Coordinating Body Meeting Notes July 9, 2020

Shambhala Process Team – Coordinating Body

Minutes    Meeting of 2020.07.09

Attendees : Catherine Éveillard, Diane Whitcomb, Janet Bronstein, Jim Fladmark, Kristine McCutcheon, Nora Wiser, Shel Sampa Fisher      Absent :  

RolesFacilitator : NW Minutes : SSF Speakers List : [name]  Time Keeper : JB Well-Being : [name] Call Host : JF

Item
1. Meditation
2. Opening
2.A. Opening Touch-In
2.B. Assigning Meeting Roles
2.C. Approval of Minutes of Last Meeting
2.D. Approval of Agenda of Current Meeting
2.E. Confirm Date of Next Meeting
2.F. Confirm Call Connection Info for Next Meeting
2.G. Upcoming Events (related to this WG)
2. Status Check-Ins
– SSF : Planning dates & times for All-PT calls – Zoom info
– SSF : Second CB Meeting Time – Tuesdays @ 16:00-18:00 ET
– KM : Posting Agenda to PT website, groups.io
– KM/SSF : Zoom Accounts
3. Planning and Preparation for Open Conversation Call on 2020.07.11 @ 16:00 ET

– General Structure of the Open Conversation Meetings ?
– Strategy / Predetermine Tigger(s) for launching Break-Out Groups ?
– How will we manage harvesting of input ?

Shall we open with reminders of right speech, mindful speech ?

Strategies for how to work with heightened energy :
– If there are enough people, breakout rooms could be helpful to dive in, give more people opportunities to share.
– Come prepared to hold container.
– Social Meditation Guidelines : let go of agenda and allow whatever arises to come out.

Harvesting strategies :
– Zoom chat box
– Take notes
4. CB CE TF Update

– General Context Draft / CE Initiative Proposal for PT
– Convening a CB CE TF
– Preparing and rolling out basic material for consideration

Discussion Items

Data G&M appreciated being encouraged to develop the initial CE proposal document based on their existing efforts.

How much material do we need to prepare ?
– What would a PT member who has not been a part of this process need to be ready for the All-PT ?
– Should we Invite PT to participate in a planning call : e.g. Review (Preview) and Feedback on CE Initiative Proposal ?
– Can we break the initial CE proposal into smaller bits to share incrementally ? e.g.

Authors of the initial Proposal :
Susie Vincent, John Smith, Mary Fahrenfort, Sherab Manoukian, Kristine McCutcheon, Janet Bronstein.

How do we determine who carries the CE initiative forward beyond 2020.07.25 ?
– Identify what expertise would be needed.
– Identify what diversity and representation would be needed.
– Determine selection (process) for members based on these criteria.
– Identify what kind of budget would be necessary.

See Action Items, below.
6. Assign Task – Preparing a call-out to the community :
* Who & what is the CB and the PT
* Preparing ground for CE initiatives from PT
7. Review & rotation of CB internal admin roles :
– Convener

Short version is : To herd CB members into the next meeting and ensure all supporting documents and information is circulated in advance.
8. Planning next CB Evaluation
* Initial Discussion
Flex Time
9. Closing
9.A. Brief Meeting Evaluation
(thumb gestures and, or a quick round of liked & did no like, deeper discussion would be scheduled for another time)
9.B. Closing Touch-In
9.C. Dedication of Merit
9.D. Bow

 

Coordinating Body Meeting Notes July 2 2020

Shambhala Process Team – Coordinating Body

Minutes  Meeting of 2020.07.02

Attendees : Diane Whitcomb, Janet Bronstein, Jim Fladmark, Kristine McCutcheon, Nora Wiser, Shel Sampa Fisher   Absent :  Catherine Éveillard

Roles  Facilitator : NW Minutes : SSF Speakers List : [name]  Time Keeper : JB Well-Being : [name] Call Host : JF

Item
1. Meditation
2. Opening
2.A. Opening Touch-In
2.B. Assigning Meeting Roles
2.C. Approval of Minutes of Last Meeting
2.D. Approval of Agenda of Current Meeting
2.E. Confirm Date of Next Meeting
2.F. Confirm Call Connection Info for Next Meeting
2.G. Upcoming Events (related to this WG)
2. Status Check-Ins
– SSF : Planning dates & times for All-PT calls
– SSF : Second CB Meeting Time
– DW : Request for regular meetings with Board
– KM : Posting of Minutes to PT website, groups.io
– KM : Posting Agenda to PT website, groups.io
– – we will post a generic meeting format & current outward facing items
– KM/SSF : Zoom Accounts
– – do any PT members need a PT pro account ?
– – can any former PT users cede their account to these people ?
– KM : Request for PT access to CB groups.io exchanges
– – all PT members can read other groups’ threads
3. How can CB support existing CE initiatives :
Data G&M is creating links with other PT activity.

