Future meetings and tele-meetings (conference calls)

* Please note all future calls, unless otherwise noted, will be via SKYPE.

* And all times indicated are Pacific Time.

* Back-up telephone conference info: We can use the FIC's # as long as they aren't using it, which is most of the time.  Call 605-475-4333 (Florida), then input the PIN which is 701706#.

Stewards Circle

(new working group of folks currently active on project work and wanting to assume responsibility for coordinating specific functions and/or helping hold responsibility for the whole)

Scheduled dates for upcoming calls are:

Wednesday, April 25, 2012 11:30 a.m.

Please contact Sue Woehrlin [suewoehrlin@gmail.com] or Daniel Lindenberger [daniel@smallboxcms.com] if you are interested in participating.  And let us know if you'd like to join in, but find the scheduled times inconvenient; we can adjust!

UPCOMING STEWARDS CIRCLE CALL POTENTIAL AGENDA ITEMS

• welcome and quick check-ins
• sharing Group Works deck stories!
• infinite canvas update
• mobile app status check
• NCDD conference in Seattle Oct 12-14
• Spanish card deck: how this project/partnership might work
• nurturing learning community around the pattern language
• schedule upcoming meetings

Core Team Calls

Scheduled dates for upcoming calls are:

Face-to-face working day in Langley, B.C. Thursday April 26, 2012.  Focus on focus website development.

UPCOMING CORE TEAM CALL POTENTIAL AGENDA ITEMS

• check-ins
• website development status, priorities
• new website places for meeting & other notes
• phone app status
• Spanish & German deck translations
• scheduling Seattle and Vancouver area face-to-face working sessions
• NCDD conference in Seattle Oct 12-14
• anything else?

In-Person Work Sessions & Public Events

See the Events page.

Summaries of past meetings and tele-meetings (mostly conference calls)

(see also summaries of past collaborative conference calls)

Core Team Call -- March 19, 2012 -- Daniel and Sue (notes)

• Vine's being of great help with website (thank you!!)
• As there isn't strong energy at this point for work projects that require coordination, we decided to postpone this week's Steward's Circle call, and reschedule for mid-later April to allow time/focus for Sue and Daniel to continue working on individual commitments
• We also scheduled a face to face work session for the two of us for April 26th in Langley
• Infinite Canvas still not released (though check out their website at http://www.infinitecanvasapp.com/  to see how we are featured!)
• Daniel will follow up with the German translation inquiry as soon as Sue has drafted/shared the prototype guidelines for the Spanish inquiry
• Sue will draft the 510(c)3 narrative piece by Wednesday for review by the full core team
• Daniel, Sue & Tree in dialog with Sandy at NCDD about hosting a members confab on the cards
• Sue is considering offering to joing the planning group for the fall NCDD conference in Seattle

Stewards Circle Call -- March 7, 2012 -- Daniel, Raines, Michael, and Sue (notes)

• Infinite Canvas app: our part ready to go with links to website and to purchase cards; IC app in review at Apple- probably will released first as a view only, with an authoriing version to follow.
• Raines reported on our social media presence: some repeating tweets taking notice of the cards
• Talked about need/desireability to have postcards or moo cards to hand out with website & purchase info on the back; various ideas floated, but no one specifically took this on.
• Groups Works now has a drop box to add with folks having troubles downloading the pdf from the website because of its size
•  We discussed at some length possible ways to support, sanction, and/or collaborate with others who want to translate the deck into another language (there has already been interest expressed in creating a Spanish deck)

Core Team Call -- March 5, 2012 -- Daniel and Sue (notes)

Just a 20 minute check-in call to:

• review Daniel's plan to solicit his sister's help with a "postcard" for the SxSW gathering
• confirm mobile app is now in GitHub so anyone who wants to can get in and use the source code
• shared info about the Oct 12-14 NCDD conference dates in Seattle; we'll definitely want to interface with it somehow.
• created agenda for Steward's circle call; Sue will send out reminder; Daniel will facilitate again.

Core Team Call -- February 29, 2012 -- Daniel and Sue (notes)

• infinite canvas: we agreed today's call would be short as the infinite canvas file is due today for the launch Monday!  Christopher Allen has been giving great support.  GO Daniel!!
• Spanish deck: Sue will write to acknowledge receipt of Spanish deck proposal and let know we will get back in a couple of weeks
• topics for future conversations: we acknowledged the need to revisit the wholesale question and also talk about project norms regarding paid and volunteer project work.

Stewards Circle Call -- February 22, 2012 -- Daniel, Raines, Michael, John, Dave and Sue (notes)

• card drawn for the meeting:  mirroring (thanks, Raines, for the prompt!)
  
