12-2-25 Spokescouncil Planning Meeting

Agenda 
6:30-8:30 pm
check ins (5 min)
Roles: fac, notes, timer (5 min)
Review action Items from spokes meeting (10 min)
Proposal voting - asynch - iris 
Update explainer, add documentation as needed - Paul
Figure out meeting cadence with writers group - iris
Breakout chat for General Assembly - proposal - post into announcements chat - ash/shannon -Suggestions for groups to have in chat asynch votes for proposals in WGs 
SNACK ROLE for next meeting - shea will coordinate to find someone
“A day in the life of an admin committee” template - shea
“Chore wheel”  for randomized roles online for spokescouncil planning chat  - Ash asks LP
make an account with the wiki - Help with authenticating accounts first - Everyone, Paul
Posts to make:
we are opening up for observers to attend spokescouncil meetings + post to community - add to agenda as announcement and make a post  
Announcement for spokescouncil planning needing help - add to agenda and invitation flyer/post
Spokescouncil meeting overhead tasks (20 min):
Agenda for next meeting - need volunteer to do this and highlights for the agenda asynchronous
voting delegate for our group
visuals for RC orientation intro, need someone to make these and project laptop
Brief discussion on how meetings have been going and any notes on how to make them better and what’s working well already
facilitator for next meeting
FOOD 
Steering/strategy discussion Part 1 (30 min) :
in what ways are the admin committees actually held accountable to the spokescouncil (10 min)
absentee voting idea
name of this group and differentiate it from spokescouncil meetings + invitation 
Rewriting charter to be more open 
Facilitator training/skillshare
Break (5 min)
Steering/strategy discussion Part 2 (30 min) :
How to revoke point person process  
Hang outs /social time 
Internal calendar to coordinate tasks for regular admin tasks  
Collective agenda writing  for big meetings-  submissions model OR cryptpad
How can we share the labor of this group more fairly? Task assigner working? People are not volunteering for offline work... (10 min)
Discuss and vote on proposal: https://wiki.commons.nyc/books/spokescouncil-proposals/page/proposal-to-change-spokescouncil-meeting-dates (10 min)
action item roundup (5 min)
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Notes: 
Last meeting action Items- completed:
Proposal voting - asynch - iris 
Figure out meeting cadence with writers group - iris
SNACK ROLE for next meeting - shea will coordinate to find someone
“Chore wheel” for randomized roles online for spokescouncil planning chat  - Ash asks LP
make an account with the wiki - Help with authenticating accounts first - Everyone, Paul
Posts to make:
we are opening up for observers to attend spokescouncil meetings + post to community - add to agenda as announcement and make a post  
Announcement for spokescouncil planning needing help - add to agenda and invitation flyer/post
Spokescouncil meeting overhead tasks (20 min):
Agenda for next meeting - need volunteer to do this and highlights for the agenda asynchronous- Ash to bottomline. Shea and Iris shadow 
voting delegate for our group- Iris 
visuals for RC orientation intro, need someone to make these and project laptop- doc is empty, needs to be repopulated- Paul?
Brief discussion on how meetings have been going and any notes on how to make them better and what’s working well already
general feeling that last spokescouncil went well
observers came after the open call
group discussion and resulting differing opinions (healthy conflict!) around how open spokescouncil meetings should be were encouraging, not the same voices participating- let's add this topic to next agenda and keep discussion going
Caroline was an excellent facilitator! People seem intimidated by this role, keep soliciting folx to shadow, organize facilitation workshop
we may need to "voluntell" someone for this mtg- candidates? 
LP- designing a game to teach facilitation 
Shea- will reach out to a friend who's done non-profit work/ diversity trainings re: capacity to speak
vibes were good but larger questions are still not being answered
graphics presentation feedback was confusing- group clapped and seemed favorable to material presented during the meeting but individual feedback after meeting was largely unfavorable- presentation vs proposal mindset?
would a straw poll here have given more reliable feedback?
reminder these materials can/ should be rolled into the larger design library 
LP- mailing list is functional!
facilitator for next meeting- open call in spokeschat and possible voluntell
FOOD- Shea will bottomline for 12/11- vegan and GF menu underway
larger discussion around writing proposal / creating budget for food for these meetings as a way to strengthen community bonds and make spokescouncil attendance more appealing 
create RSVP system via WF or other to get a rough headcount?- LP
Iris- nominate Food Czar (monthly rotation) and allocate budget, compile list of budget and diet friendly vendors to order from to streamline process and relieve labor burden- this should be a proposal
include headcount in meeting agenda
Steering/strategy discussion Part 1 (30 min) :
in what ways are the admin committees actually held accountable to the spokescouncil 
via updates and announcements (in practice) 
via Report Back form (not in practice- created not shared, ready for 12/11 meeting) 
via internal SOPs (not in practice- need template to facilitate creation, aim for Jan spokescouncil roll out)
LP- to encourage autonomous action and completion of nonsensitive tasks we could create a task tracker/ progress board to display in space- needs done/ doing/ done 
absentee voting idea continue convo in next meeting 
prefer idea of using other WG delegates as proxy 
worry this option will negatively impact in person attendance and RT discussion/ collaboration if it's seen as an easy opt out
Iris- we can post in spokescouncil WG chat ahead of meeting to get a head count and call out any groups who aren't represented to hopefully mitigate this impact
name of this group and differentiate it from spokescouncil meetings + invitation 
not sure name is the issue but agree we need more draw
what's in a name, anyway?
asynch name proposal in chat?
