General Mtg Agenda - Mtg is this Wednesday!
"Michael VanDerwater" <[email protected]>
| Newsgroups | gmane.org.clubs.gobiodiesel.mixmasters |
|---|---|
| Message-ID | <[email protected]> |
Hello all,
I am pasting an Agenda for this weeks General All Co-op mtg. I am also
attaching and pasting minutes from the retreat below the agenda as a
reminder of action items. Please review the minutes and be ready to report
back on your action items when called upon at the general mtg. This is the
accountability and improved communication part that we talked about at the
retreat. We are making progress:). Even if it has not been done yet, report
back is very important.
All co-op General Meeting 6:30-8:00. Please arrive on time. we have a very
full agenda and WILL start on time.
105 SE 18th. Corner of Ankeny and 18th
Hemp and Cannabis Foundation
[OLD BUSINESS]
Committee updates on action items from the retreat. These are report backs
which may include a bit of discussion to resolve some simple issues. Be
prepared to report back to the co-op on previous action items from the
retreat minutes. This will, I suspect, make up the better part of the
meeting as there is so much to cover here.
- Mixmasters/Processor Design Nate/Seth-For presentation and quick
Q and A-10 minutes
- Oil Collection – Eli/Beth -For presentation/discussion – 10
minutes
- Oil Support - Matt.Pete – For presentation/discussion-10 minutes
- Research /procurement – Seth/Nate/Michael -For
presentation/discussion-10 minutes
- Board – Brian- For presentation/discussion- 10 minutes
- Member services – Mich/Chris/Jackie - For presentation/discussion-
10 minutes
- Outreach – Mich/Jackie - For presentation/discussion- 10 minutes
- Utilities Committee – Jason/Brian - For presentation/discussion-
10 minutes
- Tech –Chad/Randal - For presentation/discussion- 10 minutes
[New Business]
Anything to add to this? Anyone? We covered so much at the retreat and
have such a full task list that there is only room for the highest priority
items. I have put down one big one that seems to be most crucial at this
point in time.
-Power issues. Using report back from utilities committee, the processor
design team will detail what our options are for power issues. This will be
put to a vote. – Processor design team and Utilities team facilitated by
Michael / For decision/ - 10 minutes
-Anything else? We have pretty much used up our 1hr and a half above,
however, we can add to the agenda and if we have time, we can work these
items in
<<<<<<>>>>>>>
Retreat minutes listed below for reference.
*Biodiesel Co-op Retreat
**2/25/06***
* *
*Location: *Camp Collins. Troutdale, Oregon
* *
*Attendance*
* *
1. Michael VanDerwater
2. Matt Stein
3. Mich
4. Nate
5. Jonathan
6. Karen Kruse
7. Jay
8. Chad
9. Sofia (& Alexander)
10. Brian
11. Ryan
12. Seth
13. Pete
14. Hannah
15. Rick
16. Beth (& Evan and Max)
17. Katie
18. Chris Iverson
19. Bill Stites
* *
*Co-op Update*
* *
*Mission**:* To bring about the environmental, economic, and public health
benefits of biodiesel through education, production, and use
* *
*Vision: *To create a national network of biodiesel co-ops dedicated to
advertising and promoting biodiesel as a sustainable, superior fuel choice.
* *
*Mixmasters (Nate): *Generation I Processor* *– We will be making biodiesel
with the equipment we have. Seth has ideas for
modifications/simplifications. The group has been doing test batches, and
found bad methanol. Instead of using NaOH (sodium hydroxide), the group has
been using KOH (potassium hydroxide) because it doesn't harden when it is
cold. Will use the NaOH that we already have purchased in the summer
months.
*Community/In-reach (Katie): *Phone tree is going well. There is a positive
feeling from many members. Will be complete in the next few weeks.
*Fundraising (Hannah): *The fundraising committee is getting started. Ideas:
Chinook book sales, bumper stickers, t-shirts, capital campaign with
members, and benefit concert at Crystal Ballroom.