• future meetings: first off, we scheduled the next two meetings: March 7 and 21, both at 11:30 a.m. 
• note with deck: it was suggested that we prepare a physical note that could go into the mailer with ordered decks from Paul (along the lines of his 100fires.come flyer) that could thank them for their purchase and invite them to check out the website and join in the learning community around the cards/pattern language etc.  Michael agreed to draft something.
• Stewards Circle communications: so as not to flood anyone with unwanted emails, we agreed to limit follow-up emails to just those who have epxressed interest in that particular project.
• card sales: core team gave an aggregate sales report: 406 toal decks sold since late December; 177 in February to date; some 65 in the 24 hours post Tom Atlee's email announcement/endorsement.  Daniel requests that if anyone knows of specific communications such as Tom's email to let him know so he can update the google analytics doc where we are tracking sales.  [Post-call correction: actual total decks sold to Feb. 22 is 596; breakdown available from Dave]
• Discussion forums: talked about the importance of seeding in the discussion forums on the new website (which are not email accessible yet, but will be eventually).  It was suggested (and immediately done!) to move the forum into a top bar tab for easier accessibility. Several of us promised to add an entry and/or respond to someone else's in the coming days.
• Twitter: Yes, we have a project twitter account! Two actually: a GroupWorks one for the deck and another fot the pattern lanaguage project, but mostly we'll be using the deck one for now.  Raines will start tweeting a card a day off the deck account.
• migrating from hi/lo email lists to communications off the new website: there still needs to be a consolidation of three exisiting mail lists (high/lo, Tree's overall project database, and registered Wagn site users) and some set up on the new site to have the new integrated mail lists up and running.  Coming soon...
• Infinite Canvas: this is first prioirty as the big IF launch is to be in early March and we really want to be part of it.  (debut at S by SW conference?) Daniel is spearheading this in coordination with Christopher Allen at IC. At present this is just for the iPad.  Raines, Michael and John all expressed interest in contirbuting to this so want to be aprised by Daniel of developments.
• posting tech conversations to the discussion forums?: suggested that further emails about tech developments-- such as with infinite canvas, mobile apps etc.-- be posted in the discussion forum (or a tech subforum) on the new site.  Daniel expressed some concern about his promise to Chris to keep a low profile until they have publically launched, so he will check with Chris about this specifically.  
• mobile app: progress at a standstill with other priorities dominating.  Also waiting for new version of JavaScript (which we're using).  John & Michael want to stay abreast of this, and maybe contirbute to the work.
• outreach: working off of our integrated marketing document (spreadsheet with multiple tabs, which all now have access to).  Daniel added a status line so can more easily track.  John wants to be involved here, and can provide a link to a Fernandes Vera (name?) [sorry, I lost the notetaking thread here!] Finally, we shared our different ideas for "elevator speeches" or other short intro/lead-ins to the deck. 

Core Team Call -- February 17, 2012 -- Daniel and Sue (notes)

• website development: top current priorities: 1. getting profiles configured and showing better, a few extra fields and bios 2. deck users 3. marketing materials area up and runnning and 4. apply Drupal security updates.  John & Vine now have administrative access.
• infinite canvas: most urgent prioirty, so as to be included in the infinite canvas launch in early March.  Daniel has good contact with lead programmer.  Our area will be simple, but still slicker than a mobil app. For example, swipe sideways for cards alphabetically but vertically for other cards in the same category.
• mobile app: nothing new.  Elijah Smith has done his part. Not sure whether Michael is still interested. No one actively working on it; no new beta at this point.  Will return to this when infinite cnavas is launched.
• Stewards Circle: To encourage folks to show up for scheduled meetings Sue will send a reminder email a day or two in advance with a request for an RSVP.  We will continue to convey that anybody is welcome to join in with the general expectation that members of this group are assuming specific project work (current exception being John who has indicated an interest in participating in the calls to contribute what he can in the moment to help provide ideas and perspective, which is invaluable given his long history with the project)
• personal follow-up communications: it's important to continue with the kind of personal follow-up communications that Tree did a lot of. Specifically, we agreed that people who give donations should receive an individual email in addition to the automaticlaly generated thank you, and that those whom we send free decks to should also get a personal follow-up.  Sue will take these on, incuding setting up a system for tracking.
• seeding in next face-to-face sessions: Sue will connect with Michael and get a card launch party/fiorst Seattle POD gathering planned in Seattle.  Whichever of the Seattle or Vancouver/Lower Mainland PODs that seems to take off first might suggest the locale for a next multi-day GPLP face to face session.