Rewriting charter to be more open, make group more approachable- we have fun!
talk to members of WGs- communicate better about what we're doing/ vision/ longer term goals for space
more community outreach + programming ie CPR trainings, blood drives
playing with structure, form, procedure 
bring us your big ideas!
Steering/strategy discussion Part 2 (30 min) :
How to revoke point person process continue convo in next meeting 
use proposal template to initiate process?
quorum vote?
larger discussion around why PP is being removed- are they causing harm or overwhelmed? permanent vs temporary removal and paths to each
we need a list of non-negotiables to point to for immediate/ emergency expulsion situations- better to have a policy in place beforehand than create ad hoc in the moment
still need Points of Unity doc- would tie in here!
larger discussion around that individual's responsibilities and whether other participants will step up to absorb them vs committee cohesion- is this person easy to work with? would more people participate if they weren't involved?
Ask: this WG's admin committee members reach out to their admin committees and ask them to make space for this conversation
LP- there was a suggestion last admin mtg to make Sunday admin committee meetings more focused to specific committees to encourage attendance on days relevant to individual committee members- can be included in agendas
Hang outs /social time continue convo in next meeting- come w ideas!
we're all tired/ overburdened but social time is important for mental health and fighting burnout!
asynch note from Shea: I can host next planning meeting (potentially 1/6) at my apartment if the group is down! I live alone so we wouldn't have outside distractions. this would also guarantee Meatballs presence :) 
of note: I live ~20min walk from RC and the Jefferson L, this may be a barrier to attendance
Internal calendar to coordinate tasks for regular admin tasks
calendar dom assigned via random task wheel- role is responsible for keeping track of dates and posting reminders in chats 
can post upcoming spokescouncil meeting dates once proposal has been voted on in 12/11 spokescoucil meeting 
proposed Jan dates- 1/6 planning meeting; 1/10 spokescouncil meeting 
Collective agenda writing  for big meetings-  submissions model OR cryptpad
consensus around crypt pad for ease of use- post link in group description
agenda writer will triage 
How can we share the labor of this group more fairly?
by bringing in new people- check in with Frankie- do they still want to be in this group?
LP needs to take a step back, not available for assigned roles 
Task assigner working?
 yes! we have a smaller pool of members to assign tasks to, tho
People are not volunteering for offline work... (10 min)
call back to recruiting- members of this working group are strongly encouraged to reach out to people in other working groups re: joining the planning group- we have fun!!
Discuss and vote on proposal: https://wiki.commons.nyc/books/spokescouncil-proposals/page/proposal-to-change-spokescouncil-meeting-dates (10 min)
Friendly Amendment- in the event that the proposed spokescouncil meeting cadence falls on a holiday or is in conflict with a scheduled rental, the spokescouncil planning working group is empowered to use its best judgement in selecting an alternative date that does not conflict with regularly scheduled programming (ie writers workshop or other) 
Action Item Round Up:
Assigned- 
Task assigner- Ash
Planning group's turn to clean the bathroom this week- Ash
Post admin committee report back form in admin committee chat- committees to have ready for spokes meeting- Shea
Create programming committee SOP ("a day in the life") + share w programming for approval; use to create SOP template across admin committees- Shea  
Update explainer, add documentation as needed and more visuals for easier digestion (prev. version has been deleted?) - Paul?
Create breakout chat for General Assembly - proposal - post into announcements chat - Ash/ Shannon -Suggestions for groups to have in chat asynch votes for proposals in WGs Ash has volunteered to start the process if Shannon needs to step back 
Agenda for Spokescouncil meeting- Ash
Announcement for spokescouncil planning needing help - add to agenda 
Announcement for spokescouncil planning needing help - add to agenda
continue debate around HOW open Spokescouncil should be to the larger community- add to agenda
include request for questions/ comments/ feedback to be answered asynchronously- add to agenda
add headcount to agenda
Agenda writing skillshare- Ash, Shea, Iris 
Design feedback container for asynchronous response- LP
Food for Spokescouncil meeting- Shea
facilitation game- LP
reach out to friend for facilitation workshop- Shea
facilitator candidate identification for "voluntell" shortlist- ALL
Group poll: do we want to have the next planning meeting at Shea's apt?- Shea
Vote on next mtg location poll- ALL
Temp check w Frankie on planning meeting participation- Shea
Post notes from this meeting in wiki and link in group chat- Shea
Post meeting action items in chat- Shea
call out unassigned action items + request volunteers
Unassigned- 
Posts to include in Spokescouncil + WG chat as reminders moving forward/ until planning attendance is better:
we are opening up for observers to attend spokescouncil meetings (also post to RC community chat) 
Announcement for spokescouncil planning needing help 
open call for 12/11 facilitator 
Post in Spokescouncil WG Chat- delegates should stay in chat after serving their role as notetaker/ voter to stay in the loop on spokescouncil related comms vs leaving chat; please still add any new delegates from your WG to the chat!
Rewrite charter to make the planning group more approachable/ open to new members