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ACM Planning Committee Minutes Nov 2, 2023

Agenda:

  1. Discussion of implementation plan of policies and procedures suggested in the follow up meeting from last ACM:
    1. Solidified and consistent consensus process in writing and available to all. - ACM discussing possible changes.
    2. Policy for followup/next steps and an implementation process once a proposal has passed.
    3. Gatekeeping for proposal process: reveiwal of proposals, evidence of committee agreement in minutes of meetings
    4. Defined role of facilitators: Facilitator 1- active listening and monitoring of civility between community members.  Facilitator 2- time keeping/ zoom monitoring
    5. ACM planning process: Agendas for each ACM planning meeting sent to the community with meeting time, ACM agenda set during meeting and minutes sent with agenda for ACM after meeting.
  2. tactical planning of the next few ACM's where we will be focusing on the 2024 Budget
    1. Budget topics include:
      1. Reviewing 2023's Budget
      2. Draft of 2024 budget
      3. Reviewing Updated Reserve Analysis & Alternative revenue streams
      4. Discussion(s) about increasing revenue
      5. Presentation/discussion of 2024 Budget
  3. Set Agenda for Wednesday 11/8 ACM. 

Note Taker: Ben

Date/time: 02 Nov 2023, 06:30-07:30

Location: Common House sitting room

Attendees: Cheryl, Lynda, Emily B., Vinnie, Linda, Eliza, Kerry, Laura

Consensed Decisions: [decision]

Discussion of Implementation Plan of Policies and procedures suggested in the follow up meeting from last ACM

Solidified and consistent consensus process in writing and available to all.

    1. Suggestion: Have ACM presentation educating the community on what is the current proposal process, and then revise it from there. Needs to happen after 2024 budget discussions. 

Lynda: Reviewed existing proposal process documents and came up with a list of 10 things that we aren't following.

Formal Consensus Process. Not our consensed process. What we've consensed is what's in the Proposal Quick Guide. We need at least 2 more committee meetings to discuss all of the suggestions and figure out next steps, what to bring to ACM, etc.  

Need to review voting requirements and process in the next ACM. 

Planning of Upcoming ACMs

Cheryl: Need to explain what all the accounts are before budget discussions. Here's how money works. Reserves vs Operating fund, budget, etc.

Upcoming ACM dates. All budget discussion.

  • Wednesday November 8
  • Sunday November 26 - also tricky b/c of Thanksgiving.
  • December 13 -> Moved to Sunday Dec 10 3-5pm
  • December 24 (Christmas Eve) -> Moved to Wednesday Dec 20 7-9pm
  • Wednesday January 10 - Annual meeting
    • Electing Management members
      • Two positions opening on Management in January: Vinnie and Scott
    • Consense on budget

Also adjusting the ACM Planning Committee meetings for December:

  • Sunday December 3 at 7pm
  • Thursday December 14 at 7pm

Snacks would be helpful. Still taking a break in the middle.

Discussed distributing topics amongst the upcoming ACMs:

  1. Reviewing 2023's Budget
  2. Draft of 2024 budget
  3. Reviewing Updated Reserve Analysis & Alternative revenue streams
  4. Discussion(s) about increasing revenue
  5. Presentation/discussion of 2024 Budget
  • Nov 8
    • Review definitions of reserve analysis, operating account, etc. (15-20 mins)
    • Explain what management does, how many seats are opening up (5-10 mins?)
    • Review 2023 Budget YTD (rest of meeting)
  • Nov 26
    • Overview: Voting vs consensus
    • Review updated Reserve Analysis
    • View draft 2024 Budget
  • Dec 10
    • Discuss alternate revenue streams / increasing revenue
    • Discussion of 2024 Budget
  • Dec 20
    • TBD
  • Jan 10
    • Voting on 2024 Budget
    • Voting on new management members
Set Agenda for Next ACM

Differing opinions about check-in purpose, how often we should do it. Needs further discussion. 

Snacks would be helpful. Still taking a break in the middle.

Request announcements (and committee reports?) be sent to ACM Planning Committee ahead of time.

Create a form for submission of announcements / committee reports?

Start Duration Topic
7:00 20 mins Check-in Laura & Kerry
7:20 10 mins conflict support committee Linda & Laraine
7:30 20 mins Review definitions of reserve analysis, operating account, etc. Cheryl
7:50 5 mins break
7:55 10 min Explain what management does, how many seats are opening up Vinnie
8:05 20 min Review 2023 Budget YTD Vinnie/Ben
8:25 10 min announcements/committee reports Laura
8:35  15 min Reflection on budget Laura
  • Facilitators
    • Eliza - facilitating
    • Laura - co-facilitating. Will keep an eye on Zoom
Action Items:
  • Eliza to send out email notifying community of changed December ACM dates
  • Ben to create a form for submission of announcements
    • Deadline: the day before ACM (so we can print out announcements & reports) the day of
      • Ben will print announcements for Sunday ACMs
      • Emily will print announcements for Wednesday ACMs


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