Meetings Guidelines |
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Process & Communication Team
Revised 12/18/23
Community Meeting Roles
A fundamental feature of consensus decision making is the sharing of power and responsibility. Therefore, the various roles are rotated amongst all members.
The Facilitator, Keeper of the Heart, and Recorder are selected in advance on a voluntary rotating basis. The other roles may be filled in advance or at the beginning of the meeting.
FACILITATOR
Prepares for and manages the successful execution of the meeting. Does not control the group, but rather assists and guides the group to achieve the Purpose(s) of the meeting. May act as Time Keeper. To be the Facilitator requires the successful completion of Facilitator Training.
KEEPER OF THE HEART
Observes the emotional climate of the meeting keeping an eye open for hidden agendas and unsurfaced conflicts. Helps the group stay on track emotionally. The Keeper of the Heart is generally recognized by holding up an orange card, but they may interrupt a speaker to give input without being recognized by Facilitator.
RECORDER
Keeps the minutes in accordance with the description of responsibilities at end of this agreement and makes sure the minutes get posted in a timely manner. To be the Recorder requires the successful completion of Recorder Training.
TOPIC GUIDE
Presents a topic being considered (as part of their overall responsibility to oversee and guide the progress of a topic all the way through to its resolution).
VIRTUAL PRODUCER
Sets up the audio visual equipment and monitors virtual meeting participation.
TIME KEEPER (optional)
Manages the pace of the meeting so that it stays on time.
SCRIBE (optional)
Records information for public view during the meeting on flip chart, blackboard, etc.
DOOR KEEPER (optional)
Before the meeting, greets people, hands out meeting materials, and communicates any pertinent information. During the meeting, intercepts late comers and updates them before they join the meeting.
Meeting Procedures
Although it is primarily the facilitator’s responsibility to manage the successful execution of the meeting, it is the responsibility of all participants to assist the facilitator in that goal.
Social Gathering
It may often be helpful to schedule a Social Gathering time 15 to 30 minutes before the meeting begins. This time for socializing will help the meeting run smoother because people will feel connected with each other and they will have less need to socialize during the meeting.
Opening the Meeting
• Start on time.
Discussion
Introduction of Agenda items.
Facilitator and Topic Guide introduce the Agenda item. They clearly review the following and allow time for clarifying questions. Clarifying questions are limited to achieving an understanding of what the issue or proposal is about, not venturing into opinions about it.
Colors Cards Use During Discussion
Revised 12/18/23
Community Meeting Roles
A fundamental feature of consensus decision making is the sharing of power and responsibility. Therefore, the various roles are rotated amongst all members.
The Facilitator, Keeper of the Heart, and Recorder are selected in advance on a voluntary rotating basis. The other roles may be filled in advance or at the beginning of the meeting.
FACILITATOR
Prepares for and manages the successful execution of the meeting. Does not control the group, but rather assists and guides the group to achieve the Purpose(s) of the meeting. May act as Time Keeper. To be the Facilitator requires the successful completion of Facilitator Training.
KEEPER OF THE HEART
Observes the emotional climate of the meeting keeping an eye open for hidden agendas and unsurfaced conflicts. Helps the group stay on track emotionally. The Keeper of the Heart is generally recognized by holding up an orange card, but they may interrupt a speaker to give input without being recognized by Facilitator.
RECORDER
Keeps the minutes in accordance with the description of responsibilities at end of this agreement and makes sure the minutes get posted in a timely manner. To be the Recorder requires the successful completion of Recorder Training.
TOPIC GUIDE
Presents a topic being considered (as part of their overall responsibility to oversee and guide the progress of a topic all the way through to its resolution).
VIRTUAL PRODUCER
Sets up the audio visual equipment and monitors virtual meeting participation.
TIME KEEPER (optional)
Manages the pace of the meeting so that it stays on time.
SCRIBE (optional)
Records information for public view during the meeting on flip chart, blackboard, etc.
DOOR KEEPER (optional)
Before the meeting, greets people, hands out meeting materials, and communicates any pertinent information. During the meeting, intercepts late comers and updates them before they join the meeting.
Meeting Procedures
Although it is primarily the facilitator’s responsibility to manage the successful execution of the meeting, it is the responsibility of all participants to assist the facilitator in that goal.
