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Preface
The following structure proposal is designed for an
organization of 100 people or more.
Each member of the organization would belong to an affinity
group of between 5 and 20 adults. Each affinity group
would be autonomous, having complete authority to decide
who is in the affinity group, how the affinity group
is organized internally, and to what degree the affinity
group directly participates in the organization.
Affinity groups can be created by a group of new members,
a split or spin off from an existing affinity group,
or individuals drawn from other affinity groups into
a new affinity group. The relationships between members
of an affinity group are created by the people involved.
In this organization, behaviors are expected to be
nonviolent, respectful, and egalitarian.
This organization of affinity groups accepts and promotes
diverse and possibly challenging types of affinity
groups. No affinity group will be denied participation
in the organization because of sexual orientation,
ethnic or cultural background, age, physical or mental
difference.
This structure outline is based upon two other documents,
the Community X Vision Statement and the Community
X Principles and Values.
If you have questions, please call for Formal Consensus
Technical Assistance at 1-800-569-4054.
Organizational Structure Outline
I. Meetings
A. Affinity Meetings
B. Annual Community Meetings
C. Elders Council
D. Peace Council
E. Orientation Meetings
F. Trainings
G. Committee Meetings
H. Special Meetings
II. Committees
1. Executive
2. Financial
3. Membership
4. Newsletter
5. Outreach
6. Fundraising
7. Community Building
8. Agenda Planning
9. Directory
10. Childcare
11. Healthcare
12. Affinity Groups
13. Mediation
14. Festival
III. Roles
A. Meeting Specific
1. Facilitator
2. Note Taker
3. Time Keeper
4. Greeter
5. Peace Keeper
6. Refreshment Coordinator/House Keeper
B. Long Term
1. Treasurer
2. Agenda & Schedule Coordinator
3. Archivist
4. Newsletter Editor
I. Meetings
All meetings of Community X are open to all community
members. All meetings are conducted in the spirit
of nonviolent conflict resolution, with special attention
given to openmindedness so that diversity of ideas
and lifestyles is valued and supported. This is accomplished
by using Formal Consensus decisionmaking which provides
for appropriate conflict and the ability to "agree
to disagree". All decisions at any meeting must
be in harmony with the Principles and Values and Vision
Statement of Community X and consistent with any previous
decisions.
A. Affinity Meetings
All business, financial, and policy implementation decisions
are made at monthly affinity group business meetings.
(This business meeting is in addition to other kinds
of affinity group get-togethers each month and may
be a part of a longer affinity group event.) All members
of the affinity group are expected to attend. Non-members
are welcome to observe or give reports when invited.
A quorum is attained when at least two thirds of the
current affinity group members are present. It is
suggested that decisions be made by consensus using
Formal Consensus but each affinity group can decide
what process they want to use internally. Notes are
taken at every affinity group meeting. The notetaker
is expected to reproduce and distribute the notes in
a timely fashion, but no later than 10 days before
the next meeting. In addition, a copy of the notes
for each affinity group meeting will be kept on permanent
file with the community archivist. Access to these
notes will be granted to any Community X member upon
request.
B. Annual Community Meeting
The Community meeting occurs at least once each year,
generally in the summer. All members of the community
are invited to attend. Notice of this meeting will
be mailed to all members at least one month in advance
of the meeting. A quorum is at least 10% of the current
members. A meeting will be deemed adjourned if a quorum
is lost. All decisions are made by consensus using
Formal Consensus (as outlined in On Conflict and Consensus,including
adaptations outlined in Formal Consensus at Community
X Meetings). The community meeting is the highest
decision making body in Community X. All major policy
decisions which effect every affinity group in Community
X need to be passed by this meeting. Any decision
made by another part of Community X can be reviewed
and/or overturned by the members at a community meeting.
Only members can raise concerns. A minimum of three
volunteer members will be appointed to each committee
at the annual community meeting. Notes will be taken
at every community meeting and kept on permanent file
with the archivist. Access to these notes will be
granted to any Community X community member upon request.
