NSCC P- Patch Project
Meeting Minutes
Presented by GROUP THREE: Cris, Sean, Jenny, Fred
Meeting Logistics
Meeting Purpose:
Date and Time:
Location:
Attendees:
Attachments:
5:55-6:00pm
Time
Topic Discussion
Establish Roles and Responsibilities
Tuesday 24, 2012
Roy’s Cafe
Jenny, Fred, Cris, Sean (stuck in a bus)
None
Format of Meeting Minutes
Topic
Cris
Presenter
Action/Decision
6:00-6:15
Orientation and Introductions
All
Sean stuck on a bus and will not be able to make it.
Due Thursday, assigned to ALL.
-Complete PM Roles and
-Hold off on finalizing any decisions and assignments.
Responsibilities with contact and
-Tentative meeting minute Format
availability
-Cris will take notes for this meeting, Jenny willing to serve as second
-Complete Questions, Profiles and
for meeting minutes.
Preferences
6:15-6:20
Meeting Goals
-Focus on addressing Group 1 directives and building tentative
timeline and framework.
-Discussion on Approach to Unknown Project details
-Concerns with limited detail known about project, high priority to
make contact with the Client and attend Wed. NSCC Open
Participation meeting.
6:15-6:20
Roles and Responsibilities
-Assign tentative PM Roles.
General feeling that we do not know enough about project to be
specific about assignments.
-All members are asked to review, revisit after meeting with client
and better understanding of project details.
-Fred and expect Sean to both be interested in being Team Leaders.
Cris and Jenny willing to be team members.
6:20-6:30
Communication Plan
Communication Plan
Update Meeting minutes with phone contact and availability. Discussion on Calendar and meeting planning
-risk/constraint: Jenny’s unpredictable schedule with one week
horizon. Her work is dependent on her availability. She is
All
Fred and maybe Sean will attend
Wed NSCC P-Patch meeting
All
Assigned to ALL, due SAT
-Review PM Roles and
Responsibilities
-Complete Questions, Profiles and
Preferences
All
Due Sat, assigned to ALL.
Update contact and availability
and add a picture to your
information
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NSCC P- Patch Project
Meeting Minutes
Presented by GROUP THREE: Cris, Sean, Jenny, Fred
committed to meeting deadlines and working through electronic
communications.
6:30-6:40
G1 Questions: Develop Group Charter
All
Use Group one assignment to answer team questions and basis to -Sean needs first look at answers
and opportunity to contribute.
develop Team Charter.
Follow up by individual review of “Team Ground Rules” to assure all -Assigned to all: review team
ground rules and add to Team
aspects of the team have been addressed.
Charter.
See Questions in Next Section!
-Review question answers
TBD: Who will be assigned to develop Group (team) Charter
document?
6:40-6:45
Next Steps
All
-Cris emailed Client, will investigate why email has not been received Jenny will post Client questions on
google docs.
and communicate with team.
-Jenny will take the lead on setting up a meeting and setting up a
meeting time and collecting Client questions using google docs
Next Meeting:
TBD weekly, goal for online only
Notes Taken By:
Cris Pinzon
Table 1. Group Meetings, Rules and Decisions
Questions
Responses/Decision
Who is the designated team leader?
Sean, and Fred all willing to function as team leaders, Jenny
& Cris glad to be team member. To be discussed at next
meeting for final decision due to Sean’s absence.
How many group members need to be
¾ team members, unless otherwise agreed upon.
present for a meeting?
How will you make decisions?
For submitted documents should be negotiated,
compromised, and reviewed. Goal is for consensus, if unable
to reach consensus by established deadlines, then go with
majority vote.
How will you deal with deadlines and non- 48 hours of being MIA before we take action and contact the
performance
instructor, members are expected to communicate and
anticipate if they can or cannot complete activities/tasks. In
the event, a task cannot be completed by the individual
assigned. With enough notice, all other team members will
pull together to help meet the goal. The member who was
unable to complete the work, will have a future opportunity
to contribute so everyone’s participation is balanced.
If a deadline will be missed-the individual assigned MUST
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NSCC P- Patch Project
Meeting Minutes
Presented by GROUP THREE: Cris, Sean, Jenny, Fred
communicate and negotiate with the Instructor.