*Greasemasters: *It is not necessary to increase oil collection at this
time. Do we have a document to help us get the right type of oil from
businesses? (look at the quality of the original oil) Do a test batch on a
sample before we accept a new businesses's oil.
* *
*Values Exercise – Why did we come to the Co-op?*
* *
*Core Values*
Sustainability
Community/Inclusive community to people without vehicles
Education
Initiative/action
Local production/economy/self-reliance/freedom
Environmental impact
* *
*Additional and related values:*
Open/transparent communication (community/education)
Easily duplicated
Faith (community)
Trusted fuel source
Using and making power responsibly
* *
* *
*Vision For Co-op*
* *
*Production*
- Build processor for other co-ops
- Close the waste stream – use only waste oil, not virgin oil
- Study other plants like hemp for oil production of the future
- Algae based biodiesel production
- Ability to meet the fuel needs of every co-op member (x2)
- Reclaim methanol – distill methanol (green house gas should not be
vented to atmosphere)
- Look at replacing methanol with ethanol
- Co-product utilization (waste water – use to our benefit; magnasol
recycling; glycerin)
- Design improved mixing processes (lower production time)
- "Closed for good" signs on all our local gas stations
- Emphasize safety and simplicity
*Production Vision Statement:* We have a safe, simple, and efficient
production process with the most sustainably produced oil that meets the
capacity of the co-op. Co-products are utilized or recycled, and
by-products are regenerated or disposed of properly.
*Education*
- Teach by example, let it speak for itself. (work to avoid preaching)
- Resources for schools (Brian Smithers producing in middle school)
- Local, national, world knowledge source [*website* is the vehicle!]
- School-based biodiesel production to be used in school buses. Matt
mentored for a pilot project with high school students.
- Create an easily replicable model to do what we do and help other
co-ops start and sustain themselves.
- Information is relevant and accessible to diverse communities
- Fun & easy to make it, and fun & easy to spread the word.
- Increase public awareness (co-op is well-known authority)
- Tap low-cost resources (i.e., public service announcements)
- Media presence (Video program that integrates biodiesel and
renewable energy)
- Outreach to government officials.
*Education Vision Statement*: We have an interactive education program that
portrays biodiesel as fun and easy with outreach through website, media, and
schools. We are known as an authority on the production of biodiesel, and
we are an easily replicable model for others.
*Organizational Structure*
- Job descriptions – clearly defined roles and tasks (pre-defined task
list to help people define what they could do)
- Consensus building with communication toward a supporting silent
membership (the people that don't want to be involved in the
decision-making)
- Committees: well-organized; simple communication avenues
- Efficient consensus process (doesn't take too long!)
- Transparent process
- Fundraising vision (Jimmy at Crystal Ballroom; ask for donations;
think about non-profit status!)
- Grant writing committee (don't need to be a non-profit)
- Co-op continuity independent of individuals or glitches in any given
step of production (*develop the continuity*! Next generation with
energy needs to step-up)
*Organizational Structure Vision Statement:* We have Co-op members with
clearly defined roles and the ability to pass information on independent of
individuals. Committees interact efficiently, are well-organized, and keep
continuity of information. There is a mentorship structure that allows
supporting members to reenter the co-op.
*Community*
- Inventory strengths/know-how of co-op members (who do you call?)
- Network of support for production and operation – helps keep
continuity
- Easy contact methods (phone, office for public)
- Bite-sized commitments spread across entire membership (division of
labor)
- Fun and inspiring organization
- Outdoor, healthy chill space (community center, one in every
quadrant of the city)
- Inclusive and accessible: physical presence, feel welcome in
community
- Stable, year-around meeting space: resources, materials
*Community Vision Statement:* We are like an old-time village that leverages
each members' creativity and skills. We are a fun place that inspires
people to support each other.
*SWOT: Strengths, Weaknesses, Opportunities, Threats*
* *
*Strengths*
- Energetic, committed people
- Skills and knowledge
- Other biodiesel/likeminded groups
- Processor works?
