I. Welcome 

Andrew (web developer, working on social media feed aggregator), Jeffrey S., Nathaniel(testing of K-12 formative assessment), Carol McCreary (boat trip to Alaska May to August, Gates Foundation sponsoring events that Phlush will be involved), Alex (figuring out project on new space).

 II.  Current Business

 A.  Confirm Election Process (Monday, Council review of proposal: Four affirmative votes.  Civics Meeting: 4 affirmative votes.)  It has more than 2/3rds majority in council and direct, and is our first constitutional amendment proposed at a members meeting voted into law.

  • April 1-May 1: Recruit nominees for two positions (https://collectiveagency.co/community-guidelines/constitution/ 1) Main Community Organizer: open to non-members and 2) Four Coordinating Council members: members only
  • April 15-May 1: Review candidates form Main Community Organizer, workgroup will select top 5 or 6 candidates (this may include interviews)
  • May 1-15 (tentative): Voting by members using the Schulze method for preference voting (this is not direct 1 to 1 vote)
  • May 15-June 15: Training of New Council Members
  • June 15: Induct New Council
  1. Basic voting rules?  We will post explanation of Schulze method prior to voting period.  What is the preferential voting system that is called the Schulze ranking system?
    • Jeffrey: it makes selection of the most acceptable candidate(s) to the largest broad base. Voters write their order of preference (1, 2, 3, 4, etc) for each candidate.
  2. How should someone put her/his name in the running?  Alex put up a Google Doc Application for Main Organizer and Council Members Position Description [note added April 4 2012: current application for 2012 elections is here]. Workgroup will review next meeting (to make sure voters will get key information about candidates.
  3. Applicants/candidates screening process if we get more than 6 candidates. Suggested that:
    • The position requires rapidity of response: requesting applicants to do a half-hour job might be a good screening.
    • Specify that we may have more questions for applicants, especially to screen if we have many applicants.
    • Request that candidates have a trial membership day or week here.
    • Specify a word count for applications.
  4. Job Description:  A draft written by Alex was shown at  Main Community Organizer.  Suggestions by members:=
  • Carol: “They are on call for the alarm system 24/7″. Alex: “They end up being responsible for anything that no one else is.” Alex will clarify.
  • Shorten the paragraph descriptions; Alex will do that.
  • Add a more full organization description, especially the mission statement, and a diversity/variety statement about who our members are and our philosophy. Carol: “This is one of the most diverse groups in Portland.” Stated by members that the goal of the main community organizer is to “sustain nd grow” our “financial and social”.
  • Sidebar: Suggestion to add the mission statement to the Constitution (because it is on the homepage, it is part of the terms of service). Alex asked for someone to propose the amendment; no one has yet.
  • Add specific skills, such as writing skills, software. Alex will also summarize various ways people support the main community organizer, including part-time paid independent contractors and professionals.
  • Comments that the current draft does not have a traditional specific job description; it will encourage candidates to propose their vision; this seems to be a good thing.
  • Framing/wording: Suggested to use a buzzword for what we are in the opening description. Suggestions: intentional community, cooperative, unincorporated association. We’ll think about it, email suggestions to council@collectiveagency.com
  1. How should we inform voters about candidates and the election? 
    • We will post candidate bios/applications for members (online and physical).  Alex will send out call on Workgroup List (email newsletter of about 500 people, approx 1/3 read it).  We will put up a list of other sites for the job call.
    • Alex is interested in member preferences in how to be notified of pending votes on proposals.

 B. Other Agenda Items

Part Time membership is a question we’d like to examine.   Would like to be able accrue visitor tickets (when not in residence) and benefits (e.g. voting at a distance).

 Key Questions: 1) How many members are in similar situations of extended absences (more than a month)? 2) Can we suspend our membership temporarily and return at the same cost (e.g. grandfathered in at $160)?  3) How long could a suspension last (3 months? Longer?)

C. Alerts: Request that e-mail announcement of agenda for Council and Civics Meetings should bold/highlight key changes so people know the significance of the proposal.

 III. Prior Business: 

A.  We want to consider a scholarship at $160 membership for those under income of $20k.  How do we confirm truth of self-reporting. We may need to request tax forms.

Can we get more scientific about our boundary points and membership tiers (e.g. living wage, cost of living, comparable rates).

Need to clarify language on scholarship option: we encourage people with under 20k of income or students to apply.

Adding another tier will help us clarify (e.g. under 20 or 30k is 160 month, student are $50 month).

Work in Kind contributions? Asking for service or formal commitment to certain responsibilities. e.g. (operations, media, IT, physical facilities, after hours hosting).

Desire for transparency about payscale by members.

Clarify in next civics meeting.

 B. Proposal for Free Event Space Use

Concerns raised in Council.  Please see https://collectiveagency.co/2012/03/27/coordinating-council-notes-march-26-2012/

We need to answer alex’s questions: what do we have? what do we want?

  1. we want to know what we have
  2. we do not know what we want
  3. we need to talk about what we want
  4. the answer to this question needs to come from the community

Discussion: Pass the Hat: 3,5,10 donation suggestions.  We ask them how many people might attend, and asking donations can be troublesome if 501c3.

Potential Model: Single event partnership with a Neighborhood Association get free space (this is how it works for Mercy Corp, Universities and so forth).

Legal issues: alcohol, injury, accidents.

 IV. Announcements and Events

  •  We are all eligible to be voting members of Old Town Neighborhood Association because we work here or are volunteers. (add this to our job description–be liason)
  •  Molly and Matthew are speaking Thursday, RSVP.  Get the Poop on Preparedness.  5:30 pm.
  • BarCamp Portland this Friday and Saturday!
Written by Resh Inanna