Hot topics, great speakers, and they will want to come back with awesomeness.
  14. Joan: guest speakers/ introduction should be through a process.
  15. Jay: can have through break-out groups
  16. maintain website
  1. Actions/ Communiques (good to combine? who will do this?):
  2. Slide Show/Main Page Content Refresh  (twice a week? Who will do this?):
  3. CoC related Lists, Pages, Permissions (what needed, who will do?
  4. Web Style and Navigation Adjustments: (an occasional tuning, not daily admin)
• Build a Call Agenda/Notes Maestro Participant Dashboard User Page: (Hassab’s Idea.  Do we like it?  If yes, Who will build it?)
• 2. New Projects for new folks
  1. Pr, International Subgroup, Newsletter, Interoccupation calendar, Others?
  1. Chris: a video feed updates?
  7. Web (12)
  1. Quick report (If needed)
  1. Menu architecture and categories discussion Monday 1/16/12 7pm est
  2. Social workspace yes/no?  (6 min deliberation)
  3. Call Console for participants (Share idea, solicit ideas)
  4. Click Here for Sub Group Agenda
• Going Live with New WEB Look (hope to do this Tuesday night after Menu work is done)
• 1. social work space: how to have a social space, or forum type function.
  2. Nate can help Tuesday Night. Being on call Monday, and then roll into Tuesday to get ready for LIVE.
  3. Jack Rabbit is formally dealing with announcements. actions and communiques are getting done maybe with announcements.

  
  

  3. Who will administer what on the Web going forward (Discussion 8min)
  1. (See two new Call related teams proposed later in agenda)
  2. Actions/ Communiques (good to combine? who will do this?):
  3. Slide Show/Main Page Content Refresh  (twice a week? Who will do this?):
  4. CoC related Lists, Pages, Permissions (what needed, who will do?
  5. Web Style and Navigation Adjustments: (an occasional tuning, not daily admin)
  6. Build a Call Agenda/Notes Maestro Participant Dashboard User Page: (Hassab’s Idea.  Do we like it?  If yes, Who will build it?)
• “Channel of Communication” need and function. (Tammy’s request)
• 1. What is appropriate and manageable on our site?
  2. What Communication Tools outside our site should be considered?
• Work Goals and Plans (6 week)

• 
  

  idea (BW: colorado CoC/ IO outreach; note: curriculum development grad B4 Soc, for real, and still unemployed.): the 1-5 chart (of maestro participation:1-stack, 2-twinkles, etc) could be designed as visual and posted as part of slide show (or various other means on website). This will decrease confusion as it will increase automaticity (at least over time- I expect a short period of time). Could it be presented on side of notes also as a sticker of some sort as constant reminder?

  10. Admin (    min)
  1. I need a committed volunteer to help me with tracking down and posting notes from all calls and downloading/uploading/posting mp3s and retroactive minutes posting.
  2. Andrea: lets everyone know how much she needs help.
  3. Chris and Brandi agree to meet with Andrea to unload her plate.
  4. Chris reminds everyone protocol is designed to not make it personal. tech and fac will need to be a part of request.
  5. two cancelled calls today. problems with them getting ready. generally 11th hour is the cancel call bottomline.
  6. Nate:DR: will help with diplomacy, support with upset ppl.
  7. Larry:DR: confirmation within a certain period of time.
  8. volunteers: a formalized response for when they get in touch.
  9. joan: likes how things went tonight and is getting off phone, not feeling well.
  2. idea for i: run through as part of IO orientation task list?
• Fundraising (     min)
• 1. Report back from meeting with Ben
  1. missed something
  2. mock funding proposal, for if funding does come in.
  3. prioritize needs, through that environment.
  4. occupymoneygroup, infrastructure clarification: project or infrastructure
  5. JackRabbit: a friend will help with legal stuff from OWS experience
  6. walt: short-term budget, and long-term budget. convo to come, but developing some staff with long-term budget.
• Submitting a prioritized proposal