- Legal site
- Infrastructure
- Material resources
- Oil collection
- Superb General Manager
- Processor design team
- Bob – retired tradespeople
* *
*Weaknesses*
- Not producing fuel
- Burn-out
- Processor works?
- Lack of continuity
- Lack of organization/process/formalization of acquired knowledge
- Weak communication of tasks to membership
- Lack of full member participation
- How to do quality control
- Limited hierarchy for the co-op: each functionality needs to be
delegated
- Lack of accountability/minimum level of work required and enforced
- Communication – can't get a hold of membership
- Lack of relationship (to feel accountability)
- Lack of funds
- Takes a long time to construct things (design team needs support)
[may be a past weakness]
- Lack of big picture planning/design
- We could have a more active board (need more positions filled);
other people from community with something to bring, not co-op members
- Stronger committee leaders
- Processor design team needs better communication
- Cross-pollination of committees (so all committees keep the big
picture in mind)
* *
*Opportunities*
- Produce good fuel
- Creating a unique model
- Oregon has broad base of public support and increasing demand
- Untapped fundraising resources
- Chance to influence local politics
- Large member base
- Improve site to make it more of a community gathering place
- Training for biodiesel production skills (grants? Apprenticeship?)
- Members have ability to build
- Leadership improvement in other committees
- Include whole co-op in decisionmaking when appropriate. For
example, for major decisions on the production paradigm (how much produced,
who produces it)
* *
*Threats*
- Burn-out
- Increasing competition for veggie oil/limited resources
- Wastewater
- Liability issues
- Legislation
- Government standards (BQ 9000 - beyond ASTM)
- Plastic judge
- Time commitment & priority (behind career, family, etc.)
* *
* *
*
*
* *
*Strategies *
* *
*Committees*
*Co-chairs*
Mixmasters/Processor Design
Nate Gates and Seth Moody
Oil collection
Eli Rosenblatt and Beth Melner
Fundraising
Hannah Friedman and Chris Iverson
In-reach/community
Katie Kolker and Ryan SChenk
Co-product
Bill Stites and Karen Kruse (John?)
Oil Support
Matt Stein and Pete Kramer
Research/procurement
Seth Moody and Nate Gates
Board
Brian Jamison, Chad Patterson , Jason Buch, Kris Amundsen
Member services
Mich Nelson Chris Iverson
Outreach
Jackie Cashion
Utilities Committee
Jason and Brian. Nate-member
Tech (website, etc.)
Chad Patterson, Randall Hansen (Possibly)
*How do we get the Co-op organized and motivated?*
- Make sure we produce fuel
- Clear communication about work parties
- Everyone that joins has to be on a committee
- Being a member means:
- Pick a committee
- Commitment to be accountable (don't tie it solely to fuel
purchasing)
- Redevelop description of committees for membership packet
- Establish mechanism of accountability
- Hold orientations for new members (member services). Must come to
orientation, come to 1st workparty (sign up for a specific date to
help).
- At committee meetings, discuss accountability
- Need co-chairs for all committees
- Reorientation for Non-active members. New commitment to activity.
* *
*How to Committee Chairs get their Committees Together?*
- Call all interested people (from phone tree results and previous
lists)
- Schedule them in for a date. Recommend that they help at least
every other week.
- Schedule meetings ahead of time. Have standing meetings. Calendar
of events on website. (committee heads need to know how to update the
calendar)
- Prepare committee chair job descriptions. (length of time for
service, duties, etc to hold chairs accountable).
* *
*
*
*Task List*
* *
*Task*
*Responsible*
*Due Date*
Create job description *template* for co-chairs to fill in specifics
Michael, Brian
1 week (3/5/06)
Create *general* job description for co-chairs
Michael, Brian
2 weeks (3/12/06)
*Fill in template* to customize job description for committee. Also include
a 1-paragraph description of the committee and what it means to be a part of
the committee for members.