Stewards Circle Call -- February 8, 2012 -- Daniel and Sue (notes)

[cancelled, due to lack of coordination/quorum]

Core Team Call -- January 31, 2012 -- Daniel and Sue (notes)

• Communications: Clarified commmunication needs and expectations moving forward with Just Daniel and Sue as "active" core team members.  Will communicate with Tree & Dave expecations/suggestions for how to handle communications amongs the 4 of us, and reaffirmed intention to maintain past practice of posting notes here so anyone can track general progress of the GPLP.  In addition, Daniel and Sue worked thorugh protocols for cc'ing each other on project work. Noted potential need to have a name what Daniel and Sue represent at this time, for we're bumping into a sense at times we might need to distinguish more finely than core team when sending communications to folks beyond the core team; for now, we'll use "active core team members" for the two of us.
• Debrief of Bowen Session: Gleaned lessons learned from 2 part Bowen session that can guide us moving forward, including importance of attending to needs of new folks entering the project active circle and need to reform/renorm as a whole working group
• Website Update: reviewed steps needed to consolidate four current mail lists and migrate to new website (target completion: Feb 15); when accomplished Daniel will send out an announcment to all!  Daniel is prioritizing: getting the games repository up on the new site, creating a private work space for communications between those activing working on projects (For example, an assumed task list, so individuals could see their own on a landing page and core team members could get a bird's eye view of everyone's), and a few other things Sue forgot to capture!
• discussion forums: Sue & Daniel will try to start responding to discussion forums to encourage use and get some content going. 
• donations: Sue is going to check with Tree & Dave to double-confirm exact status of when we can accept donations and promise charitable receipts.
• Steward's Circle: We confirmed the name of this new working group, and talked through a strategy for the luanch of this new group (Sue will facilitate, Daniel will take notes and we will introduce and hurture typical project process norms).

Core Team Call -- January 12, 2012 -- Daniel, Sue, and Dave (notes)

• Financial Report: Dave stepped through the financial statement as of January 12, 2012. We agreed to pay off our "shareholder loan" accounts (for the decks sent to us directly from the printer) via cheques at Bowen, which Tree will deposit when she returns home to Eugene.
• Working Files: We agreed that we need to discuss sharing the working files (which we now have from Janet) with others at Bowen. We want to be open in sharing them but not lose track of who's using them for what.
• Google Analytics: Daniel talked about the analytics available showing access to our site. We cannot see number of downloads but we can see how many people went to the download page. Daniel will see if we can get # of downloads as well.
• Marketing: Unfortunately Jim has been unable to devote time to the marketing plan and will not be able to attend the Bowen meeting due to his new teaching job, but will participate by phone for part of the Bowen meeting. We agreed to have a group review the use of analytics at Bowen.
• Editing/Permission Rights: Daniel is working on setting up a process for different levels of rights/permissions for different categories of members/users.
• Phone App Status: Elijah has just made some major changes that need to be tested, and Michael Wolf has agreed to help with beta testing. The project will be move to GitHub to make collaboration on app development simpler. The icons will be cleaned up now we have the master files. Delivery date for the beta is a couple of weeks or so away.
• Website Status: We are setting up a 'moderator' process that will oversee/review/approve but not prohibit people from making changes to patterns etc. We will be able to revert to previous versions if there is any major change made to the site or any page, that we want to undo. If you log in and go to 'People and Permissions' you can see the granularity of permissioning that is possible. We will continue to use the Riseup pattern-hi and -lo mailing lists for now, though we could eventually migrate this to Drupal if we want to. We will defer setting up a forum until we discuss the value of having one on Bowen, and avoiding the 'empty cathedral' syndrome. We will need to agree on one consistent means of communicating messages about the deck and the cards going forward. We will put a "waiver of intellectual capital rights" agreement on the new site's registration page and persuade all existing members to sign in and register there. We need to consolidate our lists and move more of our content from the old site to the new site. We will discuss what needs to be ported to the new site at Bowen.
• Second Life 'Launch': Daniel is developing this, with Dan, Dave and others possibly participating since they are active in Second Life virtual world.
• Getting More Reviews: Deferred to Bowen marketing session. We will add a place on the website for people to add their own reviews.
• Halifax IAF: The annual IAF conference is May 9-12. We will explore whether it makes sense to attend at Bowen, especially if people are able/willing to pay their own way.
• Bowen Planning: Chris will probably make change to Day 1 after talking with us individually. Dave will add the various items we have identified today and last week as 'Bowen' items to the Day 2-3-4 agendas (on the Events page of this wiki). Also need to add ongoing meeting times/schedule to Day 2 agenda. Day 3 we might break into groups to discuss promo, website promotion, brochures etc. and then spend Day 4 either on the "what's next after the deck" thinking or on actually starting to implement what's decided on Day 3. Agreed to have Day 4 tentatively continue to 5pm, and once we know people's plans after the meeting we will finalize end time.
• PODs: Deferred to Bowen.

