Board Agenda & Minutes - 07/11/07

Board Minutes – 07/11/2007 Meeting

(Teleconference) July 11, 2007 7:00am PST

In Attendance:

• Board Members: John Wiley (President), Valentina Rosenberg (Treasurer), Robert Gonzales, Marshall Rosenberg, Jori Manske, Stefan Wisbauer (Vice President), Margo Pair (Interim Secretary).
• Observers: Danielle Beenders (LT), John Buck (Facilitator), Dee Soule (note- taker), William Poehner (LT), Jim Manske (LT/GCC), Katherine Singer and Glenda Mattinson.

Logistics

• Consent by Board to John Buck facilitating the meeting.
• Group check-in.
• Consent by Board to last meeting minutes (Jun. 13, 2007)
• Consent to proposed agenda
• Consent to recording the teleconference.
• Announcements:

• Next Board meeting (teleconference) will take place Wednesday August 15, 2007 at 10:00am PST.

Consent Agenda

• Decision: Margo Pair is elected to the Board with a term of one year.

Needs: Clarity, effectiveness, diversity.

Regular Agenda

Discussion

What input does the Board have around having an agreed draft for a budget for 2007 and 2008 by the next Board Meeting (to be organized by Margo)?

Needs: Clarity, accountability, planning

• The group agreed that a clearly defined budget would be helpful and necessary for the organization, and expressed relief/gratitude that someone is willing to organize this development.
• Request was made for mini-strategic plans (goals, timelines, aim, resources, etc.) to be included in the formation of this budget.

Action Item:

Margo will make a call out to LT teams for budget input (on current strategic initiatives and resources), and provide a report for the Board in the next meeting.

Decision:

Margo will serve the Board as Secretary for an interim period of 4 months (with the intent to add more Board Members and to re-visit descriptions of roles in the near future).

Needs: Clarity, effectiveness, diversity.

Secretary Responsibilities include:

• Ensure that meeting minutes are kept and distributed to the entire organization.
• Track member attendance and terms of the Board and Officers.
• Give all notices required by the by-laws.
• Maintain custody of the corporate records and the seal of the corporation.
• Maintain familiarity with legal documents (articles, by-laws, IRS letters, etc) to note applicability during meetings.
• Maintain a written record of current Board Policies.
• Keep a register of the post office and email addresses of each member.

Discussion:

Organizational Review Committee Report

Needs: Information, discussion, clarity.

• The Ad Hoc committee’s original aim was to document “what is” in terms of current policies and procedures. New ideas about how they would like CNVC to function have formed.
• A committee meeting was scheduled for July 26, 2007 at 9:00am PST (for 2 hours) to discuss organizational review and how the committee wants to adjust the way things are done (What are the next steps are for the committee?). This committee meeting will also address John Wiley’s proposal for a specific Organizational structure.

Action Item:

John Buck will create and distribute a table for decisions according to the type of decision that was made (ex: HR decisions, managerial decisions, etc.)

Discussion:

How would we like to see Board Members added in the future? (added to agenda during discussion about Secretary election)

Needs: Clarity

• In the past, Board Members would make a list of suggested people to be added to the Board. A person would contact these people to find out what skills they had to get clarity about how he/she might contribute to the Board. Then, nominations would be brought to the group for elections.
• Board Members could be added sociocratically, according to the formation of regional and other kinds of circles.
• The group would like nominees to be invited to Board meetings.
• The Board would like new Board Members to represent different regional areas in time zones that are compatible for Board meetings. Wanting more diversity in agenda and culture. Ability to attend face-to-face meetings.
• Short-term: the Board would like to find someone with skills and willingness to serve as Board Secretary.

Action Item:

All Board Members will send nominations for future Board Members (people with diversity in culture and agenda, time zone compatibility, ability to attend face-to-face meetings, with skills/willingness to take on roles like Secretary) to Margo within one week, to be circulated for consent (to approach them about becoming a Board Member).

Checkout:

• John W: appreciated John Buck’s facilitation. Feels heart-connection and enjoyed the shift in what he perceived to be clarity and forward movement. Excited and hopeful.
• Jori: Likes the idea of highlighting action items, enjoyed the facilitation and opportunity for connection. Has sense of moving forward.
• Valentina: Appreciated facilitation, warmth in heart, addressing feelings/needs. Looks forward to the next two meetings. Wants to connect with Margo about how we can share progress that is being made with the entire network. Content and hopeful.
• Marshall: enjoyed facilitation style. Sense of accomplishment.
• Stefan: Eager to pursue topic regarding John Wiley’s announcement. Eager for info from Germany with Marshall and Valentina. Frustrated about slowness/efficiency of process.
• Margo: enjoyed experience, appreciates everyone’s participation. Has deep sense of direction and accomplishment. Appreciative for facilitation.
• John B: enjoyed the meeting, would really like everyone to show up on time for efficiency.
• Katherine: feels connected, happy Margo is present and on the Board.
• Glenda: enjoyed the meeting, getting good sense of the clarity the Board wants. Noticed different perceptions of what role the Secretary, thinks consent on the role/responsibilities first might help with efficiency of election process.
• Danielle: enjoyed the facilitation, concerned about workload for Margo. Wants another person to serve as Secretary as soon as possible.
• William: pass
• Jim: Learned a lot from John’s facilitation, enjoyed that he included the entire group for feedback, and using clarity to find consent/objection. Excited about 2 projects currently in the works with the GCC. Made a request for all present to make contribution of at least $10 to GCC to maintain non-profit status.

Board Agenda - 07/11/07 Meeting

1400 GMT, 10:00am US ET, 7:00am AZ/CA, 4:00pm Geneva, 8:00am NM, 3:00pm London

• 7:00am PT - Check-in (15 min.)

Logistics

• 7:15 Requests for agenda changes, Announcements, Next Meeting (5 min).

Consent Agenda

• 7:20 (10 min.)
  
• Proposal: Margo is elected to the Board with a term of one year.

Needs: Diversity, effectiveness and connection.

Regular Agenda

• 7:30 Budget discussion (Margo, 30 min.)

Needs: Clarity, accountability, planning.

• 8:00 Board Secretary selection and term (John Buck, 15 min.).

Roles:

• Ensure that meeting minutes are kept and distributed to the entire organization.
• Track member attendance and terms of the Board and Officers.
• Give all notices required by the by-laws.
• Maintain custody of the corporate records and the seal of the corporation.
• Maintain familiarity with legal documents (articles, by-laws, IRS letters, etc) to note applicability during meetings.
• Maintain a written record of current Board Policies.
• Keep a register of the post office and email addresses of each member.

Needs: Clarity, effectiveness, diversity.

• 8:15 Organizational Review Committee Report (Robert Gonzales, 20 min.).

Needs: Information, discussion, clarity.

• 8:35 Discussion of strategies to expand Board membership (John Buck, 10 min.).

Needs: Diversity, support, availability of a replacement Secretary.

• 8:45 Action Items from this meeting (John Buck, 5 min.).

Needs: Effectiveness, Clarity, follow-through on Decisions.

• 8:50 Check-out (10 min.)