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Introduction

Example

Atlan Stewardship Circle Role Agreement

Purpose: An elected council tasked with the responsibility of managing and steering Atlan Center and Atlan LLC toward the long-term goals established by the Vision Holders Council and the Atlan Community.


1. Stewardship Council Membership:

The First Stewardship Council: Beginning Autumn 2019- Autumn 2020.
The first SC will be elected by the Vision council and will serve for a one year term.
Minimum 6 members, ~12 max
There will be at least 3 of the Founding Members on the SC for the first year.
An invitation to join the Council will be shared to all Contributing Members(CM). Contributing Members may self nominate or they may nominate another CM.
Subsequent Stewardship Councils: 2020 and beyond
Nominations for SC will all come from Contributing Members and nominees must be current Contributing Members.
There will be an election process hosted by the current SC for both the next SC council members and then the leadership positions within the Council.
Members will serve for a two year term.
Minimum of 6 members. The maximum number of total members will be reviewed and determined annually.
SC made up of key members of each of Atlan’s pods, projects, CultureSeed and the Vision Council. Each pod/project may nominate a member to participate on the SC.
Members may be re-elected for subsequent terms.
SC meetings are closed, yet contributing members may come and observe by request or invitation
Elections for the next SC would occur one quarter before the end of the term to allow for ideal training (“on-boarding” of new members, and “off-boarding” of anyone stepping off the SC).

2. Responsibilities of the Stewardship Council:

A. To uphold the Community Agreements, Vision & Mission of Atlan, and the Mission of the Stewardship Council

B. Management of Atlan LLC
Planning and oversight in the development, maintenance and care of Atlan Center and facilities.
Direct the growth of Atlan Center toward financial independence and sustainability.
Implement a plan for fiscal responsibility including keeping bookkeeping up to date quarterly.
Annual Budgeting for operational costs, projects and proposals.
Manage and issue leases and subleases (under a 2 year term). Any leases for a longer term than two years would need to be proposed to the Vision Council for approval.
May propose to the Vision Council to: amend any aspect of the master plan, subdivide, plat, apply for land use permits, or build any permitted structure on the land
Understand and keep up to date all legal and state requirements (Liability insurance, LLC annual reporting, property taxes, state and federal taxes, operating agreements, LLC minute book, etc.)
Develop a business plan of 5, 10, and 20 years to support the master plan of Atlan.
Create and implement an accountability review for Atlan projects including post project wrap-up with project managers to measure success in meeting budgetary needs and to create positive teamwork
Creating and implementing a bi-annual peer review for all SC members
Responsible for hiring and managing Atlan Staff.

C. Management of Atlan Community Interactions:
Steer the Atlan Community toward the long-term goals established by the Vision Holders Circle and the Atlan Community.
Listen and respond to the needs and desires of Community Members. Depending on the request, a SC member may suggest for a proposal to be made to the SC and describe the process, or refer them to the Community Council pod.
Set the annual Contributing Member contribution amounts and approve Fee Schedule for Rents & Services
Collect and track Contributing Member Contributions.
Facilitate agreements between the community and community partners such as CultureSeed and Housing Co-operative(s)
Receive proposals brought by Contributing Members, Pods, or Community Partners and approve, “table”, or decline them.
Present decisions to Equity Members (La, Norm, and Keala) and Vision Council as required by the current operating agreements.
Host Atlan “Community Councils” quarterly or as needed by proposal, linking the Community to the Stewardship Council. Community Councils will include anyone who is part of the Atlan Community, coming together to offer ideas and feedback to the SC for subsequent actions.

3. Stewardship Council Participation Requirements:

Members need to be: Passionate about the work, Qualified (some pertinent skill set to offer), and Available to fulfill the duties outlined
Attend all monthly meetings ~ Usually 2 meetings/month: 1 Operational and 1 Organizational. (Avg 3-8hrs/mo)
Prepare for meetings and complete action items post meetings (Action items will be delegated amongst SC members and staff within a specific timeframe)
Actively participate in at least one pod and be an uplink to the SC on behalf of that pod (~5+hrs/mo).
Complete Onboarding process (get up to date with Dynamic Governance, Facilitation, Communications, Google Tech use etc.)
Sign a Stewardship Council participation agreement statement (which includes all the details of this document).
Participate in biannual peer review and be willing to receive feedback to improve participation and accountability
Accountability tracking within the SC
“Offboarding”- The process within the last quarter of your term where you would train any new members coming on to the SC and hand-off your duties to improve continuity between Councils.
SC Members will have editing permissions to all google tech (Drive, calendars, google groups), so members will need to be proficient in the use of these platforms and understand group editing etiquette.
Roles within the Council may rotate, but may be seasonal (3 month period).
-Meeting facilitator: Create an agenda, pre-meeting email communications
-Note Scribe/ Minutes.
-Time Keeper (including attunements)
-Good Vibe Assistant
-Action Item Tracker/ Flagger of dropped balls
12. If a SC member is not being accountable and actively participating (<75% of meetings)
then they may be removed by consensus of the rest of the members. Feedback
delivered within the peer review process prior to any action of removal
13. SC members will bring an electronic device to meetings to be able to actively follow
along with meeting agenda and minutes
4. Benefits of Serving on the Stewardship Council:
Have the opportunity to co:create an integrous intentional community and the legacy that continues.
Learn leadership and facilitation skills.
After completion of 5 years on the Stewardship council, SC members may apply to join the Vision Council.
Access to facilities: Have 2 day/nights free rental of Forest Camp, Co:lab or Garden per year if the facility is not being booked by a paying event (up to $350 value). For example the ability to host a gathering at a facility for your special occasion. You would be responsible for the facility prep/clean up. Hosting events are by proposal.
Qualified SC members will be considered for paid work on approved projects and staff roles.
Ability to host friends at the cabin for $10/night (vs $15/night) and $5/night camping (vs $10/night) up to 5 nights/year each.
SC members are welcome to attend events that have a suggested monetary donation without making a financial contribution in honor of their service. (Dances, Sauna, Movie nights, Storyoake….)
Opportunity to be part of the success, sustainability, and thriving of Atlan
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