All committee co-chairs
3 weeks (3/19/06)
Membership packet development
Mich and Michael
2 weeks (3/12/06)
Calendar with meeting schedule
Chad
Before general meeting (3/15/06)
List of who is on the committees and their contact info distributed to
co-chairs
Michael
*?? (did not set a date)*
Develop plan for accountability that is not tied to fuel
Brian and Sofia
*?? (did not set a date)*
Orientation program development
Mich and Michael??
Before general meeting (3/15/06)
Co-chairs filled on committees
DONE
List of interested people from phone tree to committee chairs
Katie
2 weeks (3/12/06)
Fundraising meeting
Hannah
Set for 3/5/06 at 1840 SE 44th Ave, 10:30 am
Establish meeting location
Chris
Next general meeting at 105 SE 18th, Wed March 15 6:30-8 pm. Corner of 18thand
Ankeny.
* *
* *
*Plus/Delta for Retreat Day One*
* *
*Plus*
Location
Team-building activity
Good method
Well-led meeting
Came away with a list
* *
*Delta*
Party would be good
Get rid of values section and cut to the chase
Add breakouts with committees
More active participation
* *
* *
*Calendar of Events*
* *
*What*
*Where *
*When *
*General Meeting*
105 SE 18th, Corner of 18th and Ankeny.
Wed March 15 6:30-8 pm.
*Fundraising Meeting*
1840 SE 44th Ave. (Hannah and Pete's house)
Sunday, March 5. 10:30 am
*Work parties*
The site
Every Saturday, 11 am
* *
*[ We broke for the day. Day Two, Sunday brought a few new members in for a
more focused discussion on strategy]*
* *
*Sunday 2/26 Biodeisel Coop Retreat minutes*
*Taken by Tamar. Edited by Michael*
* *
We reviewed the Saturday meeting to catch everyone up on what was next.
*Meeting focus: Producing fuel action items*
eg: electric permits, selling and distribution, testing fuel, constraints
such as environment, $, working system.
* *
This meeting took on the following format. We first identified the problems
and the sub problems that went along with it. We then brainstormed ways or
an approach to address the problems. We attempted to assign action items
but at times we needed to just identify the co-ops shortcomings in the past
and record them in order to bring awareness to them. In this way we can
work towards changing our organizational culture to avoid these in the
future.
We focused on the following:
*1. Why do we have difficulties in producing BioD?*
And..
*2. Communication struggles*
*So….*
* *
*Number 1. **Why do we have difficulties in producing BioD?*
* *
*Problem Area 1. environment - lack of power, water, and water.*
*Solutions and action items*
* a) Lack of power:*
fire marshall says it has to be "class 1, division 1" wiring.
What does that mean? Do we need to rewire?
*ACTION ITEM: *Jason will check meaning of "class 1 division 1"
Steps for filing for permit:
first Need list of circuits (how many of each amp, voltage)
next need to file for permit and get inspection by county (costs
about $300)
need pole for power to building, with separate meter and wire in
- talk to PGE, who will deal with the details.
*RECOGNIZED A NEED for a utilities committee (see later action item). *This
may be a temporary committee.
* *
*b) water*
incoming: Can continue to use Brian's for now.
Outgoing (waste): Need to ask DEQ if we can dump on site, and if need to
treat it in any way.
Are permits required? Utilities committee should take up this question, in
consultation with the co-product committee.
* *
*c) Cold*
can suffer until next cold season but will need to deal with the issue.
need to insulate container before putting in any heaters
* *
* *
*Problem 2. fatalism: *
*Solutions and action items:*
we're done with that! Attitude readjustment. We* ARE* a co-op producing
small batches of fuel with a great plan and we now have the knowledge and
commitment to make it happen. It is behind us and we are on our way!!!
*Problem 3 Perfectionism/lack of plan - *That is to say that we try to make
every thing super slick but to serve what end plan? i.e. generator that
does not give us enough power. Off the grid is slick but not if we can't
heat oil quick enough to make bioD.
In addition to this there has been a lack of continuity in plan - within
coop, vs. individual members. Cannot keep a standard plan moving and
connected to everyone. CO-op members work hard, get burned out and then
take the knowledge with them.
