Spokescouncil Planning Meeting 08-05-2025 6 pm

Spokescouncil Planning Meeting - Date: 08-05-2025

Agenda

• check ins (5 min)
• roles: (5 min)
  • facilitator
  • notes
  • stack
  • timer
• admin collective delegate voting clarification + announcement + add updates to explainer (5 min)
• review charters + friendly amendments + vote (40 min) 16 charters
• break (10 min)
• delegates (20 min)
  • choose method of selection, rotation
  • select delegates + backups for Aug 9 meeting
• roles for running the Aug 9 meeting (5 min)
  • help set up space /prep
  • facilitator (ash + anyone else??)
  • Explanation of the Two Wheel Model
  • stack (shelby)
  • announce how to join the spokescouncil wg
  • notes (note taker notes which wgs and committees are in attendance and the delegate names)
  • timer (shelby)
  • vibes
• swearjar! (5 min)
• help with the afterparty (5 min)
  • clean up
  • dj /music
  • lighting
• action items round up (5 min)
  • admin collective delegate announcement to group chat
  • add updates to explainer
• for next time:
  • meeting on thurs?: review agenda, finalize
  • how do we let groups respond to FA's when they need to discuss?
  • how often we want to meet
  • chat admin privileges
  • role trainings

Detailed Meeting Notes

• admin collective delegate voting clarification + announcement + add updates to explainer (5 min)

  • each admin committee has one representative

    • can make announcements
    • to engage in discussions in a way that represents their gruops

  • finance committee & liability are the only committees that have blocking power

  • admin committees do not vote

  • TODO update the explainer and proposal to reflect these changes

  • vanessa: only 3 groups mentioned finances in their charters (fundraising, pantry, gym). it would be nice if working groups could acknowledge that the space needs money to survive

    • katelyn: it would be nice to have an idea of the operating costs of the space to inform what groups can or will contribute
    • ash: maybe fundraising committee could work on coordinating with groups around contributing money
    • briar: for example-- kids tutoring group says "as coordinated with the programming committee", perhaps "in coordination with the fundraising committee, we will donate to the space". it's flexible. could be via personal donations or through the labor of organizing fundraisers and stuff
    • TODO briar: write friendly amendment about money for all groups
• vanessa: can we soft-ratify. what does ratification actually mean.
  • if we prolong the charter process we will be blocking actual proposals for things
  • in order for a new working group to come into existence, they need to submit a proposal that needs to be ratified
  • TODO pick a date for the next meeting so we can announce it at the coming spokes meeting
  • we could either review or re-ratify the charter as they change
• TODO every committee needs to make a report back on what executive decisions they've made so far and what they're planning for the future. maybe the committees could announce their activity on the chat or the spokes announcement chat or some channel ahead of the meeting.
• notes on individual charters
  • comms and tech
    • not specific enough about what accounts it needs creds and admin access to
  • finance
    • it makes reference to points of unity but it seems like that document doesn't exist yet
  • programming
    • we need new chats to replace the film screening and research group chats
    • how will RC's intellectual programming differ from woodbine's given that we're aligning ourselves as a mutual aid space
    • TODO add friendly amendment about how the community can submit requests for programming via a form or whatever
• question: how to friendly amendments actually work
  • how does charter ratification actually work given the friendly amendments
  • maybe
    • the delegate can decide to accept friendly amendments at the meeting
      • what happens if they deny a friendly amendment
  • friendly amendments indicate a pass with a caveat
    • groups are expected to i.e. change the charter to reflect the changes. there will be follow-up on for example, the expected changes to the charter
  • friendly amendments are made during the meeting. they are not accepted or rejected at the meeting. the groups then rewrite their charters in the next two weeks and post them widely and then explain which they are accepting or rejecting in the delegates chat. it will only be discussed at the next meeting if a group is concerned enough to make a proposal about it at the next meeting.
    • the working group planning group will flag concerns that groups have about this process and integrate stuff
  • Q: what is the delegates chat. it's a place for the wg delegates to discuss proposals and stuff. the chat exists already but delegates need to be added.
• ok back to charters:
  • programming
    • TODO friendly amendment: remove direct reference to "coordinators chat"
      • we're anticipating a lot of people having this same friendly amendment and might just tell them it's been considered already
• points of unity-- they still don't exist and we said spokescouncil coudn't take over until we agreed on points of unity
  • TODO make an announcement to ask people to propose points of unity at the next meeting
• ok back to charters again:
  • facilities
    • friendly ammendments:
      • TODO friendly ammendment-- they have $100 monthly discretionary spending as long as they keep receipts
      • TODO should facilities handle restocking consumables and medical supplies, narcan, defrib etc
      • TODO coordinate waste management even if they aren't the ones taking the trash out
      • TODO add something about keeping the space safe
      • maybe
        • coordinating cleaning?
        • onboarding and training are missing
      • all of these might be too much to put on them but we'll talk to iris ahead of time. maybe just focus on discretionary spending and waste management
    • TODO some groups specify that need key access but every individual to sign an MOU to have key access
  • gym
    • TODO amendment: change "spokes planning committee" to "programming committee"
  • TODO tutoring-- add something about how they need to add MOUs
  • TODO spokes planning committee-- be more specific about "RC" members, change it to "working group members"
  • dinner
    • it seems like they're saying they'll propose every benefit dinner before the spokescouncil but that seems like it would require planning out an entire month of dinners ahead of time
• selecting delegates. we can decide on a more systematic method in the future
  • speaker: briar
  • note-taker: katelyn
• roles for running the meeting:
  • space setup
  • facilitator
    • TODO explanation of two wheel model: we should set up a projector with the diagram (p cm and ash)
      • explain the two-wheel model.
      • have people raise their hands who can explain the structure more later
  • stack: shelby
  • announce how to join the spokescouncil wg: ash
  • note-taker: maybe shea or rhye
  • timer: shelby
  • question scribe-- scrap this and direct people to talk to the people who raised their hands at the start of the meeting as "come-talk-to-me" people.
  • vibes-- everyone
• TODO swearjar: 0.25 for every time somebody says woodbine instead of RC-- we'll rename it the deadname jar. but will this piss people off. let's think about this.
• help with the afterparty:
  • still need a dj
  • cleanup
  • lighting: p cm
• chat admin privileges
• action items
  • TODO finalize agenda
  • TODO annoucements
    • details about how admin commitees participate in spokescounsil
    • brief explainer of how friendly amendments will actually work:
    • briar: drafting broad ammendment about wgs contributing money
    • paul: be ready to add delegates to the delegate chat at the end of the meeting
  • settle on a date for the next meeting: sept 11 2025
  • make the deadname jar