Core Team Call -- January 5, 2012 -- Daniel, Sue, and Dave (notes)

• Smudging of Labels on Boxes: We discussed this issue, which seems to vary from carton to carton. Daniel will talk with Aimee and contact Paul (and Sue will contact Janet) to see whether we should receive a credit or at least some further explanation.
• Bills and "Additional Payment" to Janet: Dave will pay the two bills to Janet and one to the lawyer from his own account, pending resolution of Tree's loan to the project (after which we will pay future bills directly from the project bank account). We are still awaiting native files from Janet before we will send final payment to her. We will then put copies of them by FTP up on our website. Sue will contact Janet to arrange this. We discussed an "additional payment" to partly compensate Janet for spending 240% of her budgeted time on the project, possibly $1000, which Sue agreed to loan to the project.
• Cost of Mailing to Canada: Both Daniel and Dave were billed a $30-35 customs brokerage fee for our bulk deck mailing. Dave will order a single deck to see what the costs are for that, and talk to Paul about disclosure to Canadian customers about this additional cost. 
• Sales and Marketing Status: We haven't yet received numbers from Paul on sales to date. Google Analytics will allow us to see traffic to the site and see how much traffic results from specific marketing. Daniel has sold/reserved about 15 of his decks and some of those people will help us with the marketing. Sue is about to order a second lot of 20 decks and will probably order them through Paul. We agreed that we do not have problems with people buying 10 decks at $20 and reselling them at $25. Dave will summarize the consensus of the Free Decks Google Doc and e-mail it to the team for final approval.
• Sue's Passport: Sue is still awaiting a rush passport that should arrive in time for the Bowen trip, and will keep us apprised.
• Announcements: Dave's draft to the hi-list was approved by Sue and Daniel, to be sent right after this call. Re: the Business Brochure drafted by Dave -- Daniel had concerns about the use of the terms "processes and practices" and will suggest alternative wording; Sue was fine with this brochure, and will draft one for a non-profit audience. Daniel suggested we start a page of past and upcoming workshops that others can add to, including their workshop promotion and other materials if they will share them.
• Bowen Event: Sue and Daniel agreed with Dave's Bowen invite list. Sue will not be able to offer rides this time. Agenda for Bowen will be discussed at next week's meeting.
• Website Status: Daniel will set up a Google Doc for "to dos" to improve the website. The e-mail list is now on the site (links to pattern-hi subscription and archives). We need a discussion on editing rights -- deferred to our next call. Import function for the patterns worked well, and Daniel will set up an image library using the same import program.
• Phone App: Work with Elijah continues, and Michael Wolf and Jeremy may also be helping. We can direct people to the beta at groupworksdeck.org/app but Daniel recommends that we not put a direct link to the beta on the site until it's further along. Readers of the website will be asked to contact Daniel if they want to access the beta before then.
• Links to the Website: Dave will get Paul to provide a link back to groupworksdeck.org from the order page on his site. Sue will add a link to groupworksdeck.org at the top of the Wagn wiki site. Dave will post the Announcement on the Wagn wii site.

Core Team Call -- December 20, 2011 -- Daniel (part), Sue, and Dave (notes)

• Status: The cards have been printed, 105 decks have been shipped to the 4 of us and Jim delivered 100 decks to Paul for fulfillment today (and Jim says they look great). Tree and Sue should have their decks tomorrow and Daniel and Dave will get theirs perhaps Friday.
• Website: The site is nearly ready to go and Friday is launch date; Dave is going to correct links, make sure links referred to in the booket all work, and write the Community page, and Daniel is going to get the link to Patterns working. For the time being we will not allow new people to edit the site until we have sorted out levels of editing privileges, but users will on Friday be able to sign up for the e-mail list, order and download the deck, make donations, and learn about the project, the patterns and the deck.
  
• Phone App: Daniel just has a few tweaks to do with Elijah before this is ready, so we will look to have this ready by December 31. Daniel will put the download link on the website as soon as it's ready and update the Phone App page on the website accordingly.
• PDFs: We discussed the issues of paper wastage with 2-up printing (this is unavoidable because the cards are now bigger than will fit 4-up on a page), and the question of what happens if UK/Europe readers download and print (should not be an issue since their A4 paper size is larger than our 8.5 x 11 letter size). Dave will try 2-sided printing to see whether he has the same problems Sue encountered.
• Marketing: Sue suggested we have a larger-group marketing session in mid-to-late January, possibly in Portland immediately after a 2-day Core Team meeting, focused principally on marketing and on contributing to the website. Daniel and Dave agreed depending on date and logistics, to be worked out on or before our next call. Until then marketing will be limited to our personal e-mail/contact lists and pointing people to the website.
• 50 Free Decks: Dave will set up a Google Doc which we can all list people to send free decks to (both free 'thank you' decks to people for their work on the project, and strategic gifts to people and groups who will help publicize and sell the decks), and get consensus on this. Sue says she does not need any free decks so will leave it up to Daniel, Dave and Tree to decide on this.
• Janet Payment: Sue thinks Janet may send us a bill for $600-1000 extras including $250 for shipping the first boxes to the 4 of us and for obtaining and sending us the colour matrix materials and paper samples last month. We agreed that to the extent these are out-of-pocket costs she paid to others we will pay them, but if this includes her time costs we will have to discuss and agree on them before paying. We deferred discussion on whether we should pay a 'bonus' to Janet for the large amount of time she spent beyond what was originally expected on a job of this size, until our next meeting.

