Thomas Arthur
The Whidbey Institute Integration Circle
General
Site Evolution
Program Development
Hosting & Logistics
Business Operations
Purpose:
To integrate perspectives in service to being a Place for those called by the responsibility and transformative potential of these times
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People Context Rep
Purpose:
People Context in symbiotic relationship with the organizational contextAccountabilities:
- Integrating the perspectives of People Context
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Domains:
- Social Agreement
Accountabilities:
- Integrating tensions of Integration Circle members and updating the Social Agreement as needed
- Interpreting terms, conditions and requirements of the Social Agreement as needed
Purpose:
To operationalize the work of being a Place for those called by the responsibility and transformative potential of these times.
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Accountabilities:
- Adding and subtracting art in interior spaces
- Adding, subtracting, and siting art on the land
- Deciding on the acceptance or rejection of offered material gifts, in accordance with Material Gifts Policy when appropriate.
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Domains:
- Calendar of events and site activities
Accountabilities:
- Scheduling groups on our calendar
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Accountabilities:
- Attending relevant community meetings
- Reporting on developments happening in community collaborations
- Representing Whidbey Institute in community collaborations
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Accountabilities:
- Photographing people, site, and events
- Recording and editing audio and video for special events
- Sharing photos and/or videos as appropriate
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Place
Purpose:
To maintain and improve all aspects of the land and human built structures to create a safe, educational and inspiring environment for transformative learning.Accountabilities:
- Ensuring physical maintenance of Ropes Course
- Maintaining the trail system
- Working to improve the health of the forest
- Maintaining all facilities
- Maintaining the roads
- Providing information and education for visitors and participants about the ecology and natural history of this land including the forest, wetlands and gardens
- Maintaining the Heartland campus including landscape and gardens
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Accountabilities:
- Proofreading newsletters
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Rep Link
from Site EvolutionPurpose:
Within the Super-Circle, the Rep Link holds the Purpose of the Sub-Circle; within the Sub-Circle, the Rep Link’s Purpose is: Tensions relevant to process in the Super-Circle channeled out and resolved.Accountabilities:
- Providing visibility to the Super-Circle into the health of the Sub-Circle, including reporting on any metrics or checklist items assigned to the whole Sub-Circle
- Removing constraints within the broader Organization that limit the Sub-Circle
- Seeking to understand Tensions conveyed by Sub-Circle Circle Members, and discerning those appropriate to process in the Super-Circle
Purpose:
To maintain and improve all aspects of the land and human built structures to create a safe, educational and inspiring environment for transformative learning.
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Accountabilities:
- Maintaining Annual Maintenance Schedule
- Coordinating with Facilities Steward to complete work
- Hiring and Scheduling contracts as needed
- Maintaining current list of maintenance projects
- Liaising with Waldorf admin around road maintenance at entrance
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Lead Link
Purpose:
To maintain and improve all aspects of the land and human built structures to create a safe, educational and inspiring environment for transformative learning.Domains:
- Role assignments within the Circle
Accountabilities:
- Assigning Partners to the Circle’s Roles; monitoring the fit; offering feedback to enhance fit; and re-assigning Roles to other Partners when useful for enhancing fit
- Allocating the Circle’s resources across its various Projects and/or Roles
- Establishing priorities and Strategies for the Circle
- Defining metrics for the circle
- Structuring the Governance of the Circle to enact its Purpose and Accountabilities
- Removing constraints within the Circle to the Super-Circle enacting its Purpose and Accountabilities
Purpose:
Unspecified
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Accountabilities:
- Facilitating the Circle’s constitutionally-required meetings
- Auditing the meetings and records of Sub-Circles as needed, and declaring a Process Breakdown upon discovering a pattern of behavior that conflicts with the rules of the Constitution
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Land Perspective
Purpose:
Bringing the perspective of the land, nature, and other-than-human communities to the work of the @Site Evolution circleAccountabilities:
- There are no accountabilities defined for this role.
