You are here

These are the proceedings from meetings of the Open Space Institute.
  • Meeting Date: 20 Jun 2016

    Board Meeting Proceedings from June 20, 2016

    Attendees: Tricia Chirumbole, Harold Shinsato, Karen Davis

    Topics

    • Suzanne’s departure
      Expanding board – thinking about board members, how we would like to invite people. What are the needs in terms of the institute.
      Could invite people to come to annual meeting or invite via ask letter; exhibiting commitment; maybe consider putting out a call when revisiting mission. 
      Classify Suzanne as emeritus – consensus
    • Open Space CDs
      Charge or not charge? collect emails, membership downloads
    • Mission/vision – touch on it
      More relevant questions – involve some new people
      Invite the community in on dialogue about the mission of the OSI and let whatever happens happen
      Talk to Peggy & Lisa about talking to Michael Pannwitz about using the OS World Map
      Incorporate Google calendar from Michael Hermann on – have to talk to Michael or other calendar guardian
    • Engaging OS community
      Invite a conversation about what are the questions that are most alive right now – looking at mission of OSI and including the concerns of the whole community
      Help guide the OSI to reflect the community
      What would you like your role to be for holding space for Open Space?
      What is open space, what is space, what is open space technology? – need to be asked again in a deep way.
      Living document, rather than forcing a false consensus
      OSI board seed questions and ask the community to help build the mission of OSI
      Also have board members ask questions about these topics and record them and make them available; what are the most important questions for this community, what do you think about them?
      Harold will ask question to board and ask Peggy & others about how to launch open space practitioner map.
      Respond within the next week if possible – Harold will post on os list and FB and linkedin.
      Thinking about new members – everyone think about new possible members
      Heart trust    
  • Meeting Date: 16 May 2016

    OSI Board Proceedings May 16, 2016 - 5:30-7pm edt

    Attending: Tricia, Kevin, Karen, Linda and Suzanne

    Moment of Silence followed by Check-in

    1. Meeting starts with an acknowledgment of the newly elected Board; this was their first meeting in their new roles though indeed hierarchy does not drive our conversations.
    2. Karen Davis updates us on management changes at International House.
      • She has established communications with the new team, providing background information related to the logistic and costs of our annual event as most people are new.
      • Costs will be us: Not known exactly what the new costs will be though it is certain that there will be price increases on hotel rooms, meeting room rental and food.
      • The 2017 Open Space at International House is scheduled for January 13 to the 15th
      • Expected that we will be required to put a deposit soon (it seems that the deposit would be reimbursed assuming we meet their notice periods in the event our gathering did not take place.
      • A vote was taken by the Board to grant authority to place a deposit from our OSI US funds – proposed by Tricia, seconded by Kevin; All approved; Karen recused herself due to possible conflict of interest as she is the official organizer/host.

    3. The Board then proceeded to review together the excellent document draft that Harold submitted which provide “guidelines for working with the Institute as a 501(c)(3)”
      • Agreement that we want to move this work forward as quickly as possible assuring that it is broadly communicated.
      • That said we also want to assure that the intent of the language is well understood and that it reflects the purpose and mission of OSI US
      • A suggestion was made that once we’ve agreed on any addition, edits and revisions, that it be sent to our Emeritus Members (Peggy, Lisa, Christine and Doug) for their input reflecting history and any legal considerations.
  • Meeting Date: 18 Apr 2016

    Board Proceedings 18 April 2016

    In attendance were Karen J. Davis, Tricia Chirumbole, Suzanne Daigle, Linda Stevens, Harold Shinsato, and Kevin O'Brien.

    New Officers

    Newly elected president, Tricia Chirumbole;
    Harold Shinsato who continues to serve as treasurer;
    Karen Davis as secretary;
    Kevin O'Brien, vice president.

     
  • Meeting Date: 21 Mar 2016

    Board Proceedings from 21 March 2016

    In attendance were Karen J. Davis, Harold Shinsato, and Tricia Chirumbole

    Agenda

    - Peace and High Performance 2016
    - OSI Purpose
    - Replace President
    - OS Definition/Description

    Peace & High Performance

    Good news - a little over $2K surplus. One of the things in the future - looking more at what that means for us financially. What do we want to do with that?

    The research piece is the really important one to regroup on. I like the idea of putting the money into that. For Karen. There was much more time and energy put in this year than in the past. I'm hoping in the future not to putting in as much effort. Liked that it is what the OSI is about.