The cost for coping and mailing is the responsibility
of the member.
C. Elders Council
Each affinity group will appoint one member to the Elders
Council. (The suggested qualities are long term involvement
with Community X and a wise, calm, fairminded personality.)
Elders Council will meet as necessary, but at least
once a year to elect a convener and review the state
of the community. All decisions are made by consensus
using Formal Consensus. Any elder can request the
Elders Council convene. The convener will organize
an Elders Council within one month of such a request.
A quorum will be attained when there is an Elder from
at least 75% of the affinity groups in the community.
The Elders Council is responsible for resolving conflicts
between affinity groups, between an affinity group
and another organization (when possible), and interpret
Community X policy decisions. Decisions by the Elders
Council are final except they can be reviewed and overturned
by a consensus of the members at a community meeting.
D. Peace Council
Any member of the Community X may volunteer for the
Peace Council. The Peace Council will meet as necessary,
but at least once a year to elect a convener and develop
plans for nonviolence and mediation trainings for the
community. At any time, any member may request a mediation
or "Peace Council" to resolve a conflict
she or he has been unable to resolve directly with
another member. The member may contact someone who
has identified him or herself as a mediator (or member
of the Peace Council) and ask the mediator to arrange
a mediation with the person in conflict. If the member
cannot find or does not know a mediator, she or he
may contact the convener of the Peace Council, who
will assist them in finding a suitable mediator. In
all situations, participation in a mediation by all
parties is voluntary, including the mediator. Generally,
out of respect for the participants involved, a mediation
is a private matter should remain that way. If the
conflict is unable to be resolved through mediation,
the people involved may appeal to the Elders Council
or the community meeting.
E. Orientation Meetings
The Orientation Meeting will happen as often as needed
for the orientation of new members into Community X.
It will include (but is not limited to): a history
of Community X; the decision making structure of Community
X; an introduction to the Formal Consensus decisionmaking
process of Community X; a brief lesson on nonviolence
and community; a brief exploration into oppression
and diversity; and some fun and games. The Membership
Committee will be responsible for organizing these
meetings. These orientations will be open to all Community
X members.
F. Trainings
There are at least three areas in which all of us need
regular training: consensus decisionmaking, nonviolence,
and ending oppression. Community X will offer trainings
in each of these areas at least once a year. The Membership
Committee will be responsible for organizing these
trainings. All Community X members are encouraged
to attend these trainings.
G. Committee Meetings
There are fourteen standing committees. (See the section
on committees for more details on each of these committees.).
In addition, there will be ad hoc committees, as needed,
created by the members, the affinity groups, or at
community meetings. All members of Community X are
expected to be on at least one committee. A quorum
at each committee meeting is at least three Community
X members. Each committee will meet as often as necessary
to conduct its business. Each committee will be responsible
for carrying out the tasks assigned to it and will
report back to the sponsoring body on its work. Any
decisions proposed by any committee must be brought
to an affinity group or community meeting and put on
the agenda. No committee has authority to make decisions
in the name of Community X unless explicitly charged
with that responsibility for a particular decision
by the Executive Committee or the community meeting.
H. Special Meetings
From time to time, the Executive committee might decide
to hold a Special Community Meeting. This meeting
may be empowered to make decisions for Community X
if all current members are notified of the meeting
agenda, time, and place, by mail, at least 14 days
prior to the meeting. Any affinity group, council,
or committee may hold special meetings as desired so
long as all current members of that body are notified
in a timely fashion.
II. Committees
There are fourteen standing committees. Ad hoc committees
can be convened as needed by the members, the affinity
groups, or at community meetings. Membership on any
committee is open to all members of the Community X
community. A minimum of three volunteer members will
be appointed to each committee at the annual community
meeting. Internal structure and process for each committee
is determined by each committee. Each committee will
be responsible for submitting an annual operating budget
(January 1 - December 31) to the Treasurer by the end
of September each year.
