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Spokescouncil Planning Meeting 09-29-2024

Brief Intros (name, pronouns, working group) (Attendance redacted as this is a publicly viewable doc without discussed norms around privacy)

Why are we here today?

  • Working group assembly: what is this? Why are we having one?
    • Working group assembly is to get everyone in a working group together to give updates, meet irl, discuss ideas together
    • Introduce agenda outline and roles

Operations update/Woodbine overall updates:

  • Keeping space clean
    • Intro Locations chat and committee
      • Now: locations consists of ppl who are often at the space. Share alerts for issues at space (flooding, electricity…) and updates on addressing them
      • Next steps:
        • Designating actual roles for maintaining the space - potentially with someone designated to track who is doing each role and whether tasks are completed
        • Coordinating trash bags, paper towels, toilet paper etc. between Food Fight (access to Restaurant Depot) and Food Pantry (can be reimbursed through the city)
        • Collect receipts and expenses for necessary items - average how much our expenses are every month
    • Rat update – “we’re on the winning side” of the Vermin War
    • Electrics update - Electrical repairs are completed, but we now need to map out which circuits map to which breakers.
    • Emphasize the importance, we each have a share in keeping the space clean and well functioning as much as we have a share in enjoying what the space provides for our organizing and community. Who does the dishes in the rev? We do.

Finance

  • Lease
  • Funding sources
  • Deficit - We operate at a deficit: Spring 2024 Finances - Monthly Deficit: -$1107
    • Emphasize this deficit when/where we can - call on people in different working groups to support - many people who come thru Woodbine are surely unaware of the deficit, or of the other monetary realties of Woodbine
      • Donation jar exists, doesn’t seem to be used much
    • Big sign: (fundraiser thermometer) that details the deficit, the monthly expenses, how to contribute (monetarily or in other methods)

Fundraising: events, co-working

We also all have a share in helping keep the space open by creatively finding ways to raise funds, spread the word to friends and family to donate, etc. Enlist new fundraising committee for fall subscriber campaign and related events Bake Sale - coming up soon. Very successful fund-raising effort every year. Could we sell merch or table there? Holiday Market - Dec. 15 at Banatul Folklore Club. Opportunity to raise money for the space, and to create connections with other orgs and individuals in the neighborhood. CSA Tabling - at least 200 ppl come thru every week (or every other week in Winter) to pick up CSA. Natalie estimates 20% are WB regulars, vast majority are not. Great opportunity to table about particular projects from 10 to noon with population of Ridgewood that is not generally involved with Woodbine Social activity / creative discussion idea: What brings us to woodbine specifically? We could be doing what we do in other spaces. Why do we do them at woodbine? What does woodbine offer that other spaces don't have? What is special about working on projects at woodbine? Experimenting with autonomy, non-capitalist organization in a capitalist environment Making use of non-Capitalist resources - gym, yoga, kitchen,... Transcending insularity of Woodbine’s origins A ‘filter’ for acquaintances – meeting strangers who share enough of an affinity to potentially become closer friends/comrades in arms Introduce the Spokescouncil model structure, function, delegates etc. Spoke represents interests of the group, agenda is shared in advance, spoke/delegate relays information usually (doesn't make decisions for the group unless already given that green light by the group), talk about specific issues that affect working groups, discuss solutions, attempt to gain consensus although perfect consensus may not be achieved, can experiment with consent/stand aside/block method. Multiple meetings like this may need to happen for a big issue to come to an acceptable decision fishbowl format v spokes only model Fishbowl format definition: everyone is invited to attend meetings, but only the working group representative(s) speak in the meetings Reasons voiced in favor of fishbowl format: makes process transparent, enables wider participation tho without pressure for everyone to participate, limiting speaking to representatives adds guardrails to meeting time and need for organization, open meetings allow successive representatives to be trained up for the role Reasons voiced against fishbowl: having an open meeting where only certain people are allowed to speak could be “weird” Town hall v spokescouncil v working group assembly “fast-cheap-good: pick 2” in regards to meeting size large assemblies for generating and sharing ideas, but small groups of involved committed energetic people more efficient for addresssing needs How could a spokescouncil work at woodbine? Could be a way for working groups to voice their concerns more effectively to one another, share resources, get help, build stronger inter-group relationships, foster a deeper connection as a community What would count as a spoke? only groups that organize within themselves (like gym)? uses of the space that are consumed or not ‘organized’ in the same way (like yoga, meditation, screenings)? Everything that goes on in the space? Only the most committed users of the space? What are some examples of spokes councils you have been part of? What was good about it? What difficulties did it bring? What is the function of a spokescouncil at woodbine? What do people think a spokescouncil can do for woodbine? What are the concerns people have about being part of a spokescouncil? Are they confused by the model? What questions do they have? What would it take from each of us as individuals to have a healthy, functioning spokescouncil? General vibe check: most people at this meeting are in favor of moving ahead with a spokes council - others are uncertain. What next? Convene small group to plan and organize spokes council Action items: Spokescounil planning chat - Ash is bottomlining, people volunteered to join and will add more folks who couldn't be at the assembly 4