Core Team Call -- December 1, 2011 -- Daniel, Dave, and Sue (notes)

• Acknowledgement: the cards have gone to the printer!  Hoorah!!  They should be done on the 14th; available for pick up on the 15th ;-)
• Drupal tour: Daniel gave Sue an intro to Drupal by showing on our development site how easy it is to change themes, and set up exactly what features, layout, colors etc. we want within a theme.  For now we're going with the Pixture Reloaded theme, which meets all of our desired sepcs.  Sue might look for others, but will look only within version 7 (and Daniel would still have to check any alternate suggestions themes against our list of sepcs).
• Website Hosting: We agreed to host with Go Daddy, which gives us all the functionality we want at a good price (3 years for $7.69 per month).  Daniel will send Dave the info and Dave will purchase/set it up.
• Budget and expenses: Overall our breakeven timeline for paying back initial loans and squirreling away enough money for a second print run has only been put back a month or so because of the greater cost of printing/custom boxes.  Dave requests that all send him an accounting of what project money has been spent to date.
• Phone App:  We agreed that the phone app would be written in html 5, which means shifting over from the prototype Jeremy developed, but will work across all mobile platforms, so will benefit us down the road.  Daniel reported that Elijah seems to be on board to help with the phone app. 
• Card deck Delivery: Talked about logistics of getting cards from the warehouse to Paul, and the rest of us.  Tree had recruited Jim for this task.  Jim will get enough cards to Paul right away, so he can begin fulfilling orders.  Tree, Dave and Daniel will make arrangements to pick up their own initial order (bought directly from the project, not thorugh Paul), as they will each either be in Portland themsleves or have a friend assist with pick up and delivery.  Sue will see if Jim can help send a box to her.
  
• Marketing:  Dave reports that Jim is working on a marketing plan.  Likely not to appear for at least another week and a half.
• Finishing out with Janet: Sue will coordinate with Janet to close out our contract with her.  Still needed are 1. downloadable pdf file of cards and booklet, and final working files.  Sue will work with Janet to develop a simple 8 1/2 x 11 "booklet" with all the info from the card deck booklet plus 5 panel card and distribute for review. 
• next call: we will focus on website development.  Sue will try to get set up on Skype before then so we can conduct the session on Skype.

Core Team Call -- November 22, 2011 -- Tree, Daniel, Sue and Dave (notes)

• Graphic design: Decided on a few additional tweaks to title page. Agreed to Tree's changes to the booklet with a few modifications (and also a few changes to specific card images). Dave confirmed that our small modifications to Time Shift and Invitation images do not violate the CC licenses. Tree will review latest cropping/centering of photos and get back to Janet.
• What we're releasing to the public: Agreed to release PDF but not source code and fonts, but to release source code for the app.
• Website: Daniel has not updated the Drupal site since the last call, but will try to work on it over the next couple of days. He reported that porting a copy of all of the patterns to the Drupal site will not be difficult. We are leaning toward going ahead and adopting the new site as our main site for public interface.  Daniel will also email/talk to John about the new site.
• Phone app: Daniel will send an e-mail to seek additional people to work on the app tonight.

Core Team Call -- November 17, 2011 -- Tree, Daniel, Dave and Sue (notes)

• core team calls: We scheduled core team calls through the first week in February
• graphic design: We reviewed some 25-30 graphic design considerations on the accordian supplement and box labels and made decisions, which Tree took note of and will pass along to Janet.
• website development: Daniel gave a brief update on progress, including sending links to a prototype website layout on Drupal.  This will be a focus at our next core team call.