    Tricia - Great to hear that we made a profit. Like what I am hearing about potential ways to move forward with that. Proceeds from the event. Did you envision as something collectively held by the OSI? Is there other support you hope for in the future?

    Karen - In terms of original - there were a couple of us who just felt it was important for people to get together to learn about Open Space. There was never the intent of making money. We lost money. And often what was happening, split it among Harrison and Debora Gilbert and Ralph Copelman. That was never more than a couple hundred. These last two years we have been making some. More people are able to pay. A place where people may not have another opportunity. There was a lot of underwriting of people participating. There was a shift in the financial side of it. In terms of the time and energy, our getting the registration up and in the way that it was clear and understood and not duplicating efforts. There is an effort to support people finding places to stay, working around people being here. That was taking a lot of energy in juggling. There are the decisions that need to be made in terms of the contract and the agreements with International House and the catering operations. There were new variables for a new vendor. And a new leadership in International House. When we may have the space next time. We have to wait until July or August to confirm the dates. International House has preferences. Hold the faith and hold the vision. We're beginning to work out - this being the second year in a collaborative way.

    The technology added this year - to get information needed - had to go to 2-4 different places instead of it all being together.

    OSI Purpose

    Maybe engage some people in research. Paul Levy. He is associated with a University. There are definitely some other people interested.

    In depth interviews. Various things with it. For whatever reasons - large clients. They're not really statistically sample sizes in the commercial or public sector for everything they do. Focus groups. Open Space. Innovation section. Iterative processes. More for integrating large numbers of stakeholders products. We'll do coding for meaning making. You code them and group them. And then summary statistics.

    Larry Peterson - had to do with research. One of the earliest Doctoral Dissertations.

    Possibly convene a conversation with people on the OSList. A research conversation.

    Maybe have brochures available for Agile 2016

    Karen - have some individual dialogs with other people on the board. Even have another look for when to commit to meet together to continue this conversation.

    Conversation - kick off the open space hotline- invite the people to talk for 2-5 minutes. Ask a few key people. Michael Hermann started getting on. It's a good idea. It could even be monthly.

    Sweet note from Marie Nelson. How much she valued coming on the hotline even if she hasn't been there.

    Replace the President

    Although Suzanne Daigle has wanted to step down as president, we did not feel we had sufficient attendance to address this.

    OST - Description/Definition

    Authority - don't think we should have the authority to define Open Space. We should find a way to co-create it with the community. Identify our purpose.

    Doesn't have to be a convergent description.
    Can be divergent.
    A More Beautiful Question.

    If we could include in the conversation - questioning the lower case "open space".

    On the hotline - has the thing about purpose.

  • Meeting Date: 16 Nov 2015

    In attendance: Suzanne Daigle, Linda Stevens, Karen Davis, Kevin O'Brien, Daniel Mezick, Harold Shinsato

    There was small attendance at the last meeting.

    Drop in birthday party

    We did a dry run with Harrison Owen, Lucas Cioffe, and Michael Herman. Harrison didn't stay long. They were able to do a bit of online art together. Lucas and Michael have been charming to work with. It went smoothly and quickly, announcement went out. Suzanne has sent out personal invitations over the weekend. Anne Stadler got really involved. Lucas is really appreciative that we're able to test this. We are going to send a cheat sheet and a reminder. I've been getting lovely notes from around the world. There are some other people, put the International House event together. A little request, Lucas never brought any of this up. If we get 100 people, different times in the day. Can I help the OSI to help out. It's a big event. Well, if they'd like to give $50. We vote to send up to $200 expenses.

    International House

    Susan Baskerfield - had a lengthy chat about Frederik Laloux's work. Suzanne suggested she just come to New York. Susan just wanted to know more about the housing. Suzanne spoke to a number of others. For registration information, she will wait until she get the registration page link. It will be Martin Luther King weekend as ususal.

    This gets very complicated. International House needs to know each person in each room. Handling the logistics of that is a bit challenging. Suzanne is willing to take that on like she did last year. We don't have International House information on the invitation. Karen holds the full financial responsibility to provide support to anyone who has limited financial ability. Karen can use discounting and even making the event free at her discretion. Be sure you cover your costs. Karen's not doing that to make money. If we have more than 45 people, then we could shift to another space. Then it costs $3000 a day. We accidentally got access to that room one year. Those are issues that are up in the air.

    Have a face to face after the International House event. Suzanne mentioned how exhausted we all were after the last event. We decided not to hold one.