*Solutions and action items*
We need to make a plan that is *SMART*
*S*- Simple
*M*- Measureable
*A*- Achieveable
*R*- Realistic
*T*- Time based
We need to have a training program that passes this info on
organizationally.
*Although nothing specific was identified here as an action item, we
recognized these characteristics as key things to avoid much of the pitfalls
of the co-op. We are re creating our personality as a co-op and these items
will be recognized within each of the committees
*Problem *Idealism: We started way too idealistic. We also are at times too
safety conscious and inflate safety concerns beyond what they may actually
be.
*Solution:* We recognized that we need to work towards what is necessary not
what is desireable/perfect or nice. We will seek to inform safety protocol
more on reality rather than fears.
* *
**General comment in this problem solving discussion.*
[a short side discussion of Hands on Portland as a partner? Will they work
with us? Do we want them to?* *One lesson from them: Always ask for more
people than we need]
* *
*Number 2 -Communication struggles.*
* *
*Problems with communications:*
*Problem 1 – technical/web oriented issues*
(can't sign up to lists, wiki down, etc.) lack of training in tech
lack of training in process - need to use lists correctly, need to sign
everyone up automatically for some (announce especially)
*More specific Sub problems*
- *Lists*
misuse (not posting in right place)**
lack of confidence in lists by the users
overload
should there be a moderator for announce?
General list should NOT have announcements and anyone who does so should be
chastized or spanked (Brian has volunteered to administer punishment)
* *
* *
- *The wiki:*
need training (ongoing), na dnot just online
need to restore confidence; we got hacked and are rebuilding, but people are
now hesitanct
It is NOT fully up right now; tech committee is going to focus on it and
make it work.
- *tech phobia, lack of access, or other issues that prevent use by
individuals:*
*Solutions and action items*
*[Tech issues were grouped together when solution finding]*
* *
*Lists*
-send training and orientation issues to the membership commiteee
-sign people up automatically to the announce email list
-training in process: committee chairs should post announcements to annouce
list; non-chairs should send postings to chairs who will moderate and if
appropriate, post the announcement
so: no new moderation is needed
*We discussed for what purpose each list was created for*
* announcements *(for all important announcements of meetings, work parties,
changes, etc.)
general (chatter)
* There are lists for each committee. *(committee business)**
* Distribution *(once BD is available)**
* *
*ACTION ITEM: *MICHAEL will be the conduit for developing a training plan
for new members around lists.
*ACTION ITEM: *PETE will develop wiki training for committee chairs
order of actions:
a) *BRIAN trains Michael, Pete*, and the memebr services committee chair in
the technology and the organizational structure of the lists and wiki
b) Membership committee creates a training and a meeting organization
template
Pete takes information to all the chairs
c) Training meetings are held with each committee
* *
*ACTION ITEM: *MITCH needs to create and/or modify the new member process,
complete with a check list of all the items that need to be covered.**
* *
*Side topic regarding lists….what IS an announcement? *answer: major
activities, updates from chairs; should PRIMARILY be links to wiki pages.
This cuts down on postings and makes the record more permanent.
* *
*ACTION ITEM: *SETH will formulate guidelines and recommendations and
forward them to Brian.
*There exists a certain amount of tech phobia, lack of access, or other
issues that prevent individuals from using lists or the wiki:*
*Action item:* Member services chair should handle this case by case so
that the number of exceptions is kept to a minimum. Can use meetings, work
parties,[hone and bulletin board to do outreach to individuals that do not
have access to the web.
* *
*ACTION ITEM*: bulletin board: exists BRIAN will print and update the
bulletin board. Email him.newsletter: Brian can print it. Someone must edit
it and send it out start with chairs emailing Brian on a regular baiss. he
will post on bulleting board. This can grow into a newsletter.
*Confidence in wiki*: right now wiki is locked; can be edited with a
password but will reopen soon; wiki is being fixed but we need more people
involved.
* *
*ACTION ITEM: *CHAD should recruit additional help in tech.
*minutes from meetings*: in trainings, make sure chairs know the process for
posting, and know that they need to post minutes regularly and promptly.
