Oct. 28, 2023 Review of Process at Oct. 25, 2023 meeting

Topics: 

Present: Vinnie, Eliza, Lynda, Ben, Kerry, Jorge, Robin, Cheryl, Mike, Linda, Kay, Tobie, Alex, Laura

The focus on procedure/policy of decision-making has slipped since the process committees were revamped; Agenda-Setters' focus is understandably on agendas and facilitating of upcoming meetings rather than the big picture. It would be a good idea to work on that.

The revised proposal was issued less than seven days before the meeting.  Did it qualify for consensus?  Clarify whether the seven days provision applies to the original proposal or also to any revisions. A lot of people's interpretation is that it does. Maybe set a shorter deadline of three or four days prior distribution for minor revisions.

There was a lot of tension at the meeting. Karen Gymnig has said that in order for members to feel safe there needs to be structure in the meeting.

Clarify role of proxies.

Reasons People Stood Aside

Jorge:  Revision was distributed less than seven days AND Tobie and Coleman had made suggestions that were not incorporated. Proposal presented from one person's point of view rather than from the entire committee.  No plan (or not enough) in the proposal for how the work was going to be done.

Robin: Collaboration is key. Every contribution should be considered. Tobie and Coleman's plan was given to Renae in plenty of time to incorporate into the proposal and it wasn't.  No collaboration or consensus within the committee (based on conversations with other Parents Committee members).  Have had meetings where motivations were questioned and members were spoken to/of disrespectfully. 

Ben: Doesn't feel good having to give reasons for stand-aside over email after the meeting. Facilitator should ask "Are there any unresolved concerns?"  Give sufficient silence for diffident people to speak up, anyone feeling intimidated by everyone else supporting.  The point of consensus is not that everyone agrees but that everyone's concerns are resolved.  Felt seven days' requirement was not observed. Biggest problem was not that he had blocking-level concerns but that he had concerns that weren't heard. Parents Committee doesn't put out advance notice of meetings or minutes. Concerned by apparent feeling that a proposal is unnecessary bureaucracy.

Laraine: We've had multiple outside facilitators say that it isn't good to have power concentrated in a few committees or a few individuals.  Agenda Setters is left with great responsibilities and inadequate members and then resented. Vetting proposals shouldn't be done by facilitators.  Too many things that were being discussed that weren't in the proposal.

Eliza: Felt updated proposal should have been sent out with seven days notice. Felt that if we couldn't keept to set agenda time to ask for consensus, then the proposal wasn't ready for consensus. We need to respect people who care enough to give a proxy, by sticking to the announced agenda.