GA Meeting Outline
1) Facilitator greeting, bringing the room to order.
2) Around the room short introductions (depending on the size of the meeting)
3) Explanation of the process: Hand signals, stack, staying on topic.
4) Introduction of the facilitation team (and selecting people for roles not yet filled)
5) Rundown of the agenda, and explanation of what will be discussed in each section.
6) Emergency Proposals:
- If there is a time sensitive proposal (something that has to be acted on before the next GA) that was not able to be submitted to Facilitation before the meeting, this is the time to propose it so we can add it to the agenda at the beginning of the Proposals section. Please do your best to submit all proposals to Facilitation at least 24 hours before the GA whenever possible.
7) Working Group report backs:
- Each group should pick one person to give their report back. The report back should be prepared before the meeting, and it should be brief (try to keep it to one minute or less). If you need to go longer than that, just say at the beginning of the report back that you have a long one and need an extra minute or however long you think you'll need.- It's also good if you can briefly include what you'll be working on during the next week in the report back as well.- It's best if only one person gives the report back. If someone else in the group feels the person giving the report back left something out, it's ok if they chime in...but please let's try to keep this to a minimum.- Clarifying Questions: After each report back, we will first allow for clarifying questions from the GA so we are all clear on what has been reported.- (Relevant) Points of Information: After all clarifying questions have been answered, we will then field points of information directly related to the report back just given that are relevant to the entire GA. Please use discretion here. If the information you have is only relevant to the Working Group that has given the report back, please communicate with them after the meeting in person or via email.*****************- Concerns: Once all clarifying questions have been answered by the Working Group, we will allow for people to voice concerns about the contents of the report back. After we have heard each concern, we will do a temperature check on each concern to see if it's something that the GA wants to discuss. If it is, then we will add discussion of this item to the agenda after Emergency and Time-Sensitive Proposals. If it's not something the GA wants to discuss, then we ask the individual with the concern to please discuss the matter with the Working Group in question after the meeting, in person or via email, on their own time.******************
8) Emergency and Time Sensitive Proposals that need to be dealt with before the next GA will go first. We will deal with them in the order in which they need to be acted upon (i.e. a proposal that needs to be acted on this Monday comes before a proposal that needs to be acted on this Thursday).
9) Concerns raised during Working Group report backs. The facilitation team will ask to set a time limit on each concern discussion based on how much time, how many concerns, and how many proposals we have remaining.
10) All remaining proposals.
11) Announcements: It is very important that facilitators make sure to leave at least 5 minutes for announcements. When people come in and sit through a long meeting so that they can make an announcement, we need to make sure they are able to do so.