5-30-12 General Assembly Minutes

May 30, 2012 in Meeting minutes

-break out structure
-spokes council cutting/schedule
-proposal requirements

-announcement structure
-next steps component

-ga video
-notes situation
-od structure handbook

Break Out Structure – anyone can bring a rough proposal topic, these are announced and people can choose which group to join for discussion and planning

Topics should be rough drafts of future proposals (not general discussion about the woes of OD or society at large) (allow for more open forum discussion that are not necessarily proposal topics)

Break out discussions should end with next steps – gathering contact information, any further meeting details, and, if ready, a written draft proposal, a list of responsibilities that will need to be bottom lined, and resources needed (only for events, proposals, or action items) (facilitator ask for basic next steps)

GA would begin with introduction, followed by brief announcements, then proposals, then breakout groups, then returning to the whole group for brief breakout summary and farewell

Proposals should go until no later than 8:15, leaving 45 min for breakout groups

Small group discussions are more conducive for the brainstorming, planning, and logistical stage of proposals than the current structure which only enables whole group discussion of proposals or issues

Using breakout groups to work through early stages of proposals enables proposals to come to GA more prepared and with more people behind them

Splitting the GA time into announcements, proposals, and breakout groups will encourage more efficient use of time as we will not have 1 1/2 hours for discussion of proposals

Breakout groups also puts more focus on developing working groups that take on the responsibilities of bottom lining the events or projects

Breakout group discussions about more general topics provide a great space for new comers to dialog and get involved

The new procedure will be posted to the website for all to see

Facilitator trainings will be held for more folk to become familiar with the process and step up to facilitate this process

Cut Spokes Council, move GA to Tuesdays and Thursdays, no Saturdays,
or cut Spokes Council and make GA Tuesdays and Saturdays

The breakout structure condenses much of the role of both spokes and GA into one – the planning discussion that goes on at spokes can go on in the breakout sessions at GA

The intent of Spokes Council is to create space for different committees and groups to bring issues they are collectively working on in that group to a space where these groups can work out details – this, however, requires that groups are bringing issues that the group has been working on, as well as needing the help of other groups – this is not the case with the current state of OD committees or groups, thus Spokes Council does not function as a spokes council

OD organizing entails a ton of meetings – by cutting out one big group meeting this time can better be used for small group/individual work or events

The new schedule will be posted to the website

New Proposal Requirements – all proposals must be backed by at least 3 people who have worked through the proposal together

Being sure that at least 3 people have participated in discussing or planning proposals prior to coming to GA helps ensure that proposals are prepared to address basic logistical issues, have more pre-GA input, and have people ready to bottom line the responsibilities implied

Having more prepared proposals come to GA helps cut down on unproductive conversation in GA

This requirement for proposals will be posted to the website

Facilitators will inform individuals bringing proposals at GA that the proposal must be previously discussed and backed by at least 3 people (this is tied to re-instituting the requirement that proposals be brought to GAP or the facilitator at least 15 minutes before GA)

Procedures that are technically held by OD but seldom practiced which we may want to re-institute/emphasize

All proposals must be brought to GA procedures/facilitator at least 15 minutes before GA

After any proposal is passed needed next steps must be clarified and bottom liners step up

Roving Greater
Using either the vibes watcher or another person as the designated person who takes the responsibility to stepping aside with new comers who need help understanding process, passers by who want to rant, or other issues of people interrupting process

Small adjustments that facilitators may want to implement that do not require being proposed

Announcement Structure
condense outside group announcements and general announcements into one category – general Announcements
Possible end with announcements
Start with who what when where
Use mick check
Use a board to write down announcements

Break Out Structure
Anyone can bring a rough proposal topic, these are announced and people can choice which group to join in discussion

Topics should be rough drafts of future proposals (not general discussion about the woes of OD or society at large)

Break out discussions should end with next steps – gathering contact information, any further meeting details, and, if ready, a written draft proposal, a list of responsibilities that will need to be bottom lined, and resources needed

Cutting spokes council/schedule
Cut spokes council and move GA to Tuesdays and Tuesdays (no Saturdays)
or, cut spokes and make GA Tuesdays and Saturdays

With the new breakout structure this condenses much of the role of spokes and GA into one – the planing discussion that goes on at spokes can go on in the break out sessions at GA

Proposal Requirements
All proposals must be backed by at least 3 people who have worked through the proposal together

All proposals must be brought to GA procedures/facilitator at lest 15 minutes before GA

Announcement Structure
Condense outside group announcements and general announcements into one category – general announcements