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Home My WebLink About2011-07-15 - MinutesFFEAC Council Meeting Notes Meeting Facilitator Mark Larmoyeux Meeting Scribe Mark Larmoyeux Meeting Date July 15, 2011 Meeting Start Time 9:OOam Location Fayetteville Public Library Meeting End Time 10:30am Susan Norton, Pattie Williams, Steve Clark, Julie McQuade, Phil Attending Stafford, Mark Larmoyeux, Mikel Lolley, Tom Sawyer, Teresa Maurer, and guest Vahideh Zamani. Topics Lead by.- Vahideh Zamani assisted all FFEAC Council members in using "The Box' created by the Inclusion Group, and then an overview of "The Box' used by the Inclusion Group to create an inclusive experience for individuals. Action Group Reporting Local Food - Teresa Maurer The Local Food group has been on hiatus for a while, but now has new life because of the Environmental Action Committee. The EAC has been working on a regional food guide. The Local Food Group and the EAC are creating an umbrella effort to create a new guide to direct people to restaurants and food sources that are based in Fayetteville (local) and regional. They have had 3 meetings so far to accomplish this goal. The Local Food Group meets at City Hall, typically on Tuesdays. The next meeting is the 26th of July. The Local Food Group is working on getting their own web site using their own domain name. The domain name will be based upon the name "Northwest 1 Arkansas Local Food Guide". The LEG will also be meeting with Julie to Mark coordinate work between their site, and the Community Link site. Larmoyeux The Local Food Group next event is on July 24th, at the Botanical Garden. Inclusion - Pattie Williams The Inclusion Group will have the UofA sociology professor visit the Inclusion Group at the next meeting to discuss Aging Friendly in Fayetteville. This profession will be doing needs assessment of what is standing in the way of Aging Friendly in Fayetteville. The Inclusion Group is having a celebration on July 30th to celebrate its own successes. City of Fayetteville - Julie McQuade Julie announced Susie Shinn of the Healthcare Group has moved from Fayetteville. Susie is going to send the member list to Julie so we can determine if one of the existing members would like to take a leadership role in the Healthcare group. Chamber of Commerce - Steve Clark On the topic of local foods, the city had its first Friday Fresh local dinner, which FFEAC Council Meeting Notes sold out. The event was a success both in letting people know about local and fresh foods and promoting local food preparation. There were two local chefs, the executive chef Crystal Bridges and the chef from Lean Green. Council Topics and Discussion Julie Topic # 1 - Community Link Update McQuade Julie met with Mikel Lolley to discuss and give an overview of CL so the Green Economy can start using the CL site. Julie also met with the Inclusion Group to discuss the tools and options within CL and how that might be merged with the digital archive work the Inclusion Group is currently working on. 2 Julie also reiterated that if any other groups would like to meet with Julie on creating their own sub -site, she would be very happy to meet with them. Other groups and people are already posting to the site, even though it not officially a live site. There will be an official launching of the site in early August. They have been waiting on the capability on the site to subscribe based upon a category or area of interest. Topic # 2 - Phil Stafford to present work being done on creating a Model of Phil Success for new and existing groups. Stafford The original thinking was to work on how to form a successful new group, and how to wind down a group no longer active. They have also broadened the discussion to include how to address an inactive group or a group that is not attending the council meetings. Phil met and worked with Mikel Lolley on this project. What Phil and Mikel discovered was we do not have a formal mechanism to both create and dissolve an FFEAC group, or a mechanism to outline expectations and guidelines, for example. We also have no means of measuring when or if a group should be dissolved. 3 In response to this, Phil and Mikel did some discovery on what models exist which might address these needs. Additionally, they worked on how the FFEAC council could add value to the existing groups in regards to efficiency of the groups and our visibility into the groups and what they are attempting to achieve. Phil provided two documents to the council. One was a "Working Agreement" document, and the other was a "Project Initiation' document. These two documents were not intended to be the documents we would use, but rather are to assist in discussion and sparking a conversation on the possibilities of what they may become. These documents are to provide a basis for discussion on; How to form a new group, FFEAC Council • How to mentor an existing group, • How to dissolve an existing group. Meeting Notes The Project Initiation document is focused on defining the goals and objectives of a project. This can be used by the groups, by people who wish to present a project to the council, or for the council. This document could also be used by a person or group of people who have a desire to create a new group and would like the council to evaluate their idea for a new group. The Working Agreement document is analogous to a business plan. The working agreement is used at the group level. The purpose of the working agreement is to help the group work efficiently. The idea of the working agreement is to assist the groups in working effectively on a day-to-day basis. The working agreement would be mutually agreed upon by the group members and then the council. The working agreement could include; • A process for decision making, • Rules for facilitation, • Rules for outside communication, • Timelines for outcomes of groups (is there a sunset for this group?), • Elements of the charter of the group, • Record keeping • Transition of leadership The idea behind the working agreement is this document would be fine-tuned to each group to meet the needs and culture of each group. There will of course be common elements in all the working agreements. Phil stressed it is very important the working agreement be co-authored by the group members. In regards to mentoring, Phil noted having a