1. Executive
The Executive Committee is composed of the Treasurer,
the Agenda & Schedule Coordinator, the current
convener of the Elders Council, and two additional
past or present Elders appointed at the annual community
meeting. There are no regularly scheduled meetings
of the Executive Committee. It meets only as needed
and can be convened by any one of its members. The
Executive Committee is responsible for oversight and
coordination of the annual community meeting, including
appointing the convener of it. It is charged with
fulfilling the decisions made at the community meetings.
The Executive Committee cannot make policy; however,
it can, when necessary, make decisions in the name
of Community X for which there is no existing policy
decision or about which the policy decision is unclear.
Any decision made in this manner is provisional until
the next scheduled community meeting, when the decision
will be revisited and a consensus must be reached for
the decision to stand.
2. Financial
The Financial Committee is responsible for general fiscal
management, including oversight of the Treasurer and
the annual budget. The Financial Committee recommends
an annual budget to the community meeting for approval
in October for the following calender year. The Financial
Committee meets as often as needed but at least twice
each year; once in early October to create a proposed
annual budget, and once immediately following the annual
community meeting (where at least three members volunteer
for this committee for the coming year).
3. Membership
The Membership Committee is a minimum of three volunteer
members appointed at the annual community meeting.
This committee will organize and facilitate Orientation
Meetings. The committee will keep records of attendance
at Orientation Meetings. The Membership Committee
implements the membership policies of Community X.
As a minimum, requirements for becoming a member are:
1) attend an orientation meeting; 2) attend at least
one Community X sponsored event each year; 3) volunteer
for at least five hours of service to the Community
X community each year (not including volunteer work
at Community X events); and, 4) regularly attend the
meetings of at least one committee. [Note: Community
X makes available financial assistance for all Community
X events so that no one is unable to become a member
because of a financial barrier.] The Membership Committee
will consider exemptions for those who have challenges
and unable to fulfill these requirements. It will
be the Membership Committees responsibility to record
and maintain up-to-date information on member's volunteer
time and evaluate fulfillment of the membership requirement
for each member on an annual basis.
4. Newsletter
The Newsletter Committee is responsible for production
and distribution of the newsletter on a regular basis.
The editorial policy will be determined by this committee.
[Note: As a minimum editorial policy, no submission
will be accepted for printing which advocates or encourages
the use of violence. Also, an article may be edited
so it will fit available space. No changes will be
made to a submission without the author's permission.]
5. Outreach
The Outreach Committee is responsible for educating
the general public about how to become a member of
Community X and encouraging people to join. The Outreach
Committee is responsible for promoting Community X
events. (However, since this must be done with some
sensitivity to the nature of Community X and because
no policy or precedent currently exists, before this
committee can begin promoting Community X events, they
must develop and propose guidelines for community approval.)
6. Fundraising
The task of the Fundraising Committee is the planning
and implementation of activities which raise money
for the operating expenses of Community X. This may
include: dues, donations collected at events, direct
appeals through the newsletter or the mail, special
events, performances, the annual festival, Community
X merchandise sales, and grants. The challenge for
this committee is creating a fundraising component
at every Community X event.
7. Community Building
The Community Building Committee is responsible for
developing community within Community X. This might
include: conducting rituals; organizing group excursions;
creating a community center; establishing a community
land trust; managing a community educational resource
library; etc.
8. Agenda Planning
The Agenda Planning Committee is composed of the Agenda
& Schedule Coordinator, the facilitator and convener
of community meetings, and any other member. Together
they create a proposed agenda for community meetings.
In addition, they assist the convener in organizing
community meetings.
9. Directory
The Directory Committee compiles and publishes the Community
X directory on an annual basis.
10. Childcare
The Childcare committee organizes childcare for every
Community X event and is a resource for affinity groups
needing childcare for their activities.
11. Healthcare
The Healthcare committee provides resources and support
for quality alternative healthcare opportunities for
members of Community X.