Core Team Call -- November 8, 2011 -- Tree, Sue, Daniel and Dave (notes)

• Minutes: Tree will redraft the minutes of the meetings that Dave sent everyone on November 4th, and send them to all of us for approval. The dates of some meetings will be changed from October 14 to November 8th to meet the recommendations of the lawyer. We deemed parts of today's meeting to be a meeting of the Incorporators and a meeting of the Directors to enable this.
• Bank Signing Authority: Copy of passport or drivers' licence ID, and written sample signature, needs to be sent by each of the 4 of us by scan or postal mail directly to the Selco credit union for our account #. Tree will send us instructions.
• Promissory Notes: Tree and Dave are drafting promissory notes for our loans to the project, which we will all review before they are signed.
• Phone app: Jeremy and Tree have successfully sought out people to work on the app "to do" list at no charge, and Daniel will be contacting them soon. We have also successfully registered with Apple as developers. The "to do" list is on Google Docs. Daniel is setting up an agreements page where we will waive our intellectual property rights in favour of the project subject to the Creative Commons license.
• Website: Daniel has set up a proof-of-concept Drupal site that we could use for the project, that would get us ready for publication and interface with deck customers and users more quickly, and with a larger group of potential maintainers, he said, than using Wagn. We would continue to use Wagn for project development and administration. We will continue to explore developing the web interface we need to accompany the published deck both in Wagn and in Drupal, and as we get nearer to publication date make a decision on which to move forward on. Tree will see whether Vine has energy to help with a potential Drupal or similar site. We will change the booklet to send the users to groupworksdeck.org pages instead of grouppatternlanguage.org to keep our options open.
• Booklet changes: We plan on sending the product to the printer by US Thanksgiving (Nov. 23). Janet will be sending final changes on aesthetics by e-mail hopefully tomorrow. Daniel gave us his proxy should he not be able to respond. Janet will need about a week to download final content from the wiki. We also concurred with Tree's reordering of the booklet sections and some minor wording changes in some sections.
• Box arrangement: We agreed the cards should be sorted alpha and be face-up in the box with the booket on top, with no seal needed on the box, provided the boxes are packed in packing boxes to present spillage problems.

Core Team Call -- November 3, 2011 -- Tree, Sue and Dave (notes)

• Phone app check-in: Jeremy is not available to do any work in the app. The other people are busy and it appears they will not be able to do changes that are needed by the date we publish the deck. There is also an issue of getting the certificate from Apple that gives us access to info on app use and notifications; it costs $99/year and we need to assess who will obtain the certificate. We agreed Tree will change the booklet wording to acknowledge this. Dave will authorize Daniel to obtain the certificate in an appropriate name that will leave us in the loop.
• Website changes check-in: Tree updated us on the few developments this week on this subject.
• Lawyer review: Tree reviewed her meeting with the lawyer. The Articles and EIN application will be filed by Tree tomorrow. Tree's title will be President not Chair. Dave will update the minutes to separate Incorporators and Directors' minutes and add our acceptance of the Policy on Conflict of Interest by e-mail meeting. Tree will make minor changes to the Bylaw wording suggested by the lawyer. Intellectual property waiver to be developed and posted to the website for all editors and signed by all people active in the project to date; Dave will ask Daniel to set this up. Tree will make changes to the 1023 form as suggested by the lawyer, Sue will take the lead in working on providing a lot more detail in the Part IV Narrative Description of Activities. Tree will draft promissory notes for the loans from Tree and Dave.
• Fulfillment contract: Tree will review Sue's latest draft and Sue will send it with any revisions from Tree to Paul.
• Final deck/booklet/box design: We agreed on light grey wave shading behind the related patterns, and bold italic for the word 'related' on the card fronts. We also agreed on the text over the watermark as suggested in Janet's latest set of e-mails. We agreed to stay with the 'asterisk' icon and the non-equidistant circle icon (context category), and have fewer larger segments on the modeling icon. We also agreed on the use of the breaking-circle set of icons over the non-breaking for cases where we use this circle (except the two interlocking circles for relationships should be smaller to break the circle less). We agreed on c100 y25 for the backs (close to teal) and stick with the 9 category colours Janet proposed except to lighten the orange from m75 to m65. We also agreed on the bold italic Group and the italic Works for the card backs. Finally, we agreed on the rigid black and white box with labels front and back, and the heavier weight stock and the stock Janet included in her mailed-out sample for the booklet. We will ask Janet if the front label can wrap around the sides.There will be a bifold card that will list all the patterns by category with category descriptions and alphabetically -- Tree will confirm that Janet has copy for all this.

