Atlan’s meeting structure is a living system model inspired by Dynamic Governance (see glossary) as well as successful community models including Occidental Arts and Ecology Center.
5.1 Facilitation of meetings
a. All facilitated meetings shall have an agenda crafted by the facilitator of the meeting and posted to the google group 24 hours prior to the meeting for comment, additions, and consent of all-members.
b. All meetings shall have an opening and closing Attunement (see glossary)
c. Meeting Format:
1. Formatting for the meetings and style of facilitation is at the discretion and inspiration of the facilitator.
d. All-members are encouraged to facilitate meetings and develop the skills and confidence to do so.
5.2 Proposals: We utilize culture of proposal as a format and pattern for our process in determining course of action, opportunities for learning and all decision-making.
a. Formal proposal process
The formal proposal process itself is inclusive of informal aspects or methods and techniques for building consensus on a given proposal; including informal discussion, solicitation of input from other members, sending out proposals ahead for feedback and input before formally presenting them.
b. Proposals must be sent out to members with at least one week lead-time in order to present it at an all-member meeting.
c. The proposal is tested for consensus and approved; revised with group input on the spot, taken by one or more members for revision toward approval, or set aside/tabled.
d. Informal proposal process
The informal process of proposing can take the form of conversational and emailed suggestions as well as spontaneous redirection of the flow of meetings, or the course of action amidst a project. The culture of proposing supports the inclusion of diverse perspectives and values dynamic steering in a living system.
1. Propose
2. Discuss
3. Consent
4. Proceed
5.3 Annual Meetings
a. Annual Vision Council Meeting: This meeting initially ensures the communion and co-inspiration of the founding members and carries forward as a tradition for the Vision Council as the positions on the council transition.
b. Annual Budget Meeting: Atlan shall hold an annual all member budget meeting for projecting spending and earning for the year ahead which will create a guideline for annual Pod budgets.
5.4 Monthly Governance & Decision Making Meeting : A meeting open to all members at which decisions regarding membership, proposals, changes or amendments to Operating Agreements, and any other matters which the membership deems important shall be made.
5.5 Pod Meetings: Monthly, weekly and other meetings both project driven as well as recurring.
a. Strategy: may be called by any pod member and are open to anyone member to attend. Notes from meetings shall be posted to the Log by a pod member for all decisions requiring consent within twenty-four hours.
b. Tactical: Within our organizational culture we support regular meetings that are sometimes called “stand-up meetings”. The purpose is to foster deep and genuine connection and communication in the context of getting things done together. In these meetings there is no set facilitator and the leadership flows from the awareness of what needs to be done, and communicating any changes and matters arising as needed to support the completion of projects at hand.
5.6 Community Building/Social: These range from formal to informal, with or without guests from beyond Atlan, including but not limited to: Atlan movie nights and celebratory gatherings, vision councils, co-counseling sessions, heart circles and other expressions which build our community culture.
5.7 Educational / Advisory: These meetings and educational opportunities are created to maintain a thriving organizational culture, communication will be made with maximum lead-time for dates and effort shall be made to record the content with digital media or otherwise for any members unable to attend. Meetings of this type can also include “report backs” from educational experiences which Atlan members return from.
5.8 Addressing Emergence: The context of these meetings and gathering of energy and attention are driven purely by need and follow a protocol of direct and immediate contact in person or by telephone to establish an appropriate task force to meet any challenges. This could include all or some of the members.
5.9 Council / Peacemaking: Built into our community culture is the capacity to make peace together and to come to terms with challenges in a way that allows us to see the gift in the situation. As a living and learning community it is one of our championed values to emerge beyond conflict and miscommunication with a stronger community fabric. Any council or peacemaking meeting shall be held by one or more founding members or others trained in one of our approved processes for conflict resolution (see appendix).
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