Background
Data G&M concerned about coordinating CE initiatives currently ripening in the PT so as to avoid CE chaos and best tie-in / harmonizing of the various CE initiatives, especially as they seem to be arriving simultaneously :
– Survey group wants to have some outlet for the SoS survey results beyond a web page on the PT website.
– Inclusiveness ST interested in doing a CE activity around SoS survey input re. healing & inclusivity.
– CoC wanting to get community feedback on CoC policy document.
– GMS is working on a CE activity re. renewing Shambhala governance.

Brainstorm – Emerging Proposal
Create CE small groups, each with a theme / scope of topics :
E.g. CoC : how we are exclusive, how we relate to each other.
– Practice conversing productively while coming from different places
– Culture building – connecting members from around the world.
– Learning about how other parts of the community feel and think about

Note : Board’s current Right Use of Power training initiative will address many of the “soft” needs for skillful means.

Note : SC Journey document includes a recommendation for a CE activity ; Susan Skjei and Dian Marie Hoskings were involved in that.

Dimensions of CE
– Skillful Means – importance of laying foundations for enabling any CE activity : e.g. CoC and learning / practicing how to talk with one another on difficult subjects.
– Implementation – having an objective / e.g. themed deleks ; delivery of the actual CE activity ; “structured engaging with one another” ; taking emphasis away from opinions and toward communicating from the heart with people with different views.
– Harvest – making sure we receive the feedback and make sure it is channelled into action.

Importance of developing each of these dimensions simultaneously, rather than focussing only on one (e.g. skillful means) and never getting to implementation.

Importance of tying in “building capacity” and meditation practice.

Start Small
Importance of recognizing the reality of our skillful means and our capacity to implement and harvest, so as to learn as we grow the activities and not take on more than we are capable of delivering on, creating disappointment.

Questions & Forward Thinking
– How does CE feed into Shambhala Org. decision-making : PT supports capacity development on community feedback loops ; PT would then translate this feedback into a form that the Board can use.
– Invite community members to participate in CE groups.
– How do we ensure that invitations to participate themselves are inclusive.
4. Breaking Down the Discussion of CE :
* What do we mean by CE, or think it should be ?

The CB Consented to :

Create a CB CE TF with the mandate of :
– Developing a CE proposal for PT with PT input.
– A proposal in some form must be ready for the 2020.07.25 All-PT call.

See Decision Details section, below.
6. Assign Task – Preparing a call-out to the community :
* Who & what is the CB and the PT
* Preparing ground for CE initiatives from PT
7. Review & rotation of CB admin roles :
– Convener
8. Planning next CB Evaluation
* Initial Discussion
Flex Time
9. Closing
9.A. Brief Meeting Evaluation
(thumb gestures and, or a quick round of liked & did no like, deeper discussion would be scheduled for another time)
9.B. Closing Touch-In
9.B. Dedication of Merit
9.C. Bow

Decision Details
Re. developing a PT CE Model

The CB Consented to :

Create a CB CE TF with the mandate of :
– Developing a CE proposal for PT with PT input.
– A proposal in some form must be ready for the 2020.07.25 All-PT call.

General Proposal Intention :
That the CB put a proposal to the PT re. producing a CE model :
– Format(s) to use for “small group” meetings (e.g. which Shambhala skillful means or practices)
– How do we harvest and ensure a feedback loop
– How do we soft launch with small groups to be able to work out kinks before working with larger groups.

