2014.8.27 Minutes of Internal Governance meeting 9am

2014.8.27 DRAFT Minutes of the Senator Online SUB Internal Governance group
Conference Call Meeting

Meeting opened: Via:Google Hangouts Time: 9am

Attendance: Paul Martin, Oliver Minter, LB Joum
Apologies: Ricky Jefferyes, Berge Der Sarkissian
Paul – Video hangouts seems to work well suggest we use this technology.
Oliver and Joum – agree
Paul – order of response in meeting: Joum, Oliver, Paul
* Review of Current Meeting Structure.
Paul – what do you like and dislike about the current system.
Joum – Found that it helps me to jot down some notes about what I have been doing between meetings. I did a small report for social media in loomio.
Oliver – Helps to be pre-prepared for meetings. Things that are not working: Ricky on loomio doesn't support the check-in round. Oliver said he agrees.
Joum – explained how it is not productive to the meeting but can benefit the meeting. He likened it to a school teacher getting a response from the students at the beginning and end of class.
Paul and Oliver – checkin and checkout doesn't need to be in the minutes.
Joum – said he will only include comments he thinks are of interest, similar to how he abbreviates all the meeting comments.
Paul – spoke about the checkin and checkout process, how it helps to hear from everybody and gives ownership of the meeting to all. As a facilitator, the checkout gives feedback.
Joum – asked Oliver if he has finished his comments about meeting structure.
Oliver – Yes
Paul – Structure is working. Would like to see department circles develop. Need to start restricting group communications to only members of that group.
Joum – talked about what list is the master list of group membership and suggested Paul's list (which is a sheet in the google doc activeSOLmembers) Joum suggested Paul seperate the document from the membership list. Said that loomio sub-group members should mirror the master
* Oliver resignation from SOL Sub IG group
Oliver – resigned from SUB Internal Governance Group. Oliver started to read the list of members in each group.
* Paul resignation from Website Group
Paul – resigned from the website group. Paul talked about having one person as the representative for the SUB Internal Governance group.
Joum – pointed out that both Sociocracy and Holacracy have a representative for communications in and a representative for communications out.
Paul – said it is called double linking and that it may not be necessary in a small group.
Joum – Happy that, while we are small, we have only one person.
Oliver – talked about group manager roll in selection of people in a group.
Paul – we haven't really clarified this process.
Joum – groups should establish their own rules, not us decide for the group.
Oliver – agrees that groups create their own rules.
Paul – went through rolls and communication method of the of SUB IG group.
* Joum nominated Paul as delegate of SUB IG group and Oliver agreed.
* Paul elected Delegate of Internal Governance
Joum - Need to clarify who are the members of each group and then get the members to decide the decission making process for that group (eg. consensus or majority voting).
Oliver – paul has been posting meeting agenda for the main group in the SUG IG sug-group od loomio, so every member of the main group needs to be a member of the SUB IG to comment on it.
Joum – we need to sort out the names of the two groups and make them different.
Paul and Joum – Put it to the main group meeting on Friday, that the main group change its name. Suggest “Management Circle”.
Oliver – went online and removed his membership from SUB IG loomio sub-group.
Joum – the group membership master list is the guide at the moment but we could use loomio member list as the master. I always like to see a backup though.
Oliver and Paul – we will take it to the meeting on Friday.
Paul – asked Joum if he would facilitate the meeting on Friday if paul cannot get communication from PNG.
Joum – Yes.
* Creation or Deletion of sub-groups
Paul – suggested that the Creation or Deletion of sub-groups be decided in the Management Circle meetings.
Joum and Oliver – Agree.
Meeting ends: 10:21am