Event:2015/02/07 Commons Working Group Mtg

Commons WG 2/7

=Attendees=
 * Jenny, Niki, Ryan deilann, Kwe, Nick, Shake, Kwic, Dragon, David

=Agenda=
 * Add directly to calendar or submit booking request?
 * Develop guidelines for when we add things directly to the calendar, how many hours any given collective can book free events in the commons spaces
 * One idea from Leah: Keep them as pending until a week before the event
 * Make a request when you add things directly, to commons working group
 * Visibility of conflicting events
 * Low-tech solution with post-its?
 * Folks could take a photo each day to record its state
 * Problem with the current tech solution not showing conflicting events
 * Paper forms that people could put in a box, which we could go through each Saturday
 * Set up a public terminal in La Commune displaying the day's events
 * Managing the common areas
 * Shake: would like to see each collective managing a common space
 * Cleanliness always an issue
 * Ryan: This consolidates power in the hands of the few, already-overworked
 * Nick: Clear rules and regulations needed re: maintenance
 * Niki: Agree that the lack of structure is problematic, clear points of contact needed
 * Ryan: Not people
 * Niki: Right, working groups
 * Tension between do-ocracy and consensus
 * Kwe: We're doing scheduling alright, but lagging on the management
 * Leyya from Temescal Art Center re: space rental ideas
 * Formalizing a space usage procedure that doesn't always involve rent, but involves an agreement
 * How to talk to renters who have varying degrees of familiarity with the space
 * Difficulties with charging people - what's fair?
 * Leyya: People never expect to get the space for free. The idea that people would expect space for free is a little bit... psychedelic actually. The exchange of *something* changes the way people use and respect the space.
 * How do you prioritize who uses the space?
 * Stay true to your agreements.
 * Keeping space protected - eg Saturday nights - that are always for-charge.
 * Yes, there's a friends and family rate - and I'm totally transparent about that
 * Return & ongoing renters prioritized over one-offs
 * We have tenants in solidarity, what about renters in solidarity? Renters-in-solidarity rate
 * Kwe: Dismantling the idea of "no space for free" - how do we model this as community exchange; need for clearer guidelines if we're going to host, say, youth media in the future
 * David: Granulated way of assessing how much you should pay.
 * Ryan: Make it a little bit higher up on the form, no clickaway,
 * Jenny: We do have a process in place for assigning point people to events, who make sure the space is prepped beforehand and help with setup and breakdown.
 * Leyya: Set scale for different kinds of events - put it on the event organizers to come up with the variation rather than asking "what can you afford?" - and doesn't always have to be monetary - eg; carpenters; work-trade agreement - set hours for set task, ~$20/hr
 * Generally, renters let themselves in, set up the rooms themselves - set these expectations, of do-ocracy, in exchange for the low rates, you have to participate in its use while you use it - put this in the contract
 * Be more clear what the group is charging others
 * Dragon: Space-exchange with TAC as well; also timebanking
 * Leyya: Make those agreements with people you know can be responsible for them.
 * Kwic: Focus on the business aspect of renting the ballroom - eg Impact Hub, etc; - orientation to train folks on protocol, global membership
 * Leyya: Have folks with A/V needs pay extra for sound
 * David: better financial transparency
 * Leyya: Put out specific requests to volunteers - temescalartscenter@gmail.com

=Events=
 * Isaura’s Brazilian Workshop of Dance, Rhythm, Chant with Live Percussion - Kwe following up
 * Parent’s Liberation Workshopping - Kwic will follow up - Niki followed up
 * San Francisco Sex Worker Film and Art Festival - Judy following up
 * International Capoeira Encounter and Graduation - Cere following up - niki pinging cere
 * American Library Association Unconference - Robert following up (Jenny to ping Robert)

Niki

 * El Grillo Bus - Niki
 * rehearsal for sound performance - niki following up with kevin
 * Magnolias All At Once : A Talk with Norman Fischer - niki following up
 * 2 π r – dance and music production - Niki following up
 * HAXAN Film Festival - Niki / Nick / Dragon
 * Need to cleanse the space after this

Jenny

 * Practice debate - jenny will follow up

Sarah

 * Ziji Collective Small Council Meeting and Potluck - Sarah following up - niki pinging cere
 * Second Annual Pi/e Festival - Sarah following up - Jenny put it on the calendar

Taller Ryan

 * East Bay ShareFest Organizing Meeting - Taller Ryan?
 * RootsKeeper Meeting - Taller Ryan following up
 * East Bay Gift Circle - Taller Ryan?

Rachel

 * we are the future - Rachel is following up

David

 * Work Party & Sound Testing - DK following up with Stan
 * Kommunity FK anniversary show (pushed back to April) - DK
 * Kristin & Slim’s Wedding Reception & Party - David K following up

Drum Sunday

 * Would need to move Kristen's yoga class, she's flexible
 * Problematic of ongoing in-perpetuity events
 * DK: Need to dial down loud events in the Disco Room. So far the neighbors have been neutral
 * Need to improve soundproofing in that room. Loud events take up way more space than just the room
 * Shake: More cultural events and women-centric events good for the community
 * DK: Has been working constantly on the soundproofing plan - materials, architecht consult, etc
 * Dragon: Maybe the class could take place at TAC
 * Shake: Trial on a month to month basis
 * Kwe: Policy of allowance; Asset-based Community Development workshop / discussion - viewing possibilities over obstacles; lots of assets available to us
 * Jenny: Perhaps we could do a trial starting April, see if Leyya can host them in TAC for March?
 * Niki: Put the language studies folks in contact with them as well to coordinate with each other
 * Niki and Dragon to follow up with them

=Process=
 * Fine-tune process for onboarding new folks to the booking/commons group
 * Need more channels of involvement
 * Committees as sub-groups of the working group - task forces - identify tasks that need doing and assign them to subcommittees
 * Path of development to 'certify' folks who've completed the sound system training

=Action Items=
 * Put up do-ocracy signs in the space (Shorter Ryan)
 * Work on form to highlight rental rates granulated by need (Jenny)
 * What are you charging for your event?
 * Transparency about our (Omni's) financials
 * Forefront expectations - "we are a volunteer-run group"
 * Charge for A/V needs?
 * Volunteer orientation - David and Jenny
 * Make a pamphlet for onboarding new commons/booking volunteers