12. Affinity Groups
The Affinity Groups committee assists in organizing
new affinity groups and matching new members with appropriate
affinity groups.
13. Mediation
The mediation committee collects resources and organizes
trainings in conflict resolution skills and keeps an
up-to-date profile of all members of Community X who
are willing to mediate.
14. Festival
The Festival committee is responsible for organizing
at least one "open to the public" festival
each year for Community X, usually in the summer and
coinciding with the annual community meeting.
III. Roles
Any of the following roles may be filled by a member
of Community X.
A. Meeting Specific
These roles are specifically for the annual community
meetings. Affinity groups and committee meetings can
choose to use similar roles or may define their own.
Roles are filled by volunteers at the end of each
meeting for the next meeting and published in the notes.
If more than one person volunteers for a role and
they cannot decide among themselves who will take the
role, there will be an open vote with the person getting
the most votes getting the role. Everyone is encouraged
to fill any role. To facilitate this, it will be a
general guideline that a role will be offered to someone
who has not yet filled it before it is open to others
who have filled it before; and, that no one is expected
to fill a role more than once every year. At any time,
a person, especially a new member, may ask for an experienced
partner to assist her/him in fulfilling the role.
1. Facilitator
(See On Conflict and Consensus pp 41-43.) The Facilitator
is expected to meet with the Agenda Planning Committee
prior to the community meeting to plan a proposed agenda
and brainstorm on discussion techniques for specific
agenda items.
2. Note Taker
(See On Conflict and Consensus pp 46-47.) In addition,
the Note Taker records the attendance at community
meetings and who filled which role.
3. Time Keeper
(See On Conflict and Consensus p 45.)
4. Greeter
(See On Conflict and Consensus pp 47-48.)
5. Peace Keeper
(See On Conflict and Consensus p 44.)
6. Refreshment Coordinator/House Keeper
The Refreshment Coordinator provides a meal at each
community meeting. In keeping with tradition, the
meal should be vegan (no animal products) option.
The cost will be paid by Community X. The House Keeper
is responsible for the physical environment of the
meeting space.
B. Long Term
The long term roles are appointed annually at the community
meeting for the following year. Volunteers must be
members and willing to accept the role for the entire
year.
1. Treasurer
The Treasurer is responsible for managing the Community
X money and checking account, keeping the financial
records, cutting checks, and assisting in creating
the annual budget. The Treasurer is expected to attend
community meetings and provide written quarterly financial
reports to the Executive Committee and filed with the
Archivist. On occasion, the Treasurer may be delegated
to make a decision about some business or financial
matter by the Executive Committee when expedient, necessary,
or desirable.
2. Agenda & Schedule Coordinator (ASC)
The ASC is responsible for keeping a schedule of all
Community X functions. The primary purpose is information
sharing to avoid scheduling conflicting events whenever
possible. The ASC is expected to attend community
meetings. Also, the ASC is expected to meet with the
Facilitator prior to each community meeting to create
a proposed agenda and brainstorm on discussion techniques
for specific agenda items. In addition, the ASC is
responsible for keeping track of tabled items which
need to be included on the agenda at the next meeting.
Likewise, the ASC is responsible for tracking the
evaluation comments and noticing if the same or similar
issues keep reoccurring. When this happens, the ASC
might place this issue on the agenda for discussion
or take whatever other appropriate action necessary
to address and resolve the issue.
3. Archivist
The Archivist is responsible for the archives of Community
X. The archives should include a copy of all documents
generated by the community meetings, including the
notes from each meeting, and other significant material
important to the life of the organization.
4. Newsletter Editor
The Newsletter Editor is responsible for publishing
and distributing the Newsletter for the Community X
community.
Created by: C.T. Butler
Food Not Bombs Publishing
7304 Carroll Ave #136
Takoma Park, MD 20912
1-800-569-4054
E-Mail: ctbutler@together.net
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