*ACTION ITEM:* PETE and MICHAEL: include this in the training for committee
heads!
In fact: things to include in training:
* info for bulletin board (to send to Brian)
* job descriptions
* use fo wiki
* running meetings basics
* *
*ACTION ITEM: *GM (MICHAEL) is responsible for maintaining this process and
keeping the accountability going. Should check that lists, wiki, and minutes
are being used correctly.
Timeline: committee chair training in 3 to 4 weeks (after next general
meeting)
meeting expectation: are members expected to attend?
In past worth 1/2 carma. Seems like a reasonable plan.
chairs do need to attend!
* *
*Problem 2 - Meetings:*
minutes need to be recorded and sent out and posted on wiki
we should print minutes out and post them at the site as well
we need to settle on a schedule and place
* *
*Solutions and action items*
* *
*Problem 3 - Phone: *
just getting tree organized
bulletin board on site needed
otherL need to make a process check list for new members so they complete
all the steps
need more beer.
* *
* *
*NEEDED: utilities committee*
*ACTION ITEM: *JASON will be chair, BRIAN will be cochair, NATE will be a
member of the committtee.
* *
*Needed: FUN*: need fun!
pot lucks before or after work parties
in reach - should hold fun-raiser
more beer.
* *
*[To be added to previous days minutes*
*New item: "member services committee" needs a better name. Member outreach?
Retention? The committee members can work out a better name themselves.*
*Other thoughts that had been stated through out the day….]*
* *
The rest of the Minutes seem to be running commentary and discussions from
the meeting……
* *
*Communication:*
need focus:
must document and distribute on a regular basis all changes, committee
updates and minutes, BD production records
must include cross polination between committees
need follow up: there has not been good review of previous commitments
* *
*methods for communicating:*
structure for doing this exists in lists and on wiki but is not being
used.
* *
*wiki is changeable, but permanent in that a permanent record remains*
*email lists should be used for announcements*
However: they are less permanent and so whenever possible, should convey
permanent info as links to the wiki
lists are:
announcements (for all important announcements of meetings, work parties,
changes, etc.)
general (chatter)
committees (committee business)
distribution (once BD is available)
work parties, etc. also result in much communication, but this is very
impermanent and so is "lost"
need to preserve any important information in "lost" communications
meetings (board, new member orientation, general meetings) - need to
preserve using minutes!
phone tree
* *
*Task*
*Responsible*
*Due Date*
Check On requirements for Class I Div I wiring
Jason
Soon
Tech training for New Members and Committee Chairs
Stage 1 Brian Trains Michael And Pete
Stage 2 Pete takes info and creates a training for Committee Chairs
Stage 3 Mich and Michael Create training to be used at New Member
Orientations
Brian, Michael, Pete, Mich
Stage 1 – 1-2 wks
Stage 2 – By Committee Chai meeting in 3-4wks
Stage 3 – In 3-4 weeks before first Orientation
Create or Modify new member process w/ a check list of items that need to be
covered
Mich
3-4 wks
Write up guidelines and recommendations for how our different lists should
be used. Forward these to Brian
SETH
Before Brians Training with pete and Michael
Training for Committee Chairs
This includes how to use lists, Wiki pages and meeting protocol.
Michael and Pete
After General meeting. Apprx 3 wks
What is the plan for electrical permitting? How does it work?
Utilities Committee
1 week. High priority.
Getting Wiki functions up and running. All lists, Calendar, pages for each
meeting, redesign of Home page, sign everyone up on the announce list.
Tech Committee
Ongoing. Priority is the calendar.
2wks.
* *
* *
* *
*Final "Parking Lot" list (including Saturday's list):*
* *
non-profit status
Carma - Carty
email list
communicaiton technology for maintaining community
suggestion box at site
on-line job list independent of lists (is on wiki)
* *
--
-Michael Van Derwater
General Manager
Gobiodiesel Co-op
"Start by doing what is necessary, then what's possible and suddenly
you are doing the impossible."
-Saint Francis.
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