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Current Minutes
chaired: No chair appointed because of sparse attendance.
Agenda:
Our new executive director, Marc Hinz, proposed the following issues for discussion, opinion and direction from the Council of Elders.
1. Generational issues concerning the fair. Feedback on how the Fair transitions leadership from generation to generation.
2. Is there any system to this?
3. Special consideration given to finding a place in the Fair for children born into the Fair Family?
4. Is the spirit and creativity of newer generations reflected in Fair's events, programs, performances, art, music, etc.?
Discussion began with the topic of graduating teens and positions. The process of how crews are formed and the importance of social not necessarily just technical issues. Early on we were reminded that this should be a Fair Wide discussion and Marc suggested an open forum when the discussion takes place.
Chris focused us on the outcomes of our discussion which should be:
1. Involve others in addition to Elders.
2. Refine questions that we compile beforehand to be presented.
3. Decide the venue to hold the discussion which may resemble a Board Workshop or other.
Discussion commentary included:
- For our next Council Meeting (not “the Venue”) interested participants should be identified and personally invited.
- Participants for the final venue should include current and post teens, 20 to 40 year olds and of course, everyone interested. Different generational groups have different perceptions and needs, like child care.
- A venue should be chosen that would be comfortable for young people. Possibly WOW Hall, Knights of Pythias, as alternative to Fair Site.
- How do we make it multigenerational?
- Several names were generated for our next Elders Council PRE-Venue Meeting, who’s feed-back we know and respect.
Tentative Date set for next Elders Council was Saturday, February 20th, 1:00 PM .... Alice’s, Fair Office, ??
Contact person for collation of discussion and opinion on Generational Issues is Deane Morrow, who can be reached through: OCFElders@HotMail.com
No DOWNLOAD of the Current MINUTES is available. You may copy and paste or save this web page.
(...so far)
Continuation of previous discussion, ideas, and how to engage Fair Family.
Contact person for collation of discussion and opinion on Generational Issues is Deane Morrow, who can be reached through: OCFElders@HotMail.com
Contact person for Elders Data Base issues is Mike@JamesGangPublishing.com
Council of Elders Meeting October 4, 2009
chaired by Robert, note taking by Shawn
clerical subcommittee is Chris, Robert, and Michael JL. (Michael absent)
about 18 people present to start, some left early.
listed proposed multiple agenda:
Generational issues of the Fair; this grew out of conversation/email last spring between Marcus (ED) and Deane M. Marcus asked us to look into such things as: How Fair transitions leadership from generation to generation; is there any system to this? (no); is there (should there be) special consideration to Fair Family children? (not currently or consistently); Is the spirit and creativity of newer generations reflected in Fair activities?
Use of unique identifiers, birth dates, personal data in Fair computers; Centralized data bank creation and usage and access.
Grievance committee, grievance procedure; Jack has referred to the process as “broken”(Jain E -not present- had asked about Elder training as “Agents of Reality.”)
When Elders purchase pass through Elders Comm. should they have to give all other Fair roles and jobs? (or perhaps only some? such as coordinators and booth reps – who have direct control of pass disbursements?
Bank accounts: should this group (C.O.E) have a separate independent fundraising (for use as this body decides --such as renting a hall for holding for 'forum/workshop' or for 'scholarships' for needy Elder's passes, or whatever?? (should, or might, any other grps., such as Elder Comm, have independent fundraising??
Late night loud music issue: should this grp. sponsor some kind of Fair-wide larger forum/workshop/discussion of what is a complicated, controversial, Fair-wide issue that is not going to go away just by arbitrary-appearing Mngmnt-BoD decree?
Booth inequality issues: (similar long-time complicated complaints).
DISCUSSION:
Some discussion about shape-size-format of council/ should council have officers or other delegated roles – general sense of to leave alone and have as little as possible and only when needed.
Mention of idea of Council as “supreme ct.” type body – agreement that “we are a long way from that” (maybe someday).
Opportunity for the Council to 'sponsor' other mtgs – such as, to hold a general meeting 'forum' or workshop, invite all interested Fair-wide, to discuss late night noise/music issue. People mentioned how discussion was cut off at BoD meeting and people were 'unheard.'
After much discussion, agreement that for now the music issue was not for just 'Elders Council' to discuss because to do it right we should invite all “stakeholders” including musicians, audience, sleepers, and even Fair neighbors, and we were not prepared to do that.
Did not seem to be a lot of energy for discussing “database/unique identifier issue. Some people said: there is so much personal info available anyway (such as DMV records, etc.) that why would this make it worse.