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Accountabilities:
- Coordinating with onsite contractors for timing, accessibility, and directional guidance for Heartland activities
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Rep Link
to GeneralPurpose:
Within the Super-Circle, the Rep Link holds the Purpose of the Sub-Circle; within the Sub-Circle, the Rep Link’s Purpose is: Tensions relevant to process in the Super-Circle channeled out and resolved.Accountabilities:
- Providing visibility to the Super-Circle into the health of the Sub-Circle, including reporting on any metrics or checklist items assigned to the whole Sub-Circle
- Removing constraints within the broader Organization that limit the Sub-Circle
- Seeking to understand Tensions conveyed by Sub-Circle Circle Members, and discerning those appropriate to process in the Super-Circle
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Accountabilities:
- Making recommendations for structure siting and placement
Purpose:
Sensing, sourcing, and developing purpose-aligned programs
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Program Partnerships
Purpose:
Developing relationships with program leaders aligned with our missionAccountabilities:
- Learning on the leading edge of this circle's purpose
- Identifying and inviting program leaders to bring their mission aligned work to the Whidbey Institute
- Fostering relationships between Program Leaders
- Convening Program Leaders
Purpose:
Creating a hospitable, nourishing, safe, and easy flowing experience for program leaders, participants and visitors
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COVID Testing & Vaccination Verification
Purpose:
Participants and Program Leaders supported with rapid on-site COVID testing, COVID vaccination verification, and/or COVID testing documentation.Accountabilities:
- Supporting program leaders and their participants to complete a rapid COVID test on arrival
- Checking vaccination record for those vaccinated, or negative COVID test documentation
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Accountabilities:
- Providing learning opportunities for staff emergency response and first aid
- Developing and updating Emergency Response Plan
- Securing necessary (non-food) supplies for emergency response
- Training all staff on Emergency Response Plan
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Accountabilities:
- Setting up spaces for programs
- Creating and posting welcome and arrival information
- Welcoming and guiding arriving participants
- Orienting groups to Whidbey Institute history, logistics, and culture
- Opening and closing Thomas Berry Hall each day
- Responding to program leader and participant requests and needs
- Breaking down spaces after programs
- Shuttling participants as needed
- Coordinating logistic set-up call with client
- Clarifying complete logistical setup for upcoming events with client
- Distributing all information regarding logistical setup to concerned roles
- Updating internal calendar and Smartsheet as needed
- Coordinating meal service details (dietary needs, final meal counts, meal times) with @Meals Provider
- Coordinating housing details including arrival and departure changes and room relocations with @Cleaning
- Coordinating parking and event needs with WIWS when necessary
- Procuring, printing, and posting room assignment sheets
- Updating and displaying sandwich boards as needed
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Accountabilities:
- Facilitating the Circle’s constitutionally-required meetings
- Auditing the meetings and records of Sub-Circles as needed, and declaring a Process Breakdown upon discovering a pattern of behavior that conflicts with the rules of the Constitution
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Housekeeping Schedule
for Team Coordination - Temporary SupportPurpose:
Housekeeping schedule synchronizes with main calendar and meets needs of Members and onsite groupsAccountabilities:
- Creating housekeeping shifts on internal calendar
- Communicating with Circle members to determine how shifts will be filled
- Eliminating gaps in needed housekeeping coverage
- Bringing attention to unnecessary overlaps in housekeeping coverage
- Ensuring turns, quick turns, and deep cleans are attended to at the appropriate times
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Accountabilities:
- Training volunteers as parking attendants and shuttle support for big events
- Monitoring and policing parking
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Registrar
for Restoration & Renewal welcome & room assignmentsPurpose:
Successfully hosting registration for applicable programsAccountabilities:
- Providing registration reports to program leaders
- Stewarding registrant experiences
- Sending welcome emails to registrants
- Assigning lodging
- Recording offline registration payments
- Handling overdue payment for registrations
- Alerting @Bookkeeper and @Database Adminstrator roles when registration is complete and ready for financial close
- Alerting @Nametags when nametag printing and stuffing will be needed, with adequate lead time
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Accountabilities:
- Responding to clients' urgent questions when they are onsite
- Maintaining procedures for substitute resident caretakers
- Training substitute resident caretaker
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Accountabilities:
- Taking recycling to the recycling center
- Organizing recycling/trash
Purpose:
Caring for necessary operational infrastructure and practices
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Accountabilities:
- Picking up mail
- Taking deposits to bank
- Taking outgoing mail to post office
- Checking donation boxes