What process and commitments will you Phone contacts and emails will be shared.
set up around communication with
Request to plan out calendar for the quarter and
other’s.
communicate weekly availability.
Phone or face to face conference options.
RISK: Jenny’s schedule and opportunities for work change
weekly. Willing to make every effort to do ONLINE work and
meet deadlines.
Goal: one meeting time on the weekend, either am or pm.
One meeting time during the week, between 6:00-7:00, best
weeknight availability for Jenny is Tuesday
When a document is submitted to the
Yes, peer review and goal of consensus is expected.
lead editor, will it be also sent to everyone -Request to Centralize all documents, calendars and email
else at the same time?
communication to one location. Is Angel the right place? Is
google docs the right place? Is basecamp the right place?
Will the leader contact everyone the day Would be nice
before a meeting to make sure time and
place is certain?
If a member must miss a meeting, what Notify by email and submit work to “shared document
must that person do to alert others and space”
turn in work?
How many times should everyone check Once, nightly or within 24 hours
his or her email a day while this project is
underway?
If one member disputes the work or
Share concerns with the group, ask the team leader to
direction of any other member, what
facilitate to reach consensus.
should the complaining member do?
How many hours do we wait before
48 hours, for regular operations. 24 hours or less depending
reporting a member AWOL to the
on the sensitivity of deadlines.
professor?
If no response on a decision, then loose vote after 48hrs.
When will you meet next?
tentatively
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NSCC P- Patch Project
Meeting Minutes
Presented by GROUP THREE: Cris, Sean, Jenny, Fred
Table 2. Roles and Responsibilities for Business 229 (P-Patch Roles TBD)
Photo
Team Role, Name & Email
Available Times
CLIENT PHOTO w/ TBD, Phone
TBD
permission
BUDGET
INSTRUCTOR Bill Holt, Phone
Online Office Hours, by
PHOTO w/
wholt@seattlecolleges.edu or wholt@sccd.ctc.edu
email and phone apmnt.
permission
Role: NSCC BUS229 PM Instructor
Goal: 1) To provide feedback, edit and review Team
Three’s work and evaluate client’s satisfaction post project
completion. 2) To facilitate client with access to student
resources and evaluate student’s work.
TEAM MEMBER Fred Ward, 206-860-3988
Wknd, M,F
PHOTO
email@nscc.edu
Not Ideal: Tu,W, Th
Role: Team Member, PM: Activities Timeline & Budget
Goal: 1) To meet with client on site, present Group One’s Work: M-F 7am-7pm
drafts and explore client’s “other ideas” 2) To
communicate with group and perform assigned work on
the project deliverables
TEAM MEMBER Cris Pinzon, 206-240-2092
Wknd, M,F
PHOTO
crispinzon1@gmail.com
Not Ideal: Tu,W, Th
Role: Team Member, PM:Scope of Work & WBS
w/ notice:
Goal: 1) To meet with client on site, present Group One’s Wknt window 5:30drafts and explore client’s “other ideas” 2) To
7:00pm
communicate with group and perform assigned work on Usual work:
the project deliverables
M-F 7am-7pm
TEAM MEMBER Sean TBD
PHOTO
email@nscc.edu
Role: Team Leader??, PM: Roles & Responsibility Matrix,
Team Meeting Minutes
Goal: 1) To meet with client on site, present Group One’s
drafts and explore client’s “other ideas” 2) To
communicate with group and perform assigned work on
the project deliverables
TEAM MEMBER Jenny Schmidt, 253-224-4275
PHOTO
email@nscc.edu
Role: Team Member, PM: Risk Assessment
Goal: 1) To meet with client on site, present Group One’s
drafts and explore client’s “other ideas” 2) To
communicate with group and perform assigned work on
the project deliverables
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NSCC P- Patch Project
Meeting Minutes
Presented by GROUP THREE: Cris, Sean, Jenny, Fred
Table 3. INTRODUCTION & PROFILE
CRIS PINZON
1. a few skills/areas: I am good at coordination, planning, faciliation. My career has been in
research and quality assurance, so I am comfortable writing manuals and incorporating screen
captures. Have not yet used video extensively-I am not a MAC user, but have managed MAC
libraries a while back. I have some skill with most MS products incl. ppt, doc, xls and visio.
2. . I am an avid Gardener and have some excellent master gardener contacts, my husband is a DYI
guy and we have lots of landscaping project books at home.