    QiqoChat

    Lucas offered QiqoChat for online Open Space events. We could use it for conversations with Anne Stadler, as Suzanne Daigle suggested for a "front porch chat" format. Regular occasions until we have qiqochat 24/7. That's part of Lucas' vision. If you have an annual meeting and use QiqoChat - it gives us an opportunity to use it.
     

  • Meeting Date: 18 Oct 2015

    ParticipantsSuzanne, Linda, Tricia

    Note Taker:  Linda

    Bin Gardener:  Suzanne

    Moment of Silence and Check – in

     

    Discussion Topics:

    1.    IRS and State of Washington Forms

    The IRS sent (via Peggy) a form, and Suzanne contacted both the IRS and the State of Washington to assure that she was sending the right information needed to maintain our nonprofit status and sent back the form via registered mail.

    2.    January 2016 at International House – January 15th – 17th

    International House for January 2016 is confirmed for High Performance and the Practice of Peace including rooms for lodging. Interested attendees are already showing up.

    3.    Informal discussions about a host of topics including OSI US, Hotline and hopes and dreams about Open Space in general.

    Without the necessary quorum, no decisions were made. 

    Next Meeting:  Monday, November 16, 2015 at 5:30 p.m. EST.

  • Meeting Date: 20 Sep 2015

    Participants: Harold, Tricia, Dan, Suzanne, Karen, Kevin

    Bin Gardner: Harold

    Note taker: Kevin

    Moment of Silence and Check – in

    Discussion Topics:

    1. Amazon Affiliate status has earned the institute money off of nuts, herbs, and some non Open Space related book sales

    2. OSI Chapters

    -       Agile Boston has had 9 or 10 Open Spaces since 2009

    -       Resolutely socializing Open Space around Boston

    -       No formal membership right now

    -       Could pay $700 to $2000/yr for chapter status back to OSI to make it official

    -       Agile user groups could be affiliated OSI

    -       Agile Boston could be the pilot chapter

    -       Mark Kilby in FL has also been using Open Space heavily in Agile group meetings

    -       The board is supportive of deepening the conversation around Chapters (or circles) on the agenda.

    3. There is a desire to start planning International House 2016

    -       Suzanne has started inviting. Already has 4 people tentatively signed up.

    -       We don’t have the space confirmed yet at International House. Asked for Friday, Saturday, Sunday time slot.

    -       Harold would like to start the Eventbrite invitation now

    4. Theory U and Open Space – Otto Sharmer work promotes concepts that blend well with Open Space. Many people who are taking his class are people that could find open space facilitation useful in it’s simplicity.

    5. Gathering virtually with long term experienced Open Space practitioners to share wisdom with those who are seeking it. Conversations would be question oriented. Explore deeper ideas that we’re often too busy to deal with. Have a core group of people involved to handle the technical aspects. Imagine something like this could be happening once a month. Could fall into a regular pattern one a month or once every two months. Once other piece, is that we speak from listening for guidance. It is a way of opening to the whole field of spirit via conscious conversations.

    Next Meeting: 19 October 2015

  • Meeting Date: 16 Aug 2015

    Participants: Karen,Tricia, Harold, Linda, Kevin, Suzanne, Daniel

    Bin Gardner:  Harold

    Note taker: Suzanne

    Moment of Silence and Check – in

    Discussion Topics:

    1.    Harold describes the work he did in creating two pamphlet pieces one on OIS US and the other a resource on “how to Open Space”.  He again asks the board to provide comments or suggestions (design, photos, language). To date only one board member responded. Those who have seen it agree that it is really well done, captures the nuance and intent of Open Space and OSI US.  Harold looks forward to making it available to groups in the future; unfortunately it was not completed on time to be used at Agile Washington

    2.    Harold navigates the bin to move items completed in the “Done” Trello lane.

    a.    $250 gift for VOSonOS; sent to Lucas’s address

    b.    $250 for Poland WOSonOS

    Harold will send a copy of the thank you notes received from each to the Board.

    c.     Open Space Learning Opportunities document that lists all training events for the time being will be posted on OSI US and Open Space World. To date, Harold has posted events that have the title Open Space training without any further criteria.  It would require a longer conversation to really determine what fits as Open Space training as there have been instances where clearly it did not follow the intent of Open Space. Need to have conversations on “how” to Open Space, how does one learn to do this; would be helpful to have a common understanding of this. There has been resistance in the past in the community to defining this. There is agreement that it’s not easy to define, like myth, religion and yet defining it better is worth doing.

    d.    OSI Membership sign-up shifted to an annual $15 minimum with $50 recommended; only one sign up to date.  Will be waiting before publicizing more until the map work is done.

