Meeting Protocol

From Common Energy UVic

Meeting Protocol describes the way meetings are announced and run for Common Energy. Common Energy has developed the protocol to ensure that meetings are run appropriately, and to make them as open as possible to all members, including those new to the organisation.

Contents 1 Requirements 1.1 Team Meetings and Working Group Meetings 1.2 Smaller Group Meetings 1.3 Notes 2 Meeting Structure 2.1 Groundrules for Common Energy Meetings 2.1.1 Basics 2.1.2 Behaviour 2.2 Facilitation 2.2.1 Facilitators will:

[edit] Requirements

[edit] Team Meetings and Working Group Meetings

For a Common Energy meeting to have the proper authority to make decisions it must meet the following criteria:

48 hours in advance of the meeting:

• have the meeting date and time posted on the wiki, on the Meetings page;
• send out an email with a call for agenda items to the meeting listserv, or if there is no listserv, people who have expressed interest; and
• if the meeting was scheduled in advance of this timeline, it must be cancelled with 48 hours notice.

24 hours in advance on the meeting:

• send an agenda, with meeting date, time and location, to the meeting listserv or list of interested people.

Before the end of the day the meeting was held:

• decisions made need to be posted to the Meetings in Brief news page.

• Minutes should be taken in order to capture the essence of conversation, in accordance with the style guide.

[edit] Smaller Group Meetings

Based on criteria decided by the teams it can be decided at their meeting whether a smaller group meeting requires 48 hours notice or not, these meetings then report their decisions back to the Team meeting regardless. The notice for the group meeting will include contact information for the facilitator so that people can tell the facilitator if they would like to participate. Those people will then be contacted if the time of the meeting has to change somewhat because of events unforseen at the time of the original scheduling.

[edit] Notes

The team facilitators are responsible for the decisions made by the Teams.

This protocol will be complimented by an outline for the rights and responsibilities of the various Teams and Working Groups.

[edit] Meeting Structure

[edit] Groundrules for Common Energy Meetings

[edit] Basics

• Give proper notification. A meeting must be called or cancelled with at least 48 hours notice.
• Set the agenda in advance.
• Make the agenda visible.
• Start and finish on time (however, the meeting participants have the authority to change the meeting end time).
• Ensure transparent decision-making.
• Ensure minutes follow the style guide.
• Review and approve minutes and action items from the previous meeting.
• Appoint a minute-taker.

[edit] Behaviour

• Listen actively.
• Focus on solutions.
• Raise your hand to speak.
• Interject to ask for or offer brief clarification if they are missing information or have the information required.
• Self-regulate the amount you speak. Actively share the floor.
• Turn cell phones to silent.
• Only use laptops for tasks that are relevant to the meeting.

[edit] Facilitation

[edit] Facilitators will:

• Be guardians of the process.
• Send out the meeting notification.
• Arrive early to set up for the meeting.
• Make the agenda visible during the meeting.
• Start and end on time.
• Keep a speakers list.
• Focus on group values such as:
• Follow-through on prescribed tasks.
  
• Set and maintain group norms.

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