[Flyingbrickvolunteers] longterm planning meeting notes 2/15

[claire schoen]

hi everyone-

here are notes from the longterm planning meeting (take 2):

attendees:
ramey
nathan
salem
kendel
hermo
christie
claire

agenda:
decision making
protocol (media/coppers/creepers)
fund raising
longterm goals vision and mission statement
checking in and out
volunteer coordination
book/zine drive
slug and lettuce
periodicals (organizing)

here is what everyone had to say:

decision making, for the longterm-

-decisions should be made at meetings for all brick volunteers bi-monthly or
once a month (probably once a month since folks have a lot going on). This
will help folks regroup and coordinate with all the working groups, for
instance, events might need to tell fund raising what's going on and what's
required.  also, these are good meetings for new volunteers to attend to get
acquainted with the group and decide how they want to be involved.

-though working groups are somewhat autonomous, there should be continuity
in the the use of democratic process in meetings.  it should also not be
assumed that everyone is on the same page as far as consensus process goes,
so this should be standard.  additionally, it's a good idea to use formal
voting (rather than just "hey okay that sounds good") for decisions, to make
sure everyone is heard, be sure no one/ nothing gets glossed over, and
minimize confusion.  thumbs up!

-it was suggested that there be a rotation of people making sure that folks
are on the same page as far as consensus goes

-decisions should be emailed out/posted

-if folks have issues with stuff going on within a working group, they
should be addressed at full group meetings- either brought up in
conversation or through a *comment box*
  *salem will make us a comment box!

-as far as scheduling events:  working groups/point people should send out
an email/contact voluteers to see who is interested and arrange a meeting to
discuss a convenient time...obviously, not everyone is going to be able to
make it to every event.

-next all-volunteer meeting probably in march



-creepers/co ps/  media

- there may already be something in the works as far as dealing with the pol
ice...   leaflets about this already exist and can be adsapted.  i'll figure
out what's already being done about htis

-there have been incidences of the media showing up randomly and insisting
on interviews/ not being respectful of the way the library operates.  hermo
and alison have been workign on a leaflet for this

-creeps:  they happen.  folks are always allowed to kick someone out of the
library if said person is making someone uncomfortable.  the library will
use the buddy system so no one has to be alone while volunteering.  also,
maybe we can make a list of folks (or mark folks on the phone tree) who are
willing to have their number posted and be available in case someone feels
the need to call for back up
salem will work on this leaflet




fund raising
-fund raising hasn't met yet
-we should maybe put out calls for volunteers to fund-raise for specific
events or email the list serve to see if anyone is really good at/ really
interested in doing fundraising
-perhaps each working group should do their own fund raising in the mean
time, while we figure out how this is going to work
-maybe each working group can be responsible for fund raising for the next
few meetings
-tfbl could ask folks to bake yummy things to sell during open hours
-we need another donation jar!

vision and mission statement
-hermo will compile things of note from previous meetings

longterm goals:
-fundraising committee!
-working lists of materials
-working list of tasks necessary to keep the library running, so burdens
aren't always on the same people to do the things that keep the space in
operation
-maybe a list of (non-permanent, flexible) point people for said tasks, ie
someone who regularly coordinates volunteers for open hours

other agenda items to be discussed soon!

****also, we didn't mention this at todays meeting, but is the longterm
planning group going to meet next monday at the same time?

thanks folks!
claire
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