Minutes, ACM, May 26, 2024

Topics: improving community meetings

Meeting Minutes ACM 2024-05-26

3PM - 4PM

 

Attendees: Laura, Kellie, Laraine, Coleman, Kerry, Linda, Lynda, KJ, Vicky, Ben, Tysic, Jorge, Robin, Joe, Hannah, Stephen, Gheybin, Jordan, Cheryl

 

Intro - Ben

· Call for ACM topics

o Want to improve process of submitting topics to ACM.

· How to submit topics:

§ Join ACM Planning Meetings

§ Use ACM Planning Google Form

§ Can't Make it to a meeting? Reach out to the committee / a member of the committee.

· Would like to be more intentional & plan ahead.
 

Discussion: Opening Discussions for ACMs: Pluses & Deltas

o Pluses (things that went well), Deltas (things that can be improved).

o Goal: To collect feedback that will support the ACM planning committee when planning future meetings.

Below are items submitted by community members 
(please note that these were paraphrased by Hannah as she was taking notes and are not 100% verbatim)
 

· Pluses

o Integrating activities to get to know one another. 

o Strict time-keeping.

· Being respectful of people's time.

o Clear topic & expectations. No cross-talk during opening (speaker not interrupted).

o Giving everyone an opportunity to say something during a meeting.

o Traditional Check-in: Having an opening & seeing / acknowledging everyone.

· Helps with building trust & knowing one another.

 

· Deltas

o Avoid deep-dive into a topic without sufficient time planned for discussion / exploration.

o Occasionally insufficient time planned for deeper dives due to too much time spent on early social openers.

· More agenda flexibility (some meetings more light & some meetings need to dive right in)

· Tune in with group to understand if we can move to the next topic.

o Advanced topic notification - more detail (idea) - with questions / information that needs to be discussed.

o Follow-up from meeting to meeting

· Check-in on discussion items - who's handling items, what's the progress since the initial discussion, is there a timeline & what does that look like? Or did the project / action item get cancelled?

o No opening activity, greater focus on key action items that need to get done.

· Focus of ACM Meetings less on relationship building & more on action items.

o Proposals - have a designated person that is shepherding the proposal rather than the responsibility falling on the facilitator of the ACM committee. Have a single point of contact for a specific action item who takes responsibility for follow-up.

o Rethink purpose of ACM - there are different opinions on what an ACM should be. Having a clear purpose might help with some of that contrast in perspective.

 

A photo of the whiteboard is available, it was too large to attach to this e-mail but Hannah has it for anyone who would like a copy.

 

Committee Reports

 

Fundraising

· Rummage Sale this Saturday (6/1) 10AM - 3PM

o Looking for some help this upcoming Friday 5/31 / Saturday 6/1. Sign-up sheet circulated during meeting & will be sent out via e-mail by Hannah.

o If there's anything you'd like to donate to the sale, please drop it off by Friday 5/31 in the Common House.

· Committees are welcome to donate items that are surplus / cluttering community space.

· Plants / plant starts are also welcome.

 

Landscaping

· Great time of year to water trees around your unit.

o You can use one of the soaking hoses & run it. Hoses will be available behind the common house/ in the workshop / or in the east garden.

o Spreadsheet will be sent out by Kelli. Here is the link to the spreadsheet: https://docs.google.com/spreadsheets/d/1hCgCDKphvf-kE1nhtaq5yzGFn7izm1XR6oimq5H1gxE/edit#gid=0 As you water a tree, track it on the spreadsheet.

o For tracking - recommend tying a ribbon to the tree. (if you do this, please remove the ribbon after a week so it doesn't cause confusion).

--
Emailed May 27, 2024 by Hannah Kumlin.