• 
  

  12. Call Planning (“Priority” Subject/See Below) (    min)
  1. Link to CP Sub Group Agenda and Notes
  2. PROPOSAL: Ownership of IO calls is just for the Monday General call, IO Orientation Call, (and IO Maestro Training Calls) everything else is not IO owned.  Need agreement to create IO ownership of a call.
  1. “Note: No longer have Media or Direct Action as branded IO calls”
  2. Also Note: We passed a proposal that the IO Maestro Trainings will also be IO branded calls.
  3. IO Sub Group and Thursday Planning are considered “internal” and thus separated from the above calls.  We discussed calling them “Meetings” instead of calls to help keep the confusion down (good idea from Steve).
  4. CoC Call  (launched) Should not be branded or owned as an IO call, Monthly Feb 10th & March 10th? (<– these are different days of the week??)  could have advisory capacity to our Thursday Planning group.
  5. Nate :DR: DA/Media are going to go through the process as others of getting own facilitators and TA
  6. Walt(?) does that mean we do not provide the TA and fac provided?
  7. Jay: if local levels make it happen, it is on the request and responsibility. individuals can help make it happen. but IO is not responsible if not called “IO” call.
  8. Andrea: email Google groups and registered participants with explanation.
  9. Walt:
  10. (?) different philosophy of means agree with ends. organically being created to others regardless the internal branding.  frustrated with the little accountability, wants to help support the whole process as it is happening.
  11. fac: clarification for purposes of how to distribute roles and expectations not “sanctifying”
  12. Jay: hundreds of calls are happening, what we want to say is that their is a distinction between what “crowd” expects and have a hand in quality expectations.

  
  

  4. “Priority” Planning, Strategy or Organizational Item:  Everything About IO Calls  (30 min)

  
  

  From a recent email “We need to look at all the calls (and ones coming), how we understand them to be (deserve attention/let languish, IO “owned” /Individual Owned / or “other” owned), how they are planned and delivered, and how they fit together as a whole (ecosystem).  All of this is on the agenda for the Call Planning Subgroup meeting on Wednesday as well as on the Thursday Planning Meeting agenda.  This conversation as a whole team should be allotted one hour.”  Walt

  
  

  We did get through some of the above yesterday and I think we will cover it again on what is to become our regular Monday Call Planning Sub Group Meeting.

  1. From Call Request to Empowering a self reliant Call Team:  Refining processes, accountabilities and capacity.

  
  

  (Need) Some way for IO Call Planning to improve the whole process of fielding request and empowering them to handle everything about their call going forward.  Andrea

  1. Approving Call Requests (what is out procedure, who is accountable?)
  1. Not Andrea
• Propose New Call Shepherd Team (Call Buddies Team):  Andrea’s idea for a IO Call Buddy to empower each new Call to become a self sufficient Call Team
• Call Planning SG focuses on Improving the design of IO Calls and is not the call Shepherd team
• Discussion items related to the above three items
• Walt: calls are coming in faster than can be staffed. need for teams being built. call request goes to team B, this call goes to team D. etc.
• buddy responsibility to make any new ppl to feel confidant and can take it from there. a buddy to empower and then send them off to do own calls.
• mark:
• tammy: buddy should help with at least two calls. understand in proposal
• walt: in formation, two calls makes sense.
• mark: if we move forward, can we incorporate into the calls that we request, and have facilitator and tech request as part of buddy system.
• steve: two call guidance. firmly want to get ppl in classes. time for more help.
• Nate: make us all share the load.
• call planning will take this feedback and come back for a formal proposal. will have something before tuesday for orientation call.
• Larry: contact him to work out script with orientation.
• walt: tables the rest of the items.
• Cal: sun. tues calls have strike through on the calendar or call roster,
• fac: email notification will be sent to media and DA, the calls can still happen, they need to work on their own tech and fac. (which can be individuals w/in IO but not IO auto-responsibility)
• 1. Is this an IO Call Planning task or All subgroups?
  2. Does simply email IO Planning call requests to vote on?
  3. What criteria is the approval or denial based on?
  1. Perhaps what we just covered is the clarified criteria?
• When to say “no” to a IO Maestro call request.  When and how to direct them to self organizing solution (not using Maestro).
• Offering info on alternative call/communication services:  What to do?
• 1. Promote non IO Maestro Account Calls (on the InterOcc site, by email, and listing on the call roster?)
• Questions about Calls (To keep in mind as we go through items “b” and beyond)
• 1. Ownership:  A) IO Owned   B) IO Facilitated for Other   C) Other/Self Managed  D) Individual
  2. Type:  A) General  B) WG Subject  C) Action/Issue  D) Geographic  E) Educational
  3. Status of Call “Health”?  (1=Near Death  2=Languishing  3=OK  4=Good  5=Great
  4. What to Do?  1=Sunset  2= De-Emphasize 3=No Change  4=Give Attention  5= Priority Attention
  5. How to Improve Design of Call?  Frequency, Alternate, Agenda Change, Connect to Other Call
  6. Staffing Matters?
  7. Name Changes based on the above?