structure and working agreements will provide visibility into the groups, and will offer more opportunities from the other groups and the public to assist and collaborate. The document itself with be a mentoring tool because it lays out the goals and processes for the group. Mikel also did some searching on working agreements and how they can be used to mentor groups. They have a document which is a primer on working agreements and will share this with the groups. Phil suggested we develop a library of articles and tools to assist groups with everything from tips on how to run a meeting to meeting logistics. FFEAC Council Meeting Notes Phil suggested creating a working group to work on this effort. A question was raised: Does it make sense to incorporate a project into an existing group, or create a new group. A point was made it makes sense to incorporate the project into an existing group because it helps maintain continuity within the council. Another point is that if someone has a project that fits into a group that is no longer active, then it might make sense to have this new person or group takes over the original group. Phil agreed to lead this committee to work on the working agreement and project initiation documents. Pattie, Mark also agreed, and it is assumed that Mikel will be on the committee as well. A question was raised: Would it make sense to have all the existing groups go through this exercise of creating their own working agreement and filling out a project initiation document once they have been created? Phil thought there would be real value in the groups going through this process. A question was raised: What would be delivered at the end of this committee's work? Phil suggested two key deliverables. One would be the working agreement or guiding template, and the other would the project/group initiation template. The work is not limited to these two documents, and may include a "packet" of information for mentoring as well, or the documents may be subdivided if it is felt necessary. Topic # 3 - Planning for the Success Event Mark Mark proposed answering some core questions for the event, and the group agreed Larmoyeux to work on the core questions. The questions are: What are the stated goals for the event? Visibility of FFEAC for the public to the council and the groups. 4 How do we let people still know we are here and introduce ourselves to new people. What stories can we tell about FFEAC work. Celebrate the successes of FFEAC Communicate the FFEAC successes to the community. FFEAC Council Meeting Notes Engage new people/ stakeholders in FFEAC. To reach out and engage new people to become involved in FFEAC Invite new people/ stakeholders to the Event. To reach out and sincerely invite new people not yet involved with FFEAC to attend. Widen our communication links. Capture emails, phone numbers, etc. to create communication links with the people not yet engaged with FFEAC. Branding FFEAC. Create FFEAC brand in the minds of both established FFEAC people and the public. What is FFEAC? How do you get involved? Why should you get involved? Exl2erience. Create a meaningful "experience" for the participants of the event. How will we know if the event is successful? Visibility Being written about in digital and print media. Making it on TV. (Before and after the event). Celebrate the Successes How many people show up? Engage new people/stakeholders in FFEAC. How many people become involved in groups? Invite new people/ stakeholders to the Event How many did we invite? Who did we invite and why? Did we connect with the public and stakeholders and did they attend the event? Widen our communication links Were we able to collect contacts with the permission to contact them? Branding FFEAC Do people recognize the logo and the name? What kind of activities would support these goals? Activities at the Event Staff photographer / video taping the event. (recording the event) Roving interviewer. Disposal camera's for engagement. Pictures with cell phones, with an address and send to the address. FFEAC Council Activities for kids Inclusion Box Photo Booth. (Hold a sign, wear a hat...) Visibility Video Meeting Notes We could get trained for free with using Access Television resources. 2 press releases, one before and one after. Celebrate the Successes Make sure it is a "community" celebration and not an FFEAC celebration. Engage new people/ stakeholders in FFEAC Have a voluntary survey form for people to fill out. Have both a pre and post survey? Survey could be used for post story (Visibility). Invite new people/ stakeholders to the Event Posters Community Link/ Facebook / Twitter Make personal phone calls to people or groups. Attend meetings and present reasons to attend. FFEAC Council members (and group members?) could replace Facebook image with a FF logo for two -three weeks prior to the event. Each member could have links to the event webpage, Facebook page, etc. Each council member to invite 20 people who are not currently involved with FFEAC. Widen our communication links Bring laptops so we can sign up people to Community Link. Have takeaway items for people to connect with groups and FFEAC. Branding FFEAC Work on logo, messages for FFEAC and the groups and ensure we have good quality representation of the all groups and the council. FFEAC Council Meeting Notes Include a survey question concerning the branding? Summary It was agreed that a team would be formed to work on the event. Volunteers to work on the event are: Julie, Pattie, Mark (and hopefully Steve) Topic # 4: Selecting a new Coordinator and Scribe Mark Susan Norton has volunteered to be the FFEAC coordinator. Larmoyeux 5 At this time, we have not selected a new FFEAC scribe. Topic # 5: Discussion of the Inclusion Box Vahideh Vahideh Zamani asked the council what their impression was of the box and each Zamani 6 person's experience with the box. The council provided feedback to Vahideh on what and why the box experience was meaningful. Action Items Mark • Phil Stafford to take the lead on Model of Success effort, and to report at the Larmoyeux 7 next council meeting their progress. • Susan Norton to be the new meeting facilitator. • Find an FFEAC scribe for the upcoming meetings. Agenda for next Council meeting Mark • Reports Larmoyeux 8 • Review Model of Success Work • Work on FFEAC Success Event