OUTLINE OF THIS DOCUMENT
(update: In January 2006, DAWN shortened its meetings to one hour with the basic format of discussion, working group and DAWN action report backs, proposals, and announcements, with introductions/roles/following week roles/including the Biweekly Executive Committee random selections/treasurer reports. This guide is still mostly accurate, but for revisions please refer to meeting notes, especially in the Fall of 2005 and January of 2006)
1) DAWN Meeting Structure
Facilitator(s) are encouraged to propose a meeting structure that fosters
a DAWN meeting where work is done while simultaneously leaving flexibility
for current events discussion and time to address new proposals. A successful
structure used in meetings previously is suggested below:
I) Roll Call -- Intros / Roles Review and Assignment
II) Approval of Previous Meeting Notes
III) Treasurer's Report
IV) Current Events Discussion
V) Old Business
VI) Working Group Report Backs
VII) New Proposals
VIII) Working Group Breakouts
IX) Breakout Report Backs / Proposals
X) Announcements
XI) Close - Next Meeting Date, Time, Location & Facilitators
Points I, II, III & XI shall be included in
all DAWN meetings.
Points IV through X shall be the Meeting Agenda, the parts of the meeting
created and shaped by the DAWN Participants at the meeting.
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2) Roll Call, Approval of Meeting Notes, Treasurer's Report
a. At the start of the meeting, the meeting Facilitator(s) will lead
brief introductions, review meeting roles, and secure DAWN Participants
to fill meeting roles (see Meeting Roles #4).
b. The first item of business shall be the approval
of the notes from the previous meeting, which are to be copied
and distributed to all present by the previous note taker.
c. The second item of business shall be a financial report presented
by the treasurer.
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3) DAWN Meeting Agenda
a. Old Business - Facilitators shall offer
the DAWN General Meeting the opportunity to return to any old business
that may remain to be discussed or not decided upon in a previous meeting.
b. Reports -- The Facilitator shall offer
the DAWN General Meeting the opportunity to ask for meeting time for working
group reports or general reports. If there are no objections, reports
will be placed on the agenda set with time limits. Once all reports have
been assigned to the meeting agenda with time limits, reports shall begin
and be completed in the time allotted. Time permitting, Facilitators may
entertain motions to discuss reports.
c. New Proposals - The Facilitator shall
offer the DAWN General Meeting the opportunity to ask for meeting time
for new proposals. The Facilitator shall use the Proposal Procedures to
see that new proposals are properly addressed (see Proposal
Procedures #5).
d. Working Group Breakouts - This is where
work is done at the meeting. Facilitators shall list on the agenda and
announce any breakout group offered by the DAWN General Meeting. In addition,
the Facilitator will recommend a time limit for the breakout period, which
will be adopted if there are no objections. DAWN Participants shall have
the opportunity to join any breakout group and work on projects during
the time allotted.
e. Breakout Reports / Proposals - The Facilitator
shall call for the working groups to return to the General Meeting and
offer any reports or new proposals that may have been created during the
breakout period. These proposals are handled using the Proposal Procedures
(See #5).
f. Announcements - Facilitators will ask
the DAWN General Meeting for any announcements.
g. Meeting Close - The Facilitator will announce
the next meeting date, time, and location with no objections. In addition,
the next pair of Facilitators shall be chosen and announced.
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4) DAWN Meeting Roles
DAWN Participants are encouraged to fill the important meeting roles
listed below:
The Facilitator(s) - helps the DAWN General
Meeting setup the meeting agenda, carry discussion, and come to decisions
about topics and proposals put forth by DAWN Participants. The Facilitator
shall be empowered to count a vote on any proposal.
The NoteTaker - keeps the notes of the meeting
and is responsible for posting the notes to the DAWN listserves within
48 hours of the meeting. In addition, they are responsible for printing
and providing copies of the notes at the next DAWN General Meeting. The
notes need only to reflect what decisions were made on proposals and the
titles and contact info for any new working groups formed at the meeting
plus anything the Facilitators may want especially highlighted in the
meeting notes. The NoteTaker shall be empowered to ask that any proposal
be repeated to ensure accuracy in the notes.