  
  

  3. Existing and Anticipated Calls (Leaving out the self managing calls)
  1. IO Monday General Call
  2. DA Call
  3. National Action & Event Coordination (OWS Requested / Tammy Suggested)
  4. Media Call
  5. IO Orientation Call (launching soon)
  6. National Tech Group Call (re-started)
  7. Facilitation / GA Process Call(s) Re-Started  Click Here for Related Email
  8. CoC Call  (launched)
  9. Hearts and Minds Call
  10. (IO?) Movement Building Open Forum (To be designed)
  11. (IO?) Facilitation Training Class (To be Considered)
  12. David Balkin sourced web/tech calls.
  13. Other Call Clarifications?

  
  

  4. IO Call Ecosystem Design Discussion (Anticipating/Building a cohesive set of IO calls)
  1. Working Group Subjects (Like DA, Media but not yet covered, To Be Encouraged?)
  2. Issue Specific  (Any To be Encouraged)
  3. Geographically Organized Calls (Organizing by request, To Do?)
  4. Educational Calls (Bright Ideas? Anything to do?)
  5. Special One-Off Calls (big, special, timely. Bright Ideas? Anything to do?)
  6. Other Kinds of Calls? (Did we miss any call Categories? Anything else to do?)

  
  

  5. Approving Call Requests, Offering New IO “Owned” Calls, Suggesting Alternative Service
  1. Approving Call Requests (what is out procedure, who is accountable?)
  2. Propose New Call Shepherd Team (Call Buddies Team):  Andrea’s idea for a IO Call Buddy to empower each new Call to become a self sufficient Call Team
  3. Call Planning SG focuses on Improving the design of IO Calls and is not the call Shepherd team
  4. Discussion items related to the above three items
  1. Is this an IO Call Planning task or All subgroups?
  2. Does simply email IO Planning call requests to vote on?
  3. What criteria is the approval or denial based on?
  1. Perhaps what we just covered is the clarified criteria?
• When to say “no” to a IO Maestro call request.  When and how to direct them to self organizing solution (not using Maestro).
• Offering info on alternative call/communication services:  What to do?
• 1. Promote non IO Maestro Account Calls (on the InterOcc site, by email, and listing on the call roster?)

  
  

  5. Other Items (20 min)
  1. Proposal from Larry: I propose that we make it official that we do not use blocks. It’s use is so prevalent in the Movement that people will expect to be able to block unless we explain that we have a 75%-modified consensus decision-making structure.
  2. Default Voting Measure Process (Jay)
  1. This process clarifies what Larry is talking about above, the difference between Consensus process and Governance Voting, as well as clearly defining what happens after consensus cannot be reached and when you finalize a vote, as agreed within our decision making process.
  2. Click here for link with full process

  Jay: consensus to not be achieved according to “full process” has to have block, but in default major a different option of many steps.
  Larry: supports Jay description. has strong feelings to block and want to respect it. wants to work on word choice.
  Jay: defines block as the same idea as larry.
  Walt: Interest in finding this other “word” to replace a “block” that makes more sense in terms of moving forward quicker?

  fac: wants to propose that Larry and Jay and work together to make a presentation to group at a later time.

  steve and Mark would like more clarification on specific language. Mark also asked for more clarification regrading call. Andrea offers Mark help to getting call started.

  For Next Week: Brandi takes lead. Walt sends template, Chris is asked to co, if not Nate will back-up.
  

  6. Closing the Call:  (8 min)
  1. Agenda Builder and Facilitator Team for next call
  2. Action Required (To Do’s) from this call?
  3. Check Out (reflecting on the call)
  4. End

  Call Agenda with notes
  Brandi-Indigo colored notes (:
  

  1. Movement Building Open Forum (Not Scheduled/To Be Designed)
  2. Colorado is working at this: People’s Assembly, Feb 18
  3. CoC Call  (Luanched)
  4. seeing development in CO (besides me, others bring up IO, and I get to reinforce them and connect them with them .bw. YAY!)
  5. Orientation Call (Scheduled/ To Be Designed)
  6. Issue Specific  (To Be Designed)
  7. Working Group subjects (Like DA, Media but not yet covered, new ones To Be Designed?)
  8. look for groups across movement, put them together, commz, calendar
  9. Geographically Organized calls (Organizing by request)
  10. working well to promote whole cause in CO. seeing evidence of similar impact in other states, as well as working group projects and over focus and direction.
  11. Others
  12. When to say “no” to a call request and how to direct them to self organizing solution (not using Maestro).  See item 4a below.
• coming through movement based info, it seems a trend (at trial) is the peer-based trust system.