Proposed Meeting Facilitation Template – Arts & Culture Discussion Meeting

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NOTE: This is Tomi’s suggested outline for an Arts & Culture Organizational meeting from an email sent to the google group on October 15. It has not been approved by consensus yet.

ARTS & CULTURE GROUP

Discussion Meeting Facilitation Template
Tuesday, Thursday, Saturday

6:00p – 7:30p
Public Atrium to the left of 60 Wall Street (entrances on Wall & Pine)
2/3 Trains to Wall Street exit into this Atrium

(1) INTRODUCTION [6:00 – 6:10]

-       Introduce yourself: Name/Purpose of Facilitator.
o       “Hi, I’m [NAME].  I’m your facilitator for this meeting.  I am not
the leader of this group and am not an expert on its actions.  This
group belongs to everyone, and includes a large number of people. My
job is just to facilitate this meeting.  Does anyone have a problem
with me being the facilitator tonight? [TEMPERATURE CHECK]”
-       Who is new? Names. (helpful for Minutes and Stack, also for
friendliness)
-       Who has had Facilitation Training?
o       “Everyone should get Facilitation Training if they are going to be
involved with the movement.  Facilitation Training is run by the
Facilitation Group everyday at 5:30pm, meeting at the Shrine Tree on
the Trinity Place side of the Plaza, just north of the drummers.  At
exactly 5:30pm, a member of Facilitation will hold up a sign that says
“Facilitation Training” so you know who to check in with.”
-       Assign: Co-facilitator, Stack Taker, Minutes Taker, Time Keeper, GA
Reporter, Welcomer

o       Ideally, these roles should be filled by people who have had
Facilitation Training.
-       What is ARTS & CULTURE GROUP and how does it serve the movement?
o       [This section is still in discussion… we should get this figured out
ASAP]
-       Explain Guilds.  Are any Guild reps present?  Name/Which Guild.
o       Make print-outs of guild/co-organizer list available at kiosk
-       Review of Process
-       Review of Meeting Structure
o       ART meetings (M/W/F/Su) vs CULTURE meetings (Tu/Th/Sa)
o       Agenda Structure for THIS meeting
-       Hand out ListServ sign up sheet
-       Open STACK for Introduction Questions
-       Take Questions
-       Close STACK

(2) SET AGENDA [6:10 – 6:15]

-       Review the Discussion Topics collected ahead of time for today’s
agenda
o       Remind people that we may not be able to cover every topic in this
meeting, and that some topics may be tabled for the next Discussion
day.  Remind people that priority on this list will be given to topics
that were bumped from the previous Discussion day.
-       Invite URGENT Topics FOR TODAY’S AGENDA ONLY
o       URGENT Topics for today’s agenda should only be proposed if they are
of URGENT priority, and the proposer feels deeply that it can’t wait 2
days until the next Discussion meeting.
-       Open STACK for URGENT Topics
-       Take URGENT Topics
o       URGENT Topics suggestions should be 1 minute max, and include an
argument for why they should be prioritized for today’s agenda.

o       Clarification questions (STACKED)
o       Friendly Amendments (STACKED)

o       Temperature Check / move for consensus to add item to today’s agenda
o       Ask for Blocks (STACKED)
o       If Blocks are unresolved, move for 9/10 consensus.
-       Close STACK
-       Review & take temperature on revised agenda.

(3) DISCUSSION [6:15-7:00]

-       Discussion through each agenda item in order, as agreed upon by the
group.  Discussion should, as much as possible, be held to 15
minutes.  It is up to the Time Keeper and Co-Facilitators to remind
the group to stay concise.  If a topic seems like it needs more than
15 minutes, it should be stopped after 15 minutes and tabled until the
next Discussion day.  This will ensure that every topic gets touched
upon, and no topic will get fully dismissed from the ongoing agenda
until it’s been properly discussed.  Facilitator should remind people
that some topics will require multiple days of discussion.
o       Summary of topic to discuss
o       Open STACK for the discussion of the topic
o       Discussion [15 min max]
o       Close STACK and move onto next item

(4) GENERAL ASSEMBLY REPORTBACK [7:00 – 7:10]

-       REGARDLESS OF WHERE THE DISCUSSION IS AT 7PM, IT MUST PAUSE.

-       GA Reporter reviews notes assembled from the meeting for Reportback

at General Assembly.
-       Get group consensus on Reportback.

-       Send GA Reporter to GA by 7:10 to get on stack.

o       Note: although it is unlikely that we will have news for GA on these
days, it is possible, so let’s make sure this moment happens.  If
there is no news for Reportback, the GA Reporter SHOULD GO ANYWAY and
report the A&C meeting time & location, the on-site Kiosk, and
encourage anyone working on creative projects within the movement to
get involved with A&C Group.

(5) CONTINUED DISCUSSION [7:10 – 7:25]

-       Continued Discussion through each agenda item in order, as agreed
upon by the group, picking up where the Stack left off @ 7pm.
o       Summary of topic to discuss
o       Open STACK for the Discussion Topic
o       Discussion [15 min max]
o       Close STACK and move onto next item

(6) NEW IDEAS [7:25 – 7:30]

-       Review status of today’s agenda – which topics were not covered and
which discussions were stopped and tabled?
-       Move for consensus on placing these topics at the top of the agenda
for the next Discussion meeting.
-       Invite suggestions for new Discussion topics at future meetings.
-       Open STACK for New Ideas [30 sec each]

-       Take New Ideas
-       Close STACK

(6) CLOSING

-       Thank attendants for their time, patience, and commitment.
Encourage them to come to as many A&C meetings as possible.  Review
A&C meeting time & location.  Encourage them to get Facilitation
Training.  Review Facilitation Training time & location.

-       Remind attendants of A&C Meeting schedules, and that if they have
proposals, they should attend Organizational Meetings on M/W/F/Su.
Also remind them to connect to a Guild or Collective to discuss the
proposal before bringing it to the group for consensus, and to get the
guild contacts and proposal guidelines from the A&C Kiosk in the park.
-       Collect ListServ sign-up sheet.
-       Ask everyone to be respectful of the fact that we are using a public
space for our meeting.  Remind everyone to look around and make sure
all personal items and garbage are cleared from the area.  Ask
everyone to help return tables and chairs to their original locations.
Emphasize the importance this respect of the space has on the health
of the larger movement.
-       Collect minutes, unless minutes-taker is committed to posting the
minutes themselves.

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