The StackKeeper - when ANY discussion isd, the StackKeeper records the names and then recognizes DAWN Participants
who want to attain the floor to speak.
The TimeKeeper - helps keep agenda rolling
along by watching that the discussion stays to a decided allocated time
period. During discussion, the TimeKeeper shall announce when there are
only a couple of minutes remaining and ask that the Stack be closed.
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5) DAWN Proposal Procedures
a. The Facilitator calls for proposals if and only if a
quorum of 12 DAWN Participants is present.
b. Each proposal must be seconded to be considered.
Once seconded, with no objections the Facilitator allocates time for discussion
and a decision on the proposal. The Facilitator then repeats the language
of the proposal to ensure accuracy, and the NoteTaker records the proposal
in the notes.
c. After a proposal is brought to the floor, the Stack
isd for discussion.
d. The StackKeeper shall record and recognize DAWN Participants eager
to attain the floor for discussion. No one shall speak until she or he
has obtained the floor.
e. The Stack Keeper recognizes each speaker in turn until the TimeKeeper
asks for the Stack to be closed. At this point the Facilitator will ask
the General Meeting for any last requests to be put on Stack before discussion
is closed. If there is a large response, the Facilitator shall suggest
extending the discussion period with no objections from the General Meeting.
The discussion continues using the same procedure outlined above in letter
(e).
f. Once the Stack is exhausted and the discussion is closed, the Facilitator
inquires whether there is anyone present who objects to the approval of
the proposal. If there are no objections, we have a unanimous decision.
If there are objections, the Facilitator may
decide to offer objectors the opportunity to speak before a vote is taken.
g. The Vote -- A proposal passes with an
80% majority of DAWN Participants present and
voting. Participants shall remain raising one hand high until the
vote is counted.
h. Friendly Amendments -- Often a DAWN Participant
will desire that a proposal currently before the group be amended. In
this case, the Participant shall obtain the floor and state precisely
what language in the proposal she or he would like to add, delete, or
change. The proposal maker will have the choice to accept or reject the
friendly amendment. If accepted, the Facilitator restates the newly amended
proposal and it is re-recorded by the NoteTaker.
i. Amending By-laws or Meeting Procedures
-- In the event that DAWN's By-laws or Meeting Procedures need to be amended,
a proposal to this effect is treated like any other proposal. However,
no proposal to amend the By-laws or Meeting Procedures shall be considered
that has not been submitted, in writing, to all Participants present at
the previous meeting and posted on the DAWN-DISCUSS
listserve.
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6) Event/Action/Project Endorsements by DAWN
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Level One Endorsement -- DAWN endorses the
event/action in name. This allows the person or organization seeking the
endorsement to use The DC Anti-War Network (DAWN) name and/or logo on
promotional materials relating to the event/action. Also, DAWN will
up our advertising avenues to promote endorsed events. This includes giving
access to publishing
the event/action on our on-line
calendar and allowing the use of our dawn-dc@yahoogroups
announcement listserve. Organizations seeking a Level One endorsement
should also be prepared to come to our meetings with promotional materials
so to have DAWN participants help spread the word.
Level Two Endorsement -- implies all of the
above, plus the creation of a Working Group to assist in planning and
executing the event/action. Level Two endorsements allow the organization
or person seeking the endorsement to advertise the mission and contact
info of this Working Group on our on-line Get Active
page. If you seek a Level Two endorsement, please be prepared to send
around a sign-up sheet at our meeting so to recruit volunteers from DAWN
into your new Working Group.
Level Three Endorsement -- implies all of
the above, plus the allocation of funds from the DAWN general account.
Does your event have a budget and require funding? Ask DAWN for money
by requesting a Level Three endorsement.
Level Four Endorsement -- for autonomous
organizations to have DAWN endorse their organizational mission and goals
so to become a DAWN organizational affiliate. These organizations get
prominence on our website in addition to providing opportunities to share
more resources such as funding, contact databases, and volunteers and
sharing tabling at events.
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