Core Team Call -- October 27, 2011 -- Tree, Daniel, Dave & Sue (notes)

• phone app check-in: Problem-solved around not getting any work out of team; Daniel will try once again to activate them.  Daniel will also dive into code and complete # 11 & #12 (the easiest of the priority/category 1 elements) to see how long it takes.  Tree will follow up with the offer she had from Saltzberg to do the app coding.
• website changes check-in: We reviewed current changes; still wanting it to look less wagony and more like a spiffy website.  Sue & Tree will look at examplar websites and consider which of Janet's graphic elements we want to incorporate.
• any last images to vote on?: We voted on newly proposed images; final decisions entered on wiki by Tree in the moment.
• icons, last round: We reviewed the most recent round of icon graphics from Janet.  Tree will communicate with Janet about our feedback/newly requested revisions to context (maybe only 2 circles and non-equidistant), faith (more flame-like), modeling (vertical and shorter), inquiry and synthesis (coil tighter at bottom), and creativity (#3/far right one).  We will ask to see each in a black circle and solo to see what each will look like both on cards within a color, as well as in other uses.
• fulfillment contract: Reviwed Sue's draft and made editing suggestions.  Sue will revise.

Core Team Call -- October 20, 2011 -- Sue, Tree & Dave (notes)

• Design and Printing: For card backs we agreed upon the wave design behind the leaves, but we want the bottom wave moved back up to where they were in the previous draft. For card back titles we lean towards #4 but want to think further about #2 and want to see a version with "group" in bold italic and "works" in regular italic. For card fronts, we agreed to the option with the grey wave over the related patterns at the bottom, no border. We like the #1 upper-right watermark but would like the three leaves grouped closer, angled together and shrunk in overall size. Tree will convey this to Janet.
• Incorporation Paperwork: Tree is still arranging for David A to review our documents before we open our bank account.
• Booklet and Heart Polishing: Tree and Sue will address these in their separate call.
  
• Fulfillment Contract and Pre-Orders: We will not be accepting pre-orders until (a) we have deck/box/fulfillment pricing finalized and (b) the fulfillment site is up so that we can give people a real URL to go to for pre-orders. We agreed to Paul's revised price for fulfillment and Tree will convey that to Paul, along with an inquiry on what he needs for the fulfillment page and the following stipulations: We want sales reports from Paul monthly and remittance to us every two months. We want to include in our contract our right to customize and redesign the fulfillment page (without changing its functionality). Sue will draft a 1-page contract for us to review and send to Paul.
• Phone App: Sue will send Daniel a note to send out an update on the status and timeline of the app and what needs to be done and when.

Core Team Call -- October 5, 2011 -- Sue, Tree & Dave (notes)

• Design: We are awaiting a date from Janet for our next design call. She appears to be awaiting a sense from us as to whether we still have fundamental reservations about the approach. Tree will convey our consensus on where we are ASAP.
  
• Logistics for Seattle: Dave and Daniel are driving down on Wednesday and will arrive around 6pm, going to Nancy's first, then Tree's pot luck where they will sync up with Tree who will have the key for Sue's. We will decide on the agenda when we arrive but will try to set up a block of time for a phone call with John about the website revamp. Dave will organize this with Daniel.
• Heart Polishing: Sue and Tree will integrate latest changes (hopefully final) in Seattle. Sue may look at expediting this in an integrated proposal before Seattle.
• Images: We agreed on replacements for 6 images where the current images had problems with size, approvals etc.

Core Team Call -- September 28, 2011 -- Sue, Tree & Dave (notes)

• Fulfillment: We are pleased that the decks may qualify for media mail rate. We like Paul's quote and are now awaiting quotes from our printer and from NCDD before deciding who to use for this.
• Acknowledgements: Tree's changes to this booklet section made during our last call were not saved in wagn. She will try to recall these and Sue and Dave will review and try to fill in the gaps.
• Incorporation: We discussed the alternatives. We described how we envisioned the project expanding going forward, the products and services and activities we envision being involved with, and who might be the decision-makers (directors and shareholders). Dave will be mocking up both LLC and Chapter 65 incorporation documents for us, so we can see the contentious issues and differences between the two, especially related to power, succession and decisions and distribution of money,and government reporting and oversight and flexibility. Tree will be asking her legal contact and Dave will be talking to his CPA contact for thoughts on these issues as well.
• Hearts: Tree and Sue agreed to look at the 7 remaining hearts with issues (notes on heart work remaining page) to settle these by e-mail or Google or Word Doc as soon as possible.
• Images: This will be the priority on our next call.
• Logistics for Seattle: Dave will see if Nancy can put up Daniel (We-Thurs-Fri), Dave (Sat-Sun) and Tree (Sun) during our Seattle meeting.

Core Team Call -- September 21, 2011 -- Sue, Tree & Dave (notes)

• Categorization PPT/PDF: Tree has updated and re-uploaded these files.
• Mailing List for Card Deck: Tree has started collecting email addresses for people who want to receive the announcement when we release the deck.
  
