[Community] steering issues

Thu Jun 18 16:08:52 CDT 2009

Here is the text I have prepared for "steering guidelines" in the handbook.
It is based on the old handbook, the website, and the conversations we've
recently had with regard to changes in the steering hosting/facilitating
process. Feel free to edit/add sections.

Nicole

*What is the Steering Group:*

·         Steering is the place where all Working Groups cooperate and
coordinate activities to meet the needs of the UCIMC.  Steering makes
decisions that impact all Working Groups.

·         The Steering Group is made up of 1 or 2 spokespeople (spokes) from
every Working Group.

·         Steering Group participation is open to all members, not just
spokes.  It is the only group that requires a quorum of sorts to take action
-this ensures that no Working Group is left out.

·         Steering is composed of IMC members present and empowered spokes,
who are those persons formally recognized by their respective working groups
as representing their groups’ interests before the Steering group. Each
working group should have one or more empowered spokes.

*Steering Group Meetings: *

·         Meetings are open to all without regard to age, gender, race,
ethnicity, sexual orientation, disability, citizenship, or any other
applicable basis proscribed by law. Every participant will be treated fairly
and equitably.  (Private meetings may be held by consensus of IMC members
present to address situations where privacy of those involved is addressed
in accordance with IMC mediation or other conflict resolution policies,
pending litigation, or other such issues.)

·         Meetings must be held at a regular time and place and posted at
the IMC and on the general IMC e-mail list.

·         Meetings must be held at least ten times a year.

*Meeting Operation: *

·         There must be a minimum quorum of one empowered spokesperson from
each Working Group in order for decisions to be made. If any active Working
Group is not present, a decision may be made and any absent group(s) has one
week from the time the meeting notes are published to register a block. If a
block is issued by a non-present spoke, discussion will be continued at the
next scheduled Steering meeting. If a group that has raised a block in this
fashion is not represented at the next Steering meeting, then the decision
may be finalized at that meeting based on approval of those Working group
spokes who are present.

·         All Steering Group meeting attendees—not just empowered
spokes—will have equal standing in decision making. All attendees may make
proposals and may voice concerns.

·         All decisions are made by consensus amongst all meeting
participants.

·         In the case of am irresolvable block to a particular proposal,
after all IMC consensus procedures are exhausted (for consensus procedure,
see CT Butler,
http://www.consensus.net/ocaccontents.html), decision-making power on that
proposal will default to the empowered spokes for resolution by consensus.

*Being a Working Group Spoke:*

·         Working groups are recommended to have at least one spoke in
attendance at all scheduled Steering group meetings. Only Working Groups
recognized as active by Steering constitute part of a Steering Meeting
quorum. The Steering group establishes standards for its recognition of
active working groups and may act to withdraw recognition of a working group
that does not maintain regular attendance at Steering group meetings.

·         A spoke is a member of that working group who has been "empowered"
by that working group to maintain communication between Steering and their
Working Group at monthly Steering Group meetings.  Spokes should speak for
their groups’ best interest at Steering.

·         Each Working Group has at least one, of not two, empowered spokes.

·         It is strongly encouraged that any given member is limited to
serving a maximum of 3 years as a Working group spoke on the Steering Group.
This limit may be altered by consensus of the Working group.

·         Any given person can only be an empowered spoke for one working
group.

·         Working groups should send at least one "empowered spoke" to each
Steering Group meeting.  Empowered spokes, ideally, are current IMC members.

*Hosting an IMC Steering Meeting *

Generally, the Steering Group meeting has been "hosted" by one of the IMC
working groups. At each Steering Group meeting the following meeting's
"hosting group" is chosen by those in attendance.

"Hosting" the steering meeting entails:

·         Sending an email to the general IMC listserv, announcing the
date/time/location of the upcoming Steering Group Meeting and soliciting
agenda items for the meeting.

·         Emailing all working groups to request updates on their work, to
be mailed to the IMC at UCIMC.org list.

·         Leading the Steering Group Meeting, including taking notes,
facilitating the meeting agenda, and posting meeting minutes to the general
IMC e-mail list afterward, including any known topics for the next meeting.

·         Bringing a snack to share with the group (optional, but greatly
appreciated!).

*
*

On Tue, Jun 16, 2009 at 2:17 PM, Elizabeth Simpson <elizacorps at yahoo.com>wrote:

> Hi all,
>
> The steering process has been on our plates for a while and we've made a
> lot of great process. Thanks to the sign up sheet, we have lot's of hosts in
> the coming year!
>
> Recent concerns have brought to a head the need to clarify the role of a
> host, especially calling for items and creating an agenda, clarifying
> consensus, and facilitating the meeting.
>
> I bet some of this is addressed in the member guide- Nicole, can you send
> that on so we don't reinvent the wheel?
>
> Once we identify a clear process, I suggest that we:
>
> -send the host guidelines to all workgroups
> -make laminated copies of our meeting process to have available at meetings
> for attendees, as well as a laminated guide for facilitators.
> -consider including this info as a mini info blurb at the open house.
>
> Thanks everyone for all your efforts!
> elizaBeth
>
>
>
> A strong people need no leader
> - Zapata
>
>
>
> _______________________________________________
> Community mailing list
> Community at lists.chambana.net
> http://lists.chambana.net/cgi-bin/listinfo/community
>
>

-- 
Nicole Pion
Outreach and Development Adviser
AmeriCorps CTC VISTA
Urbana-Champaign Independent Media Center
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