Others said Fair should not collect any more info than needed to put on the Event. It was decided to postpone further discussion on this issue.
Also was said that Grievance policy issue, and late-loud music issue were being dealt with elsewhere, at BoD and Mgmnt level, let's wait and see what they do with them.
The issue left with most desire to talk about was inter-generational transference of power and responsibility; and it was requested of us, by E.D., that we talk about it. Consensus to have another meeting and to focus on further discussion of this issue. An important issue to Fair future.
Mention of Elder pass issues was made and feeling was that Elder committee should deal with Elder pass issues, including policy recommendation around ability/authority to continue previous jobs.
On the issue of money and bank accounts, it was consensus that this grp., C.of E., should have it's own independent pile of money, and a jar was spontaneously passed around and $135 collected from those present. Possible use of this money could be renting of a hall for bigger meeting/ forum/ workshop, or for 'scholarship' assistance to needy elders for Fair pass security. No purpose decided. But now there was need for an officer, Treasurer. Robert was nominated, and he asked for a co-treasurer. Diane volunteered. Robert and Diane chosen as co-treasurers.
Discussion about when, where, and how to have next meeting of C.ofE. In mid-Nov. for focus on discussion of generational transference issues. (Some talk of whether to invite others, such as maybe some post-teen young people, most effected, and get some of their thoughts and opinions. If not to come, then perhaps to interview for opinions.?) Sun, Nov. 15th at 4:00 p.m. John to arrange for use of Alice's, 4-6p.m. on 11-15-09; if not available at Alice's he would find alternative space. John later emailed that Alice's was available.
Michael to please put date, time, place for mtg on C. of Elders web spot!
Deane said he would see about getting Sandra on phone connection.
Meeting adjourned.
Mike JamesLong, web master
The Council of Elders met on September 29-30, 2007, and decided the following issues:
1. It was decided that the "Council" should become known as the Council of Elders. This website has been edited to reflect the name change, but the URL is still: www.ocfelderscouncil.org
2. The name of the subcommittee appointed to be responsible for Council clerical functions is to be called: “Council Clerical Committee”
3. Structure of Council Clerical Committee:
Number of participants? At present 3 to 5 have been authorized and 3 persons volunteered; Robert Jacobs, Chris Browne and Michael JamesLong
Term limits? NO.
Selection of members? By volunteering, at present.
Rotation of members? Train and recruit new persons if there is "burnout.".
4. Should there be a written description of the Clerical Committee at this time?
The Council Clerical Committee was directed to write its own statement for the record.
5. Should the Council obtain a paid Facilitator? NO.
6. Should the Council obtain a paid Secretary? NO.
7. Should minutes/abbreviated minutes/unofficial minutes be taken of Council meetings?
It was decided that if minutes were taken by a volunteer (anyone present is free to make unofficial notes) they should include the Agenda and a record of any decisions made. There was a consensus to publish outcomes only, not specific details of who said what. Our goal should be to produce a working statement and if necessary a Summarization of Issues on contentious issues.
8. How should minutes be posted? Web site, eMail, Snail Mail, All??
YES on this website, eMail by volunteer to listserve, Snail Mail on request.
9. Will proxy votes be acceptable? NO. Any exceptions would have to be decided by the Council itself on a case by case basis.
10. Should the COUNCIL seek to be an Official Committee of the OCF and appointed by the Board of Directors? NO.
11. Process of Council Meetings:
Where? Where ever it can be arranged by the Council Clerical Committee.
Note: To date, it has been coordinated by the OCF Elders Committee.
How often? A minimum of twice a year.
Format of discussion? Discussion to proceed around the room with the aid of a volunteer facilitator.
Time limits, number of times to speak? Decision by facilitator with consensus of those present. If more formality needed, those present can consense.
Decision Making: Collaborative Documention to support our goal of having a working statement issued by the Council.
Note: We envision this need only when issues are brought to the Council of Elders for our opinion. With contentious issues the Council envisions an "Old Business/ New Business" format with probable setting of the next meeting within a lesser time than the current 6 month period.
12. Should the COUNCIL have subcommittees when needed? ONLY when needed.
13. Should the COUNCIL have eMail list management - a listing of the managers contact information?
Discussion centered on what is currently available: a) OCF Discuss - a listserve for all Fair Family b) Wonderful OCF Elders - a listserve for OCF elders and c) ocfelders@hotmail.com - an eMail address for all things "Elder." These links are posted on the LINKS page of this site. It was suggested we post a small notice in the FFN monthly to inform the Fair Family of the website and the information/contact options.