CoMe

✔️ The Coordination Meeting is the only weekly meeting everyone is recommended to join. This makes it the main ‘real-life’ event we have for sharing information and ideas. We try and keep it short, and as relevant for the participants as possible. In consequence, it can be quite rapid: it’s not a good place for resolving emotional conflicts or making complex decisions.

Time and place

The default is Monday 10 am in the dining room. The meeting lasts until 11 am maximum.

Scope and importance

This is the most important meeting at Kanthaus. It takes place every week, we take notes which we publish on our website and we expect people to take part if they want to know what’s going on.

Facilitation

A facilitator guides through the meeting, reads out the relevant informational sections and guides through the discussion points. Topics are collected before-hand in the CoMe pad. This document is then used as base for the meeting by the facilitator.

Requirements

• a Kanthaus nextcloud account with membership of the Kanthaus group
• a Kanthaus Mattermost account with access to the private kanthaus-residence channel
• to know where the cash box is and how to open it

Preparation

Check dates

Ensure that both meta-data date and markup date are current.

Residence record

Check that the residence record is up to date.

Run the script

After you have updated the records, go to the Forgejo action, click on any run in the list and press “Re-run all jobs”. - After some minutes, the bot will post data to the kanthaus-residence channel. - Copy the contents in the gray ‘stats’ box to the Previous week stats CoMe section

Trash

Check the dates for trash pickups in the Kanthaus calendar and write them down in the Schedule section. Make sure to include any trash pickup on the next monday, as next CoMe will be to late to plan for it.

Money

Check the donation ‘shoe’ in the k20 hallway and deposit it in the cash box. List this sum plus any other donation in the last week in the Income CoMe section. If you’re feeling energetic, you can also check the donation box in the Verschenkeladen.

Evaluations

Included in the post you sent to kanthaus-residence earlier are any evaluation notices. Copy Due for evaluation and Due for evaluation soon entries to the Evaluations and check-ins CoMe section

During

There are no fixed rules, so feel free to add your own touch and do (small) experiments. Some general advice that seems to have worked so far: - Notify people 10 minutes before the meeting starts. - Start as close to 10:00 as possible. - Go through the ordered points in order, even if nothing has changed. - At the end of each section, ask people if they have anything add (and give them some moments to think!) - Do moderate discussion if off-topic or too detailed. You can always suggest a small group forms for special topics. - Try to finish the meeting before 11:00. If you think it really makes sense to extend it, announce that. - Try to leave the room as soon as CoMe has has ended. (This sends a signal to everyone else that they can also leave if they want to.)

Afterwards

‘Sanitize’ the CoMe pad by removing any data which shouldn’t be published. This includes anything marked to be removed or tbr, as well as any personal information about people who haven’t agreed to it.

Copy CoMe pad contents to the website. A graphical way of doing this can be done by: - Go to the minutes folder - Click Add File -> New File - As filename use YYYY-MM-DD_CoMe/item.md (e.g. 2023-05-15_CoMe/item.md) - Copy the following metadata header (including the ---) into this new document, and fix the date:

---
title: Coordination Meeting
date: "2023-MM-DD"
taxonomy:
    tag: [come]
---

• Copy the CoMe pad content from the Edit mode/Bearbeiten Modus (black window) after the metadata header.
• Change the commit message to something like add CoMe minutes for YYYY-MM-DD
• Click Commit changes
• That´s it! After a few minutes the CoMe-minutes should appear on the website.

Prepare the CoMe pad for next week - clear all information that is no longer relevant (i.e. most of it except regular schedule events) - put forward the meta-data date and markup date to next CoMe

Then, finally, notify #kanthaus that the minutes are online and pad is cleared. Well done!

Adaptability

The CoMe pad is not subject to the core documents which means that facilitators can change it as they see fit and add or omit sections to their liking.

Sections which have been used reliably for a long time are (in chronological order):

Introduction & review of the week before

• a greeting
• a moment of silence
  • to focus the attention
• a brief check-in round
  • to have heard everyone’s voice and be able to understand their current mode
• finding volunteers for the imminent meeting tasks
  • meaning someone to take notes, someone to update the physical board, and someone for the digital calendar
  • the volunteer to clear all weekly reservation sheets after the meeting is also found now
• an overview of resources used in the last week (e.g. water and electricity)
  • to give people a feeling of how much we as a group consume
  • the format has been changed many times and is still not satisfying
• irregular communal income and expenses
  • for transparency
• a summary of things that happened in and around Kanthaus
  • to celebrate achievements

Planning of the current week

• an overview of planned arrivals and departures this week
  • to nurture and/or protect the community feeling
• the weather forcast
  • to take into account for the schedule
• who is due to be evaluated or have a visitor check-in
  • to be able to schedule them
• the schedule for the week
  • 1st main part of the meeting
  • creates the communal week plan
• if someone wants to get/buy something
  • to find out if buying is necessary and/or get approval from the group
• discussion and announcements
  • 2nd main part of the meeting
  • the space for people to raise points concerning the current week and/or near future
• task lottery and food planning
  • to distribute communal dinner preparation and hosting of the free shop opening

Sections which are new, have been there in the past or are used only sometimes are:

• an selection of subjectively interesting world news
• a tiny version of Tekmíl or a space for potentially critical feedback to others present
• a to-do list for fixes and improvements around the house
• handing out responsibilities (like answering the phone or mails) for the whole week
• a list of who is actively hosting whom
• probably more that got forgotten over time…