Social Gathering
It may often be helpful to schedule a Social Gathering time 15 to 30 minutes before the meeting begins. This time for socializing will help the meeting run smoother because people will feel connected with each other and they will have less need to socialize during the meeting.
Opening the Meeting
• Start on time.
- Shows respect for everyone present.
- Helps to quickly bring everyone into the present moment.
- Helps people make the transition from being individuals to being members of a group. Can be used to connect individuals to the main purpose of the meeting.
- A candle and chimes are used as part of our ritual.
- Reminds people of our core agreements — why we are doing this together.
- Facilitator reviews and gets agreement on Agenda. Reviews Ground Rules.
Discussion
Introduction of Agenda items.
Facilitator and Topic Guide introduce the Agenda item. They clearly review the following and allow time for clarifying questions. Clarifying questions are limited to achieving an understanding of what the issue or proposal is about, not venturing into opinions about it.
- The Purpose.
- The topic to be discussed.
- Why the issue is important and/or urgent.
- What has to be decided and any Proposals.
- Background information including a summary of previous discussions or decisions about the Agenda item.
Colors Cards Use During Discussion
See also the Constructive Discussion Practices for Community and Team Meetings in the Communication Skills Guidelines.
Making the Decision
Grab elements of agreement as they emerge in discussion and formulate them into specific proposals. Ideally proposals are drafted outside of the meeting by a team based on Proposal Criteria decided previously upon by the whole group (What should the proposal accomplish, budget, other restrictions?). Avoid large group wordsmithing of proposals.
Trial test proposals by taking straw polls using the Color Cards.
Colors Cards Use During Straw Polls
Making the Decision
Grab elements of agreement as they emerge in discussion and formulate them into specific proposals. Ideally proposals are drafted outside of the meeting by a team based on Proposal Criteria decided previously upon by the whole group (What should the proposal accomplish, budget, other restrictions?). Avoid large group wordsmithing of proposals.
Trial test proposals by taking straw polls using the Color Cards.
Colors Cards Use During Straw Polls
Major concerns are listed on flip chart indicating who has concerns and what the concerns are. These results of the straw poll direct the rest of the discussion.
Each major concern is discussed until the person(s) holding the concern feels that the concern has been satisfactorily addressed. Be open to modifying the proposal, keeping in mind that proposals in consensus decision making are fluid and mutable. They are works in process which we sculpt to serve our needs. Proposals may not be modified and consensed at the same meeting, however, because of the need to allow for Absentee Voting.
If issue is extremely contentious, consider putting off a decision until a future meeting to allow participants more processing time.
After all of the concerns have been heard and addressed, facilitator calls the final vote. Consensus is achieved when no red cards are used.
Colors Cards Use During Voting
Each major concern is discussed until the person(s) holding the concern feels that the concern has been satisfactorily addressed. Be open to modifying the proposal, keeping in mind that proposals in consensus decision making are fluid and mutable. They are works in process which we sculpt to serve our needs. Proposals may not be modified and consensed at the same meeting, however, because of the need to allow for Absentee Voting.
If issue is extremely contentious, consider putting off a decision until a future meeting to allow participants more processing time.
After all of the concerns have been heard and addressed, facilitator calls the final vote. Consensus is achieved when no red cards are used.
Colors Cards Use During Voting
When You Need to Stand in the Way of a Decision
Once a decision is reached:
If Consensus Cannot Be Reached
Group makes 2 more attempts to achieve consensus using the following guidelines:
The 4 person team plus the dissenter meet later outside of the Community Meeting or the Community Meeting adjourns briefly to allow for the team to meet. The team uses the guidelines above to try to achieve consensus with the dissenter. If the proposal is modified by the team, the whole group must again vote on it unless the team has specifically been empowered to make modifications.
The team reports its results to the Community Meeting.
Closing the Meeting
• End on time, or agree to extend.
• Review Agenda, Purpose(s), and outcome.
• Recap decisions made and tasks assigned.
• Critique the meeting.
After the Meeting
Recording Minutes
RECORDER’S RESPONSIBILITIES
MEMBERS' RESPONSIBILITIES
TIME KEEPER’S RESPONSIBILITIES
- This is a very serious option to consider, but sometimes the best thing to do.
- To be done when you believe that the decision would be seriously wrong for the group, not because you personally disagree with it.
