[Bookstoprisoners] Fwd: Ground Rules proposal for consensus Building approach - Feb. 9

[Barbara kessel]

---------- Forwarded message ----------
From: Barbara kessel <barkes at gmail.com>
Date: Feb 6, 2008 12:45 PM
Subject: Ground Rules proposal for consensus Building approach - Feb. 9
To: BTP Keystaff <btp-keystaff at lists.chambana.net>, Jail library <
btp-jail-libraries at books2prisoners.org>

All volunteers who are interested are welcome to come at noon on saturday to
discuss and approve our ground rules for consensus.


GROUND RULES PROPOSAL

Single-text from specially called meeting of January 23, 2008.

Convener: Barbara Kessel

Present on 1/23/08: Yvette, Jamie, Jane, Deb, Suzanne, Jay and Barbara.

  *DEFINITION OF CONSENSUS*

Consensus is a decision that has been reached when most members of the team
agree on a clear option and the few who oppose it think they have had a
reasonable opportunity to influence that choice. All team members agree to
support the decision.

CBA = Consensus Building Approach

CBG = Consensus Building Group

CBP = Consensus Building Process

1. When will CBA be used?

CBA will be employed in one of these four conditions:

   - whenever a decision will have a long-lasting impact  (more than a
   month),
   - a decision would change the way B2P does its day-to-day business,
   - a decision would establish or alter a goal for B2P,
   - a decision would significantly impact most of the members of the
   keystaff or of B2P.



("Keystaff" is hereafter defined as persons who have worked frequently in
the B2P program in the preceding six-month period. Some of them hold keys to
the basement room; many do not. )

2. Who will be able to participate in CBA?

      All general meetings of the B2P are open to anyone who works in the
jail libraries or the books-to-prisons program at the IMC. "Work" is defined
as*current participation*, meaning over the last six months, unless someone
is temporarily away for travel or illness. The convener is empowered to make
an informed decision concerning anyone whose participation over the
preceding six months is questionable.

      Any current volunteer interested in the issue may participate in CBP
even if they have never attended meetings in the past. This participation
cannot be done through e-mail but must be in the face-to-face process, which
can sometimes extend longer than one meeting.

3. The Consensus Building Process (CBP)

A. Publication/Notification rules

      When an issue is judged to be at a level calling for Consensus, it
will be flagged by an asterisk on the agenda, which must go out *SEVERAL
DAYS**before any meeting on the three e-mail lists: Books to Prisoners,
keystaff and jail library. Whenever possible, the agenda issue would include
a one-sentence  "statement of the situation" setting forth the difference to
be resolved. If an issue arises within a meeting that is judged by the
meeting to require CBP, then a convener can be chosen, but the CBP will not
begin in earnest until the following meeting so that it can be publicized to
the list-serves.

*(*One person feels that "several days" is too vague and that there should
be a number of days specified)*

***(not more than one CBA issue taken up per meeting). This is in dispute. *


B. Convener Choice

      Each CBA issue will have its own convener selected by the people at
the meeting when it arises. The convener should be seen as capable of
neutrality and objectivity on the particular issue. The convener could be
solicited from outside the particular meeting if the group so desires.

      The functions of the convener are

   - to plan who should be attending the meeting because of interest or
      because of special expertise or information needed;
      - to facilitate the part of the meeting that addresses the issue
      and to monitor a realistic time frame in reaching informed consensus.
      - to produce a "single-text" as the basis for starting each
      meeting of the CBP. The "Single-text" is a working summary of
agreement and
      divisions (without personal attribution) that serves as the focus for
      continuing discussion.



C.  Brainstorming and Packaging

      The heart of the consensus building process is hearing the concerns of
everyone, generating multiple options to address all the concerns, probing
for reactions to all the options, packaging different options, and coming to
a resolution in writing that all present can sign on to.

      All concerns must be heard and understood and some attempts made to
address them. Some concerns may be addressed in "contingent options" as part
of the package. Different views of the future are played out as
*if/then* scenarios.
(*If* this happens, *then* we agree to do the following.) This kind of
thinking can produce flexibility as well as commitment when the proposal
goes into implementation.

D. "Standing Aside"

      Those with unresolved concerns may opt to withdraw their concerns
voluntarily or stand aside, allowing the proposal to pass. Group members
stand aside when they have concerns about a proposal, but they can live with
it. Standing aside signals that the person feels his or her concern ha been
heard, understood, and considered, although not necessarily accepted, by the
group in its final decision.

      Standing aside means something different from abstaining. The person
who stands aside still has unresolved concerns, but their statement means
that they value good relations, or getting something done over their concern
and they will no longer stand in the way of the majority. It means that they
will support the majority decision in its implementation.

E. "Blocking"

Blocking signals that the minority feels the majority has not made adequate
attempt to address their concerns so they are asking for further CBP. This
extension of time for engaging in consensus discussion may be granted or the
majority may choose to over-ride the Block by a *two-thirds vote of those
present*, providing there is a minimum of 6 people present.* Unless there is
a time constraint, the blocking will require at least one more meeting
before resolution. After a Blocking event, however it is handled, the CBG
(the Consensus Building Group) is closed to people who have not been
previously involved in the particular issue process. Ideally, anyone
interested in being part of a CBP will be there from start to finish.

(*5 changed to 6 to facilitate determining two thirds)

      If the two-thirds majority is not met and the block cannot be
resolved, then tabling the issue for a period of time or to having the
minority empowered to do a test case, or pilot project, on their idea are a
couple of alternatives.

4. Absence from a meeting during the CBP

      Consensus, by its very nature, must be face to face. If someone cannot
attend, they may convey their concerns to be voiced at the meeting, but they
do cannot vote in absentia. Obviously, they cannot stand aside or block in
absentia. If someone blocks but does not show up at the meeting to resolve
the issue, they forfeit their block.

      After a consensus is reached and put into text, everyone present signs
it, including those who stood aside or blocked. It must be published as soon
as possible to the three list-serves. Within two weeks of the publication, a
new concern can be raised calling for a re-consideration, but only by
someone who was part of the CBP on this issue, and unavoidably missed the
final meeting.
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