2025-09-02 Spokescouncil Planning WG Meeting

Spokescouncil Planning WG Meeting - Date: 09-02-2025
Agenda 
Feedback overheard
Review next spokescouncil meeting agenda - finalize 
Review proposals - make notes of friendly amendments for the delegate (tbd) 
AOB (urgent) 
Additional items if time: 
Spokescouncil SOP documentation updates 
Recruitment 
Hugs & kisses & action items before/for Thursday meeting
Notes
Attendance
-shannon, vanessa, ash, paul, katelyn, ewa, caroline, briar
Feedback overheard
open up discussions for beyond "fish bowl"
forum for everyone to say something if not at spokescouncil, maybe a general assembly or town hall 
GA v Spokescouncil - what are they good for? what can they achieve?
what is the space for? mutual aid for whom? 
once per quarter, spokescouncil is observable by general community 
open up fishbowl to beyond WG's at spokes
feedback mechanism
announce spokescouncil meetings sooner + flyer 
set schedule for planning meetings - monday before every meeting
Review next spokescouncil meeting agenda - finalize 
-how to handle proposals :
how to handle proposals that came in late - send a note + check in at beginning of meeting + check in on quorum (do WG's who haven't had the amt of time to make a decision care or not if a vote happens?)
parking lot for proposals that are tabled for now
consent agenda to triage proposals
visual diagram: longer checklist for WGs to prep+ proposals deadline
seasons are changing, hard to get ppl in a room together
delegates making decisions for their group w/o consent could be tricky with issues of trust further developing in the space
survey or poll for feedback
prioritize proposals for a consent agenda to bring up to the top what ppl need to discuss 
groups who are present nominate proposals for discussion, not enough nominations, they don't get to talk about it or wait til the end to discuss the late ones 
final thought on how to deal with proposals that come in late: any single delegate that didn't get a chance to discuss with their group, the proposal is tabled
sustaining contributions added to agenda
integrate FAs asynchronously 
blocking amendments - this will not be passed w/o amendment (next meeting)
we need to update documentation 
updated explainer
cheat sheet
6 month - Nov - general assembly to get feedback
proposal workshop/mentoring: checklist, as our WG announcement
cofac - katelyn, looking for co-fac at next meeting
role for our group: proposal round up, make ppl know they can reach out to one of us if they send something a little late, aggregating proposals and sending them out
culture point: ppl always post to the delegates chat when they write a proposal 
open call to help shannon with developing general assembly @ signal in agenda
Proposal Votes:
Bathroom Proposal https://wiki.commons.nyc/books/spokescouncil-proposals/page/proposal-for-bathroom-cleaning-rotation
FA's
every week 
sign up sheet online or irl on the door. chore wheel or random/self selected?
consider including a note on the proposal - who keeps track of it? WG self-managed? or facilities?
RC Community Announcements Chat https://wiki.commons.nyc/books/spokescouncil-proposals/page/rc-community-announcements-chat
FA's
"friends of RC" community spaces can share events through this chat. not individuals but sharing events by other community spaces to limit it a little bit. 
need clarity around which events are shared? and how? 
ask for volunteers to admin at the next meeting and set expectations for the chat 
RC Coordination Chat https://wiki.commons.nyc/books/spokescouncil-proposals/page/rc-coordination-chat
FA's
MOU will have the QR code to be added to coordination chat
set the chat up so no one needs to be an admin
Physical RC Community Calendar https://wiki.commons.nyc/books/spokescouncil-proposals/page/physical-rc-community-calendar - we didn't get enough time to vote on this 
Action items (need ppl to sign up):
Short term:
Katelyn will look for co-facilitator for next meeting KW discussing with Caroline!!! 
send a note about late proposals to spokescouncil announcements chat and delegates chat Iris and KW drafting/ sending this 9/4
 updates to sep 11 meeting agenda (Katelyn - noted and amended):
how to deal with proposals that come in late: any single delegate that didn't get a chance to discuss with their group, the proposal is tabled
"sustaining contributions" added to agenda for liability/fundraising announcements from Vanessa
Spokescouncil Planning WG announcements (for Paul as Delegate to share):
Please join the Spokescouncil Planning Working Group! We would love your help to shape the self-governance at RC, talk to one of the people here - we will have a standing meeting the Monday before every Spokescouncil meeting that is open for anyone to join
looking for co-fac for next meeting in October, volunteers
proposal workshop/mentoring offerings as well as training to co-facilitate
General Assembly: briefly say what it is (open discussion and 6ish month review of how things are going), reach out to Shannon via signal to help organize 
Reminder that anyone can organize a discussion and you don't need to go through the spokescouncil to do it (example: After Sunday dinners people have been getting together to informally discuss what is happening at RC)
If you want to form a working group you can do that whenever you want, coordinate when you want to use the space with people in programming and start doing your thing. once it feels like you have a solid working group, write a charter and submit to spokescouncil to be ratified 
culture point: ppl always post to the delegates chat when they write a proposal so we can be alerted to them and share them outward to the spokescouncil announcements 
We will be developing a feedback mechanism so people can share thoughts asynchronously to make these meetings and self governance structures better 
Long term:
organize session to air difficult feelings and dreams, find ppl to collab with (Shannon)
organize 6 month ish General Assembly, find ppl to collab with (Shannon)
introduce "blocking amendment" next meeting in October 
parking lot on wiki for proposals that are tabled ()katelyn added folder called "WIP proposals)
feedback mechanism, email, survey or poll for feedback (need BL)
updated explainer document and spokescouncil cheat sheet (need BL kw started both here: https://docs.google.com/document/d/1LHIFz9Il7UPGIBO_woM4YXV6xGoPKrmO2P70wBdpMgE/edit?usp=sharing; to finish after next meeting and share before next spokescoucil wg meeting)
standing meeting days for RC spokescouncil planning - Monday before every meeting  kw will add to calendar once access from Johnny
develop visual checklist + deadlines for next meeting in Oct (need BL ... can we use the table in the google link above?)