Minutes of 10/19 WG meeting

[rebecca]

Facilitation WG meeting 10/19/11 - Minutes

We didn't get minutes of 10/16 GA. But video from live stream is still online. Matt will get minutes from there.

Relationship between working groups and general assembly (whether WG's need to be formally recognized by GA) is outside the scope of facilitation working group. We will not try to deal with this at Friday's GA. A temporary working group has been proposed to look at how this should be handled. We will continue to assume WG's function autonomously and deal with issues on a case by case basis until a proposal comes to the GA about it.

Next GA after Friday 10/21: Saturday 10/22 at 5:30pm. Proposal to GA: assembly daily at 5:30pm during the occupation?
Next meeting of this WG: noon on Saturday, at the park.

Politicians are interested in coming to GA on 10/21. Concerns have been expressed on forum about giving them any privileged place in our process. Agreed to let them know they can come but participate in GA only as any other participant in the process. If they want to address the crowd at some other time outside the assembly, they can do that as any other individual could.

Roles for facilitation team on Friday:
Facilitators: Rebecca, and 2nd TBA. If someone from POC caucus or another POC facilitator is available, that would be preferred. Colin is following up on that. Mike is available for backup if nothing comes through.
Minutes: Matt
Vibes: Beth Ann, Rose
Time: Emma
Greeters: Laurel, Colin
Stack: find people on Friday

Friday's Agenda:
- Usual template agenda (WG report backs, WG proposals, other business) but ask everyone to bring up only issues that need to be dealt with *today.* If it can wait til Saturday, please save it for Saturday. Rebecca will communicate this to working groups.
- Explanation of process will include asking people to take their ideas to the appropriate working group before bringing them to GA whenever possible, and giving a run-down of what the working groups are and what they do. Working groups only need to have a representative speak if they have time-sensitive announcements or proposals.
- Start with brief "rah rah" time to cheer for the launch of the occupation, say a few awesome things about what's happening nationally, let people express enthusiasm
- Discussed "soapbox" or "speak out" time for after the assembly. Decided to leave this available as an option but decide on Friday whether it seems like people want it or whether people are ready to be done with meeting stuff.
- Clarified the difference between "speak out" (time for people to express their point of view on any issue) and the "all other business" section of the GA agenda (only for decisions that need to be made by the GA).

How do we deal with questions?
- Make sure it's clear that "point of information" is not "I have a question," it's to provide a needed piece of info.
- Designated time within each agenda item for "clarifying questions" after proposal or issue is presented and before discussion.
- Questions after working group report backs: ask folks to limit it to questions relevant to everyone. More individual questions should be handled outside of assembly. Ask WG's how people should contact them.

There are plans for a bulletin board or whiteboard at the park for announcements. Emma is working on this. This could be a tool for people to find out how to contact WGs.

Coordinating with POC caucus: At their meeting (happening at the same time) they were planning to discuss how they want to handle increasing POC representation on facilitation teams. We are supportive and want to know how to help. Colin will continue to act as liaison.

Trainings: Scheduled for 3pm Saturday and Sunday at the park. Rebecca and Mike will be trainers. Matt and Colin will help with copying handouts.

Matt volunteers to revise our handout on consensus basics by Thurs night, to be ready for GA on Friday.

Sound amplification for GA: There may be legal issues, permit may be required, but then again will that be enforced? Colin will consult with legal WG for their feedback. We prefer to have amplification if possible. Rebecca will follow up with tech WG to ask for equipment. Matt has small power source. But if needed we will be prepared to use the "people's mic" on Friday.

Location within the park for GA? Proposal to use Joseph Henry statue as an elevated platform for speakers. WG members who will be there early on Friday will assess and try to hold this space.

[Emma]

Shanna's on for stack, btw.

[mikerancourt]

In looking at the notes (minutes), I have a few questions for the group:
1. How do we decide how much time is allotted per section. I count 13 Working Groups. Do we just say something like 20 minutes for their report-backs and trust some to use only a minute while others will use more? Or, should we set a time limit for each report-back?
2. What is our mechanism for finding out if all the WGs even have anything to report back? Do we just call them up individually?
3. I now think it is important to explain that there will be a "speak out" time after the facilitators' duties are complete. Otherwise, there are too many other sections of the agenda which will invite that. I think it is important to say that the "speak out" time is part of the GA, though. Otherwise, it gives the message that the facilitation WG controls the conversation and limits what is said in GA. Maybe it would be best to even say a set time limit on "speak out" is facilitated and timed while the facilitators end their involvement as a means of suggesting that the discussion continues whether we're involved or not.

[joshred]

I apologize for missing the most recent facilitation meeting, I would have liked to have been there. I'm not sure this is appropriate to propose on the forums, but what if there was an additional "silent" facilitator. Someone who played more of a coaching role during the GA. They might, for instance, prompt the acting facilitator to intervene if the process is going off-course but the facilitator is too involved to catch it. In general, they would coordinate the facilitation team and try to course correct when necessary.

Edit: I would hope Mikerancourt is willing to give it a shot, based on her forum posts.

[Emma]

oooh, I like the idea of a "silent" facilitator/coach.
I kinda think of the whole team as potentially acting in that role, like vibes check gives feedback to facilitators and I was timekeeper and tapped in to mention something to one of the facilitators at least once last night. But as an actual role it's a very intriguing idea. Might even be better than actual joint facilitation or frequent trading-off. Let's discuss it at a wg mtg soon.