    3.    Go over items moved to the “Doing” column

    a.    Elder Wisdom Virtual Invitation

                                                   i.     The idea for this came from VOSonOS which Anne Stadler attended. As Suzanne was listening to Anne, she recognized the huge wisdom that exists in Anne and in many others in the Open Space community that is not being captured in the OS list – the stories, the unique perspectives and she was prompted to reach out to Anne and others to explore the possibility of having a QiQoChat that would invite story telling, wisdom sharing and conversations. To date only preliminary conversations on this.  Suzanne will follow up. Lucas Cioffi and Michael Herman are keen on this too as is OSI US.

                                                 ii.     Discussion around oral sharing vs writings in books or the OS list.  Some video is available of Anne (recent TV interview, recent interviewing with Harold at Whidbey Island, etc). Suzanne will share those links.

                                                iii.     Harold also suggested that it would be very valuable to have lively fireside chats  or lean coffee type of conversations to also capture this elder wisdom which could be recorded and put out there for the community as Youtube videos.

                                                iv.     Dan mentions how important it is to capture this wisdom; Karen says all these ideas are great and that the emphasis should be on story telling and that the real value will be having several people interacting, having an intimacy in the conversations. Linda also agrees though urges to keep it simple, to keep the Open Space principles in mind, to be inclusive and intentional in our invitation.  Linda and Karen between them have over 50 years of experience in Open Space. Lots of wisdom that we don’t want to lose

                                                  v.     Harold mentions DVD videos from India with Anne in earlier days with people having mgt conversations, experiencing the same struggles that we experience today. Of real historical interest even thought the quality of the footage may not be the best.

    b.    Initiative around Open Space and Indigenous Communities; Harold, Linda and Karen very interested in this topic. Lots of experience in the group. In fact Karen is involved in the publication of a 2nd Edition book on this topic, which is not out yet. She will provide information on this although respecting the timing as the 2nd edition is not out yet; it may be the information she shares will be from the 1st edition.

    4.    Discussion on the note that Suzanne sent giving her notice to resign as President in 2016

    a.    Suzanne shares her perspective about OSI US and how it invites us to live open space by initiating projects that we are individually passionate about and want to take action on, inviting others to join. For her, it is more the individuals that are part of OSI US and what they bring that the Board itself.

    b.    She also expresses her hopes that roles like Harold’s (financial, OS list maintenance, etc.) should tie anyone in this work precluding them for example from taking others roles (i.e. Harold as president).  Harold acknowledges that there is a lot of leg work involved in the treasury work. Dan Mezick asks Harold if there was someone who could do those functions well, would he consider taking on a role such as president. Harold answers yes.

    c.     Harold then comments on what Suzanne has said, mentioning that OSI is more than the sum of its parts, that it’s more than just individuals, that there is an important role for OSI US but it’s never been clear what it is authorized to do or not do. He feels there is a need and an opportunity pick up the emergent structure in a light way, to have the authority to help the OS body move forward while embracing others institutes and others willing to work. There is a concern by some in the Open Space community that if we institutionalize Open Space, it will ossify. It is agreed that that these are important questions; need to clarify what we mean, have a common understanding, an emergent understanding.

    5.    Tricia takes the lead to initiate a working meeting separate from our board meetings (would include email communications) to work on this topic, to explore the reason OSI US exits, to explore how we can be stewards in a different it being an institution. She will also look at a visioning exercise to walk us through this important topic.

    6.    Harold closes the meeting with the idea of OSI US becoming a 501c3 Umbrella Organization providing the opportunity for Open Space chapters to be established so people have a place to go to explore and learn about Open Space. This is a topic that will be discussed perhaps as part of what Tricia is initiating. Karen indicated she thought it sounds contradictory to the intent of Open Space, Harold responds that if we make the policy clear and clean enough, that would not happen and indeed it would be a service to many including the Agile community which is increasingly adopting Open Space. 

    Next Meeting: September 21, 2015

     

     

  • Meeting Date: 19 Jul 2015
    Note Taker: Linda Stevenson
     
    Participants: Tricia, Harold, Linda, Kevin, Suzanne, Daniel
     
    Moment of Silence and Check – in
     
    Discussion Topics:
     
    VOSonOS 2015:  Suzanne - insight on the power of one person who invites others and the amazing success of the first VOSonOS. 
     