Physical welcome board + calendar - ella, LP already on this, added more folks to the planning chat Calendar of events Deficit / thermometer How the space functions/what we are about/what we do How to get involved and pitch into the reproduction of the physical space Many languages Make kids craft a monthly event - need someone to consistently bottomline for this to happen, Lindsay was interested but didn’t say they would bottomline translations of physical flyers into spanish, polish, arabic, etc. and handing them out Way to get more long standing neighborhood community in the space Woodbine pamphlet - Violet wanted to bottomline this How the space functions/what we are about/what we do How to get involved and pitch into the reproduction of the physical space Many languages Electrical mapping project part 2: - Violet, need more electrical minded folks to help Fundraiser committee - Matt, need more folks to join this chat Working group fundraising - LP made this suggestion, need folks to brainstorm how this could work Can insert fundraising into more working group projects , internalize how they upkeep the space Recurring space supplies order/pickup process: - Maria is already working on this, finance meeting happened to discuss further Grant writers - Alex will share with the writers group to find people Space care task list document and “task tzar” (remind people to do their space cleaning /care tasks) - ella can be tzar but can’t be doing the chores always, Theodora can make the spreadsheet, can consult Aven for how they do it at the gym Programming to bring in more people who are long standing locals and don’t find easily accessible - we all should be thinking about this Kids crafts Local market event similar to what Trans pecos did to bring in folks who are street vendors and other locals, and do other things in the immediate area. Need people who speak spanish to facilitate Collab on an event with the Coptic Church Asylum seeker programming: Quiet hang out hours for asylum seeker guys during days when nothing is happening at the space or use those times to have craft days or movies in french etc. Generally inviting asylum seeker guys to movies, backgammon, dinners etc. if that feels right for them and they can decide if they want to be there or not Free store part 2? Deficit blurb to add to emails, working group chats, instagram - aven is writing one for the gym, can maybe use broadly CSA tabling - opportunity for working groups to fundraise for their expenses, woodbine overhead, and other fundraising - Natalie and Ash are discussing Working Group zines - caterina’s suggestion, we need more people working on this 9/29/24 Agenda for Working Group Assembly, 1-3 pm - 2 hrs Roles: Note taker Timer Stack taker Agenda Wrangler snacks Silly warm up game (toss ball around the room or other ideas) (5 min) Brief Intros (name, pronouns, working group) (5 min) Why are we here today? (5 min) Working group assembly: what is this? Why are we having one? Working group assembly is to get everyone in a working group together to give updates, meet irl, discuss ideas together Introduce agenda outline and roles Operations update/Woodbine overall updates: (20 min) Keeping space clean (10 min) Intro Locations chat and committee Needs: compost, garbage Rat update Electrics update Emphasize the importance, we each have a share in keeping the space clean and well functioning as much as we have a share in enjoying what the space provides for our organizing and community. Who does the dishes in the rev? We do. Ask for people to imagine future projects (i.e electrical mapping) and report them back to someone in locations (ask locations people to raise hands) > this is something we can devote more group brainstorm time to in an actual spokescouncil meeting Finance (5 min) Lease Founding sources Deficit - We operate at a deficit:Spring 2024 Finances - Monthly Deficit: -$1107 Fundraising: events, co-working (5 min)
We also all have a share in helping keep the space open by creatively finding ways to raise funds, spread the word to friends and family to donate, etc. Enlist new fundraising committee for fall subscriber campaign and related events Social activity / creative discussion idea: (10 min) Breakout into small groups: What brings us to woodbine specifically? We could be doing what we do in other spaces. Why do we do them at woodbine? What does woodbine offer that other spaces don't have? What is special about working on projects at woodbine? Report back (5 min) Brief working group updates (2 min each- one person per working group - 30 min total) Working groups: csa, pantry, ff, garden, dinners, research group, screenings, reading group, basement, mushrooms, kids tutoring, gym, library, film, calendar/blurbs, more? Brief Updates Do you need help with a project? How can people plug in to what you are doing? Short break (5 min) Introduce the Spokescouncil model: (1 hour, 15 min) structure, function, delegates etc. (5 min) Spoke represents interests of the group, agenda is shared in advance, spoke/delegate relays information usually (doesn't make decisions for the group unless already given that green light by the group), talk about specific issues that affect working groups, discuss solutions, attempt to gain consensus although perfect consensus may not be achieved, can experiment with consent/stand aside/block method. Multiple meetings like this may need to happen for a big issue to come to an acceptable decision real life examples? fishbowl format v spokes only model Town hall v spokescouncil v working group assembly How could a spokescouncil work at woodbine? Could be a way for working groups to voice their concerns more effectively to one another, share resources, get help, build stronger inter-group relationships, foster a deeper connection as a community Talk about the spokescouncil model in breakout groups of about 5-8 people or so. (20 min) Someone takes notes on the responses. Prepare flyers or big sheet of paper to list these questions. Give groups a big paper and markers to write on. What are some examples of spokes councils you have been part of? What was good about it? What difficulties did it bring? What is the function of a spokescouncil at woodbine? What do people think a spokescouncil can do for woodbine? What are the concerns people have about being part of a spokescouncil? Are they confused by the model? What questions do they have? What would it take from each of us as individuals to have a healthy, functioning spokescouncil? Groups Reportback (30 min, divide time depending on group size but could be like 6 groups, 5 min each) Do people report back by group? Or does someone write the groups thoughts, crumpled up in the middle of the room and someone reads them out loud? Freely Discuss the spokescouncil as a big group - take stack (20 min) Report back: Someone reads back the notes from breakout groups or each breakout group reports back. Big group open discussion What do we do with this spokescouncil discussion? Come back with a proposal? Ask people to prepare for the first one? Empty buffer time (10 min) Invite people to ginnys for a post meeting drink?

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