Regression Time-Line
2020.07.25 – All-PT call whose theme will be to discuss a formal proposal re. CE.
2020.07.22 – Received feedback from PT re. Aspects of the proposal
2020.07.15 – Begin feedback period no later than this date
2020.07.07 – Begin rolling out basic material for consideration (e.g. zoom recording on subjects of each of the “black boxes”)
2020.07.02 – Begin forming the CB CE TF

Video suggestions :
– separate videos by topic / “black box”
– question & answer format

Initial members will be :
– existing members of the analogous DG&M TF
– interested members of the CB

Coordinating Body Meeting Notes June 25 2020

Shambhala Process Team – Coordinating Body Minutes  Meeting of 2020.06.25

Attendees :  Catherine Éveillard, Diane Whitcomb, Janet Bronstein, Jim Fladmark, Kristine McCutcheon, Nora Wiser, Shel Sampa Fisher

Absences :  

Roles –Facilitator : NW Minutes : Speakers List : [name] Time Keeper : KM Well-Being : [name] Call Host : NW / JF

Item
1. Meditation
2. Opening
2.A. Opening Touch-In
2.B. Assigning Meeting Roles
2.C. Approval of Minutes of Last Meeting
2.D. Approval of Agenda of Current Meeting
2.E. Confirm Date of Next Meeting
2.F. Confirm Call Connection Info for Next Meeting
2.G. Upcoming Events (related to this WG)
Schedule the Office Hours monthly All-PT Drop-In Calls:
Office Hours to be called All PT general conversation
3. Status Check-Ins
– DW : Draft message to Board re. Regular meeting with CB
– SSF : All-PT call times
– KM/SSF : Identify 2nd Weekly Meeting Time
– KM/SSF : Posting next agenda in advance in groups.io
4. Review 06.28 All-PT structure/flow and roles.
[itemize roles here] Link to Google doc plan:
https://docs.google.com/document/d/14RZJWVk15tPp1EqECObJMgfYQXZUdqyG9GTOTsBHXHE/edit
Roles during the Zoom gathering
Overall Host JB
– Introduce the call – welcome message – DW
– Harvesters – CÉ, NW
– Zoom Host Tech – KM
5. New PT Support Team :
For Community Engagement as Support Team CE-SG to be under the direction of CB

Discussion Items

There is a need for
* A repository for PT CE templates & best practices.
* A reference & general ressource to WG initiatives.
* To be able to gather members of the community to participate in & support CE initiatives

Role of the CB:
– Lead coordination of timing of CE initiatives ;
– Coordinate & Communicate on CE initiatives with :
– – Shambhala Board
– – Shambhala Global Services

Ongoing need for CE capacity is at the heart of PT mission and it is linked to the whole community.

This needs to be broken into smaller bits to ensure a common understanding.
* What do we mean by Community Engagement ?
* What skills would be needed based on this definition ?
* How would a CE ST relate to other parts of the PT, e.g. Community Building WG or Inclusivity ST ?
* How would it report to the PT ?

CB itself has the mandate of CE

Last year the PT and Steering Committee were talking about a ‘Shambhala Office of Community Initiatives’ (SOCI) – it seems that a possible vision for this office (in the future) could also be ongoing ‘Community Engagement’, and it could be a repository for any skills we learn and develop along the way.

Concern that discussion of a new CE ST should not undermine current work with the Survey group.

To be rediscussed after the all PT on Sunday.
CB Glue – How do we each prefer to receive feedback ?
– With kindness.
– Give feedback as a separate item from other conversation.
– Talk to me in person.
– Signal if you think it might be a difficult conversation.
– Power of generative dialogue: Listen and trust.
– Trust is important and feedback can help build trust. Repeat back to me what you think I said.
– Own your perception as yours, as opposed to speaking as if you hold “the truth”.
6. Assign Task – Preparing a call-out to the community :
Who & what is the CB
Postponed
7. Review & rotation of CB admin roles :
– Convener
Postponed
8. Planning next CB Evaluation
Postponed
Flex Time
9. Closing
9.A. Brief Meeting Evaluation
(thumb gestures and, or a quick round of liked & did no like, deeper discussion would be scheduled for another time)
9.B. Closing Touch-In
9.B. Dedication of Merit
9.C. Bow

Decision Details
Calendar for all PT thematic gatherings
Sat July 25, 4PM ET
Sun August 30, 1PM ET

Calendar for general Conversation
Sat July 11, 2PM
Sun August 9, 2PM