• Incorporation: Tree received a sample LLC agreement from Cedar Moon and can forward it if wanted. She is leaning towards this form for our business. We still don't agree on the basic pros & cons of each form so we want more information regarding reporting requirements, tax filings, and so on.  Dave is asking a CPA in CA and Tree will ask Atkins in Eugene when she gets back from CA.  Whatever form is chosen, we hope to write up the bylaws or operating agreement during the October 13-14 Seattle Core Team meeting.
• Discussion with NCDD: Tree had a good talk with Sandy Heierbacher.  They are considering whether they might be willing to do fulfillment (by their office manager in PA) and at what price.  They just received their 501(c)3 status, so Tree wonders if they might be a potential future fiscal sponsor for us if needed.  Sandy is very excited about the phone app and looks forward to seeing it, she says there are almost no phone apps in our field.  [Paul has not replied to us on fulfillment.]
• Core Beliefs: We agree to adopt the current set of core beliefs.
• Booklet: We brainstormed about the acknowledgements for various people and Tree is making the appropriate changes. All three of us will work on our three acknowledgements and bios.
• Images: We are getting down to the wire soon with Janet for dumping the data.  We will do a round of image voting on the Sept. 28th call and probably a final round on the Oct. 5th call (unless Janet extends longer).  Ideas for some we might change: Sue and Tree want another image for Presence (perhaps group meditation or someone finalizing room prep), Commitment we're still tied on (skydivers vs ice climbers), Gaia we want presence of nature in room or meeting outside, Unity & Diversity we want group of people dressed differently, Spirit we want labyrinth or less stereotyped picture or sun + clouds; Dave has concerns about subject in Challenge and Value the Margins objecting that they are being ridiculed. Sue has listed several that she isn't entirely happy with.  See more detailed notes at Tree's image-seeking list.

Core Team Call -- September 15, 2011 -- Sue, Dave, Tree (notes)

• Incorporation: Tree has a call in to Brush & Brenna to see if they can answer some of our questions.
• Acknowledgements:  Story sharing for acknowledgements up to a certain point, then a list of names for the rest.
• Our authorship:  Do we list ourselves on the box or not?  We don’t feel like we own it.  Yet we’ve put tremendous energy and time into it.  Could put bio’s in the booklet and wiki as a way of acknowledging.  Make it easy to link from the project to us as stewards, without the whole thing being “by” us.  Decision:  Use our group identity as the lead “author.”  For the acknowledgements, include us up front as the core team.  Put in Bio’s for us, probably located at end after acknowledgements.  Include our names as part of an invitation on the back of the box, if there is room. 
• Versioning:  We don’t want to date the box or give an official edition number.  Put a date in booklet.
• Project Name:  We used “Work in Process Collaborative” on some decks and enjoyed it.  But that may not be the project name, possibly more of an inside reference.  The URL is Group Pattern Language.  Decision:  We want to use “Group Pattern Language” as the project name.  So then the author is “Group Pattern Language Project.” Also have a URL from card deck title also land there. 
• Title:  Decision:  Working title for now is:  “Group Works:  A Pattern Language for Facilitation and Whole Meeting Design.”  Continue to consider other possibilities, but if nothing else emerges before publication then that's the name.
• Pre-orders:  At the point when it’s at the printer, and we have fulfillment set up, then we can accept orders.  And not before, because price won’t be confirmed yet.
• Pattern Lists in the Booklet:  Let’s put it in for now, both versions (Categories & Alpha List) as text, and then see later how it comes out with the graphic layout.  We want a way for people to easily determine whether their deck is complete.

Core Team Call -- September 9, 2011 -- Sue, Dave (notes), Tree

• Second Round Design: We agreed to speak honestly on the call with Janet when we see her second round designs so we can be clear in the moment what next steps will be in this process. [NB: this happened during the subsequent call with Janet, and a 3rd round design call has been scheduled for September 21]. Sue and Dave will send Tree comments on fonts for the deck and Tree will compile them and send them to Janet.
• Fulfillment: Tree will contact Paul to get his final fulfillment quote; agreed to ask Janet about status with printers and see whether any of them do fulfillment.
• Incorporation: Dave has not yet contacted lawyers/CPAs to get the information needed on Chapter 65, 501(c)(4) etc. to make that decision.
• Title: The notes from Bowen on brainstorming and voting are on the site. After some discussion we decided to have Dave circulate this mock-up:
  Download deck-box-cover-mockup-2
  to the hi list for further discussion.
• Images: Someone needs to check to see that all images are permissioned and meet other criteria. The image voting from Bowen needs to be reflected on the wiki. Tree will probably end up doing this. We set an additional Sept. 21 call to finish this item.
• Sept. 20 Wagn Meeting: Dave to invite Daniel to this call.  John will be at Tree's house.
• Booklet: Sue and Dave should edit/send comments to Tree on the acknowledgements section. Tree will integrate the comments and drafts into the next master draft of the booklet mid-week next week.