3. where we would like to participate: I would to lead, democratically, but also have alot on my
plate, so if anyone else has a strong interest, I am also glad to be a team player. My comfort
zone is with the MS products I know. I would have a steep learning curve to build
videos/interactive web programs without some support. I could learn and I would be glad to
contribute content.
4. what do you bring to the table for this assignment/what don't you bring: I am good at
timelines, communication/networking, and can set up group conference calls via my phone. My
experience writing manuals maybe helpful if that is the media format we chose. I am online
frequently. I have no experience with video media
5. limitations and time constraints (when are you times/days to get work done) : I work 10-12 MF, play soccer Tu,W, Th nights. My times to dedicate to school are Fri night, Sat, Sun and a little
on Mondays. I check my email every night, and try to every morning. it also comes to my
blackberry. If we want to conference call, I have mastered that on my phone as well and could
support 4-5 callers. I live in White Center, but am willing and glad to meet for F2F meetings
when they are productive and agenda driven.
SEAN
1. a few skills/areas: Good at communication facilitation and distribution of material and timeline
monitoring and management. Document tracking and media management. Document
construction. Proactive and inclusive.
2. where we would like to participate: Team organization and communication. Document
construction and MS Project Management DM (data management)
3. what do you bring to the table for this assignment/what don't you bring: Participation.
Commitment. / time to waste.
4. limitations and time constraints (when are you times/days to get work done) : Availability Tues
–Friday after 5:30 p.m. – 10:30 p.m. Saturday and Sunday variable.
JENNY
1. a few skills/areas:
2. where we would like to participate: interview client because her schedule works well with
weekday availability. Open to others in attendance, willing to take notes, good proof reader and
content, maybe not so much formatting
3. what do you bring to the table for this assignment/what don't you bring
4. limitations and time constraints (when are you times/days to get work done) : Schedule is
unpredictable, and opposite most other team members. Work dependent on availability,
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NSCC P- Patch Project
Meeting Minutes
Presented by GROUP THREE: Cris, Sean, Jenny, Fred
request to optimize use of online/communication exchange instead of live phone or F2F
meetings.
FRED
a few skills/areas: Meeting coordination/facilitation/agenda preparation, Working
collaboratively/inclusively, Research, Organization, Big Picture thinking. Good at staying on
task and focused on objectives.
2. where we would like to participate: Research, document preparation
3. what do you bring to the table for this assignment/what don't you bring: I bring an ability
to assess the big picture and help determine the scope of the project. I also bring
experience with city government operations to the extent this community college project
interfaces with the city P-Patch program. I don’t bring an in-depth knowledge of P-Patches
or gardening.
4. limitations and time constraints (when are you times/days to get work done) : Mostly
nights and weekends. Usually not available during the day or on Monday nights
1.
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NSCC P- Patch Project
Meeting Minutes
Presented by GROUP THREE: Cris, Sean, Jenny, Fred
Table 4. Activity Timeline, Assignments, Due dates and Status
Date & Time
Activity or Task
Owner
Initial Group Assignment
Bill Holt
Project Selection and Voting
All Group
Voting Summary & Project
Sean
Request Submission
4/23 Monday
Project Assigned
Bill Holt
4/24 Tuesday
First Group Meeting
All
4/24 Tuesday
Client Prep
All
Client Questions
Jenny
Research Project
Fred and Sean
Contact Client
Cris and Jenny
4/24 Tues
Initiate contact with the client
Cris
4/25 Wed
Attend P-Patch open NSCC
Fred & Sean
meeting
TBD
Meet with Client to develop
Jenny and?
project and discover
expectations, stakeholders, time,
scope, resources, audience
TBD
Work Breakdown Structure (WBS) TBD
Posted deadline is
Prep for Client Interview, time & Each to submit
4/27, flexible
Date TBD
questions to pose to
client to jenny by
Thursday
Due
Submitted
4/20
4/23
4/24
TBD
Status
Completed
Completed
Completed
Completed
Completed
4/25
Jenny to interview
Tentative Next
Meeting
Decide on Purpose and need for
meeting by email communication
Cris: prefer am or pm either Sat
or Sun.
Fred: Sunday evening
Jenny: before 3pm on Sat.
Sean: currently posted is 1-12pm
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