- You should assess why you feel the need to Stand in the Way and determine that you’re doing it for the right reasons.
- Your decision to Stand in the Way must be consistent with our principles and previous decisions found in our Agreements. It is your responsibility to demonstrate this to the group.
- You must try to clearly explain your understandings and opinions to the group.
- It is the group’s responsibility to work to help you find clarity and to seek understanding of your concerns and opinions.
Once a decision is reached:
- Clarify how the decision is to be carried out – by whom, when, etc.
- Recorder restates the decision and makes a note of who Stood Aside.
- Celebrate.
If Consensus Cannot Be Reached
- Group may decide to postpone or abandon the decision.
- Reconsider whether an alternative method of decision making would be more appropriate. An alternative method should not be employed simply because consensus cannot be reached, but should be used only when it is truly more appropriate.
- In the case of an Absentee dissenter, a Clearness Team is formed immediately and an attempt is made to resolve the concern prior to the Community Meeting. If the Absentee dissenter changes their mind and decides to affirm the proposal, the deciding vote can go on as scheduled at the meeting.
- Group may continue to pursue consensus.
Group makes 2 more attempts to achieve consensus using the following guidelines:
- Decision to Stand in the Way must be taken very seriously by all members.
- Dissenter clearly states their concerns and the group actively listens and works to support the dissenter. The purpose is to hear and understand, not to win over or coerce.
- Dissenter and the rest of the group must work together to modify the decision and/or to help the dissenter come to terms with their concerns.
The 4 person team plus the dissenter meet later outside of the Community Meeting or the Community Meeting adjourns briefly to allow for the team to meet. The team uses the guidelines above to try to achieve consensus with the dissenter. If the proposal is modified by the team, the whole group must again vote on it unless the team has specifically been empowered to make modifications.
The team reports its results to the Community Meeting.
- After a difficult decision process, a healing process is often helpful to reinforce unity in the group. This can be as simple as a song or a talking session in which anyone can express anything they wish and we honor one another with heartful listening.
Closing the Meeting
• End on time, or agree to extend.
• Review Agenda, Purpose(s), and outcome.
• Recap decisions made and tasks assigned.
• Critique the meeting.
- What went well? What could be improved?
- What to do more of, less of, or the same next time?
After the Meeting
- Clean up.
- Minutes are posted, revised, and recorded.
- Facilitator and Process & Communication team members are available to meet with observers to answer questions.
Recording Minutes
RECORDER’S RESPONSIBILITIES
- Review copies of old minutes to familiarize yourself with standard format and contents.
- Record the names of those present and who filled the roles of Facilitator, Keeper of the Heart, and Recorder.
- Record concerns raised in straw polls, who had the concerns, and how the concerns were resolved.
- Record decisions made. Read wording of decision to members to be sure of correct understanding. Record anyone that Stands Aside. Label as “DECISION” and underline for emphasis.
- Record any issue that’s to be considered for possible inclusion in a future meeting agenda. Label as “PARKING LOT”.
- Record who took responsibility to do what by when. Label as “ACTION ITEM”.
- Record what is to happen next (after the meeting) on an issue. Label as “NEXT STEPS”.
- Within 3 days of the meeting, post a copy of the minutes on the Chat (accessible, known). Indicate that minutes are a draft and state the deadline for member corrections (3 days).
- Incorporate any corrections into minutes. Repost to Cyber Chat. Indicate that minutes are a 1st revision and state the deadline for member corrections (3 days). Corrections on any revisions can only pertain to corrections made within the current revision.
- Continue posting revisions to the Chat until a version of the revised minutes receives no corrections within 3 days. That indicates that the revised minutes are acceptable.
MEMBERS' RESPONSIBILITIES
- Review minutes and respond to the Chat with any corrections within 3 days of the date minutes were posted.
TIME KEEPER’S RESPONSIBILITIES
- Watch time assigned for topics. Let the facilitator and group know when time is running low. If an item’s time runs out, the group needs to decide whether to continue on the topic or to move on.
- When participants are given a set amount of time to speak, use Time Cards to let them know how much time they have.
- The fluorescent yellow card is held up when about 80% of the speaker’s time limit is reached and means “Wrap it up.”
- The fluorescent red card is held up when time is up and means “Stop talking when you reach the period at the end of this sentence.”