    Action:  Give some financial support for qiqochat to support VOSonOS in Poland and some financial support for WOSonOS in Poland.
     
    Bin Gardening:  Harold - celebrate the accomplishments on the work that has been done; pick up the important things from VOSonOS; big stuff was upgraded to the website; cleaned up the membership data base and membership map; everyone has three roles:  student, doer, teacher; moved onboarding stuff into the website; would like bin to be made public and visible on the website.
     
    Action:  Suzanne will have a conversation with Karen about making the bin public.
     
    Agile Open Space Guild:  Harold – keeps on going!
     
    OSI Membership:  Harold – Encourage people to become members and ask for an annual amount and go $50. recommended with a $15. minimum.
     
    Board Membership:  Kevin – have elections reflect the dynamic of the community; Harold – board membership rules vs. Anne Stadler’s “committed conveners”
     
    Action:  Invite Anne Stadler and others to share wisdom and check out Anne Stadler video on the OSI website.
     
    OSI and Institutes Around the World:  Suzanne – introspection for OSI on Artur’s comments at VOSonOS; need to be cautious with tax status; want to be inclusive.
     
    Action:  Have a good discussion on institutes around the world.
     
    Clear vision and mission:  Tricia – we’re not just supporting a board; we are serving a vision and mission; Harold – complicated and a lot of the community views us in this model of board hierarchy – do we need to rename ourselves?  Initially, there was a lot of community input to form the institute, and we need to return to this to avoid the impression of hierarchy while keeping to the rules and commitment; Tricia – make the bin public, and let people self-select if they want to come to a meeting – an ongoing market place; Harold – start with making Trello public; Suzanne – it should be reviewed before going public; Kevin – just do it.
     
    Action:  Suzanne will review it.
     
    Support at the Agile Conference:  Tricia – will ask Joe to make an OSI resusable banner; Suzanne – we will pay Joe.
     
    Next Meeting:  Scheduled for Monday, August 17, 2015 at 5:30 p.m. EDT.
  • Meeting Date: 19 Apr 2015

    Note Taker: Linda Stevenson

    Bin Gardner: Suzanne Daigle

    Present:

    Suzanne Daigle, Karen Davis, Daniel Mezick, Kevin O’Brien, Harold Shinsato, Linda Stevenson

    1.) Concerns were raised around the Board’s monthly online meetings’ structure and efficiency.  Possibilities to     address these issues included:

    ·       Dragging things out of Trello to pre-set an agenda three or four days before the meeting by a meeting volunteer convener, and the agenda could be refined at the beginning of each meeting

    ·       Learning the McCarthy style check-in

    ·       Naming/owning all items in the Trello bin

    ·       Distinguishing between operations and policy making

    ·       Using a grab and go email policy like Agile Boston

    ·       Making the best use of online tools for online meetings

    ·       Deciding the notetaker ahead of time (but for facilitator role?)

    ·       Using a spreadsheet like the OS Hotline

    ·       Keeping to 90 minutes with a mid-way break

    ·       Letting our mission “to hold space for Open Space” be our guide

    ·       Keeping our commitments

    ·       All activating whatever we are passionate about

    ·       Do we need both a convener and a facilitator?

    ·       Is the group being the authority a problem?

    2)     The Trello bin was cleaned up

    3)     Add a “Bell of Awesomeness” to the onboarding process and use it judiciously

    4)     Goal setting could be replaced with direction setting

    5)     Hold a conversation on structure serving the goals and emergence

    6)     IRS tax filings 990 and Washington State Annual Report are done

    7)     Online Agile coaching for OST folks is going well with 6 people on the last call, good questions, emergent lessons, and a fabulous teacher

    8)     The 501c3 policy and criteria writing will focus on WOSonOS and the January OS

    9)     We can experiment with sociocracy (background of holocracy) which is Scrum’s big brother and start by checking out Wikipedia and lerning more

    10)  Harold will form a subgroup to investigate sociocracy including Joh Buck’s work on collaborative governance (www.sociocracy.info) and make a recommendation for us to consider with Daniel as a point person

    11)  Keep in mind that “less is more” and our simplicity has led to some amazing meetings and emergence from a very deep place of being

    12)  Check out the McCarthy boot camp

    13)  More dialogue can happen in a safe space on the issues around the appropriate amount of structure

    14)  Harold is starting a video project on an unfolding Open Space Manifesto

    15)  Harold is  beginning Open Space training conversations

Pages

Theme by Danetsoft and Danang Probo Sayekti inspired by Maksimer