2026-03-28 t/suki organizing meeting

Meta
2

The following initial circle formation has been approved:

Minutes

The meeting took place 2026-03-28T17:10:00Z→2026-03-28T17:45:00Z at #meta:tsuki.games. This is the last organizing meeting, which finishes the process of transitioning t/suki to sociocracy.

Due to the nature of the meeting, these notes cover what people discussed in both voice and text communication. Quotes include what people said or posted, with some deliberate editing to remove typos and filler words like “um” or “like”.

Attendance

@exodrifter notified attendees that this meeting was being recorded for the purposes of making public minutes of the meeting and that this recording would be destroyed after the minutes were made.

In attendance:

Agenda:

  • Agree on the initial set of circles
  • Agree on the membership in the initial set of circles
  • Discussion about next steps

Initial Circles

@exodrifter proposes that we start with the following circles:

  • Admin: finances, membership, vision/mission, resolving domain conflicts, and anything else not in the domain of another circle
  • Tech: managing technical needs for t/suki, such as administering services (like Discourse, Matrix, and Forgejo)
  • Community: managing social needs for t/suki such as deciding how the services should be used, community policies, running events

@exodrifter reminds the attendees that any circle may decide to form subcircles as they see fit.

Round:

  • @lunarequest no objections
  • @PGComai no objections
  • @rohajin no objections
    • @rohajin: […] for starting out having this few is probably ideal.
  • @maidmage no objections
    • @maidmage asks whose responsibility it would be to manage documentation efforts, if that would fall under the community circle
    • @exodrifter says that it may fall under the community circle, but that it is up to the community circle to decide. The community circle could run documentation directly, or we could use something like Noisebridge’s guilds where some other kind of organizational structure could manage it.
  • @generalred no objections
  • @ctrl_o no objections
    • @ctrl_o would like to see some way for circles to communicate with each other.
    • @exodrifter says that in sociocracy, you usually have one person from the circle and one from the subcircle who are in both circles, who relay information and coordination efforts between the circles.
  • @tomaterr no objections
    • @tomaterr points out that according to last week’s initial membership draft, we only have one person (@exodrifter) in both tech and admin.
  • @prod no objections
    • @prod asks who would be in charge of advertisement and outreach, would it be community or admin
    • @tomaterr says that community outreach would be under community, @exodrifter concurs
    • @prod asks if it’s for both internal and external facing.
    • @exodrifter says yes
    • @tomaterr: I’m probably going to try to spin that out to another subcircle, pretty quickly […] the Community circle is pretty overloaded as it is […] we have a lot of stuff in there
    • @prod: yeayeayeayeayea
    • @tomaterr: yeayeayeayeayea
    • @exodrifter asks @tomaterr if some of these subcircles should report directly to admin or to community, @tomaterr says that having these circles reporting to community would allow for community-related efforts to be more closely coordinated.
    • @ctrl_o: also reporting to the circle with the most members seems like a good idea […] to improve information flow.
    • @ctrl_o mentions a paper about how bad information flow can cause splits in groups, and good information flow is necessary for stable communities. https://saveriogiallorenzo.com/teaching/na/slides/L01.1.pdf

Initial circle memberships

@exodrifter opens the floor for everyone to update their desired circle membership. After this update, it is noticed that there is only one person shared between the admin and tech circles. To remedy this, @lunarequest is added to admin.

  • @exodrifter: I feel like I need to explain that when I’m talking about links in Sociocratic organizations, the way it’s viewed is that there’s one person from one circle who’s visiting and there’s one person from that circle visiting the other. […] We can imagine that Lunarequest is an envoy from the tech circle and I’m an envoy from the Admin circle, but then we have our own roles in our corresponding circles; Luna doesn’t necessarily have to fulfill a role in the admin circle, other than just being an envoy.
  • @maidmage: So like each person has a “main” circle in that way?
  • @exodrifter: The way it works is that inside every single circle you will have some responsibility. You can be in multiple circles actually. […] Sociocracy is very much a many hats situation.

The circles now look like this:

@exodrifter says it’s a bit awkward to confirm whether or not people are happy with the other people they want to work in

  • @tomaterr: Do you want to do silent ballot? […] Like, everyone DM’s you if they are okay with it or not?
  • @exodrifter: That might be better, I feel like there might be some social-- it would be weird for everyone to say that out loud, maybe, perhaps, but then the problem is that if you silent ballot me about an objection you have, how am I supposed to act on that objection without basically telling everyone you’re not okay with this one person in a circle?
  • @tomaterr: Yeah, there’s no way to avoid the Survivor element of this. But, consent is a thing you do because you want to have consent. So, it being awkward is fine.

In the subsequent round to confirm consent to the initial membership, there are no objections.

Next steps

@exodrifter: So that everyone is on the same page, the next steps for everyone are to get together in a circle, decide who the facilitator is, decide who the envoys are to report to the circles they are connected to – and then it’s up to the circles to do whatever they want within the domains they preside over.

@exodrifter opens the floor for questions:

  • @tomaterr: do you have documents for those roles?
    • @exodrifter can provide links to the Sociocracy For All documentation, but there’s also information in the Sociocratic book linked in past meeting and she can provide written documentation on the roles on the forum later as well.
    • @exodrifter: The general idea is that the facilitator is someone like me who is driving the meeting and calling for rounds. The envoys would be responsible for promoting information flow between circles.
    • @exodrifter: I’m not very practiced in Sociocracy – I don’t think any of us are, really. This will be a learning exercise for a lot of us. If we ever run into problems where we don’t understand what’s going on with Sociocracy or how to solve certain problems, we do have someone who is available that has experience with Sociocracy, and that person is @illuminesce. Please feel free to ask them questions, and when they have time they may be able to help you out.
    • @tomaterr links the Sociocratic selection process
    • @exodrifter points out that one important aspect of the selection process is that you have to set a term limit upfront.
  • @ctrl_o: So basically, after this we will delegate in matrix rooms with their own voice channels and coordinate when to meet.
    • @exodrifter says that circles can meet wherever and however they want, but agrees that Matrix will probably be the easiest choice.
  • @tomaterr asks what part of a circle’s conduct is public, is it just the minutes?
    • @exodrifter agrees on public minutes and thinks it’s important for circles to have their own private spaces to work things out in.

Retrospective

@exodrifter calls for a retrospective round and says that since feedback is important to Sociocracy, it is generally recommended to do one at the end of meetings.

Round:

  • @lunarequest thinks everything went pretty well
  • @PGComai thinks the meeting went well
  • @rohajin thinks the meeting went well and is excited
  • @generalred thinks we’re getting used to the process well
  • @maidmage is eager to start doing stuff
  • @ctrl_o is excited
  • @tomaterr says good job talking this time
  • @prod thinks meeting went well, excited to start talking about tangible projects

The meeting is adjourned.

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t/suki organizing minutes