Sure, I’ll take over these tasks during your break.
4 Likes
Hello @reef-coordination,
Can you please let us know whether you will be present at this Wednesday’s meeting? TIA!
- Yes, I’ll be there
- I’ll send a team mate
- Our team will be absent this time
0
voters
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Hi Lee,
The event at H&P is scheduled till 21:00, but depending on the actual attendance, if it winds down, I will join the call at the Coordination meeting. Unfortunately no one from team community life was available to attend. For HC Contingency Johannes will be there and can brief on our status should I not be able to attend.
I will keep you posted via Signal.
2 Likes
Hello @reef-coordination and @MariaAM
The draft agenda is ready and in the usual place. Almost all items require a bit of homework, so if still possible I’d be very grateful if you could have a quick look.
See you tomorrow!
@reef-coordination
I’m going ahead and make sure this is taken care of:
I see that the next plenary will probably be 25/08/2026. As I will be on holidays, I won’t be able to make the poll beforehand (unless I do it today or tomorrow).
Can someone else take over this task for just this once?
hi @Sterre
i am back from my break 
so i can take over my tasks again, one of which was organising PM’s
(but do i read a hidden offer that you want to take over this task from me? )
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I thought you were still taking your break Els!!
And yes, I can take this task over indefinitely.
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happy to pass this task on
I updated the file. I will be your backup and I guess @Lee and myself will be helping you for creating the agenda.
I can organise it for the PM of 25/08
3 Likes
Hello @reef-coordination,
Before everybody goes on a summer break, can we please try to fix our next meeting?
Below are a couple of time slots. They are a bit scattered because they need to fit within the broader Reef schedule (and ideally also my break in the first week of September). Can you please fill in your availabilities? TIA!
- 18/08, 19:30-21:30
- 23/08, 19:30-21:30
- 27/08, 19:30-21:30
- None of these dates work for me
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voters
Oki. Let’s say we go for the 23rd, so we can report to the plenary of the 25th?
1 Like
2 posts were merged into an existing topic: Team SoSim: general communication
Edited on 23/08 to add a final bullet point under point 3.
Hello @reef-coordination,
I have prepared the draft agenda for this Sunday’s meeting. The main items would be a quick teams check-in, the selection process for our circle’s leader and a short discussion of the retreat. If you would like to add an urgent topic, please don’t hesitate to add it of course.
Here’s a few notes …
1. Preparing for the meeting
Can you please:
-
Fill in 2-3 bullet points summarizing what’s going on in your team? It’s in the usual place in the agenda document, highlighted in red bold. (@GaultierDWM can you please take over from Sterre for Team Conflict Management?)
-
Look at the points below regarding the selection process and the service announcements?
2. The selection process
-
The circle leader’s responsibilities: the circle leader’s tasks are set out in the document which lists all my previous responsibilities and which we have now distributed: Login – Nextcloud
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Qualifications: before we start the process we will do a short round in the “understand” phase to list the qualifications of the person we want to select. Grateful if you could give that some thought beforehand.
-
Term: as most people’s term is ending by the end of 2026 at the latest, I’m proposing to go for a somewhat shorter term. My proposal would be that we set the term to end in January and that we commit to doing an evaluation in November-December.
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If we would not manage to reach consent: that’s really ok. What matters is to get the dialogue started, and gather as much insights that we can. What I would propose is that we limit the selection process to 45 minutes (so that we can still discuss the retreat), and that if we don’t manage to select a new circle leader, that we prolong my mandate until the next meeting. This gives us all the possibility to go back to our teams and come back to the continued selection process with fresh ideas, while still keeping the Group operational.
3. Some service announcements
Here’s a couple of service announcements that we will not discuss in a lot of depth during the meeting:
-
Involving your team: please remember to add the from-and-to the Coordination Group to the agenda of your teams’ meetings. Debrief them about what was discussed at the previous meeting, and gather your team mates input for anything that you would like to discuss at the next meeting.
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Aims and domains: can you please have a look at the document before the next meeting, in mid-October? Further details in this post: Aims and domains.
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Terms: @Sterre and @Liesbet can you please define the end of your term ASAP? My recommendation would be to stay within the same range as the rest of us, i.e. to not go any later than January 2027.
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Retreat: we will discuss it at this meeting, but just a quick reminder to discuss this also in your teams and to get back to whoever will be taking the lead on this.
-
Appointing a back-up: when you go on a break, would it please be possible to let the group know who will be taking over your responsibilities when you are away? And maybe encourage your team members to do the same?
2 Likes
Just to be sure, we are doing this online right?
Yes. I updated the calendar with the Whereby link.
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I might be able to make it for the meeting, coming home from a trip that evening. I’ll do my best.
@GaultierDWM I already filled in the bullet points for team conflict management.
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Hello @reef-coordination !
Below some polls to fix our next meetings for the remainder of Q3 and Q4
I suggest we stick to the online format and a ~6 weekly rhythm.
Other suggestions are of course welcome.
October
- Fri 2/10 19.30 - 21.30
- Tue 6/10 19.30 - 21.30
- Fri 9/10 19.30 - 21.30
- None of these dates work for me
0
voters
November
- Tue 17/11 19.30- 21.30
- Thu 19/11 19.30 - 21.30
- Su 22/11 19.30 - 21.30
- None of these options work for me
0
voters
December/Januari
I am assuming we won’t meet during the weeks of Christmas or New Year so i moved the options to either before or after the holidays.
- Sun 13/12 19.30 - 21.30
- Thu 17/12 19.30 - 21.30
- Sun 20/12 19.30 - 21.30
- Tue 5/1 19.30 - 21.30
- Thu 7/1 19.30 - 21.30
- Sun 10/1 19.30 - 21.30
- None of these dates work for me
0
voters
Could you fill in the poll at your earliest convenience to see if these dates work and so I can block the slots in the Nextcloud calendar.
Thanks!
1 Like
Hello @reef-coordination
I have set the dates for the next regular meetings in the Nextcloud calendar for:
6 October, 17 November, 17 December.
Depending on the changes in coordinators next month we might still have to make some changes although I am happy to have these dates fixed for now!
Regards
Gaultier
2 Likes
Hello @LuciaM,
Following up to your question about evaluation: there is a short section on this in the so-called Team management resource document. I might also include some slides on this in the facilitation training. If I do I’ll provide the link here.
1 Like
Dear @reef-coordination, also tagging @coral-board
I’m ready to launch the poll for the PM of 5 October, just want to quickly check if there is already an outline for the agenda (and if not, if/when to cancel this one)
I think there will be enough topics (from the Board possibly a few important ones), but it’s not yet possible to say which ones. I would recommend proceeding with the scheduling.
1 Like