Example Structure (to be modified by group discussion)

Ex Meetings: Standard meeting pattern twice a month for full membership to review each team's progress and to build community (ex 2nd/4th Tues 5-7pm). Teams meet as desired following objectives agreed to by the full group. Business section of meeting follows standard Roberts Rules of Order agenda with minutes to record progress and share with others. For flexibility, hybrid meetings and voting will be used when possible for maximum participation/inclusion (ex. zoom option and online proxy voting). Each meeting will have a facilitator for efficient agenda management and a recorder to take minutes and post on the website for all members to read.

Ex. Standing Committee: Membership, Finance/Resource,  Events/Rally, Communications/PR, Outreach/Partnerships, etc

Ex. Teams: Dist 6 Accountability/Vance, Public Education Support, Christian Nationalism,  Separation Church/State, etc..

Ex. Mission/Vision: Defend Democracy & Fight Fascism while supporting: Liberty & Justice for ALL; the Constitution; Declaration of Independence; and free/fair elections. 

Ex Goals: 1) Diversify group to reflect community demographics, 2) Help elect government officials that support our mission, 3) Support quality inclusive education for all residents, etc….

Ex Objective: 1a) 10% population by age group: 18-24, 25-34, 35-44, 45-54, 55-64, and 22% for 65+

Ex Membership

Members agree to take action to support our mission; empower our fellow team members; follow the member guidelines; etc…

Ex Member Guidelines

Guidelines: Provide clear easy to understand and accessible guidelines

Start/End Time: set clear time frames to respect everyone's valuable time

Kind & Courteous: Treat all members with respect, especially when disagreeing

Civility: Avoid foul language or inappropriate gestures that might offend

Privacy: What is shared in the group stays in the group fostering a safe space to grow

Belonging: Foster a welcoming and inclusive atmosphere

Community: Encourage ongoing positive, productive, conversation and social interactions

Personal Attacks: No harassment, hate speech, bullying, discrimination, or spreading rumors/gossip

Graphics: Blur faces and avoid inappropriate or displeasing images

Participation Encouraged: Actively invite and welcome all members to contribute and connect

Topic Specific: brief relevant comments/posts should relate to current topic or agenda item

Disagreement: Engage in constructive discussions even when your opinions disagree

Interrupting: Encourage active listening, respectful engagement, and speaker brevity

Member Achievements: Acknowledge and celebrate member successes

Members/New: Make new members feel included and encourage them to participate

Promotions/Spam: No self-promotion, spam, and irrelevant links/content

Conflict Resolution: Directly engage with members to resolve conflicts in a friendly timely fashion

Example Agenda Overview

https://board-room.org/blog/roberts-rules-of-order-agenda/

Over 70% of all meetings are unproductive and unnecessarily long. There are many solutions for that, but a well-structured agenda bears fruit. It can cut meeting time by up to 80% and drastically improve decision-making. Many organizations refer to Robert’s Rules of Order while making agendas…

https://www.zoom.com/en/blog/meeting-agenda-examples/

An agenda transforms a meeting from an aimless time-drain into a focused, outcome-driven event, which is especially important for small businesses where time and resources are at a premium. Meeting agendas set clear expectations, guide the conversation, and keep everyone focused on the goals at hand.

A) Why create an agenda for every meeting? Meetings are an investment of your team’s time, and an agenda is the best way to get a positive return on that investment. Without an agenda, meetings tend to be unproductive and leave attendees frustrated. Creating a meeting agenda is so important because it helps you:

A1) Keep everyone on the same page: An agenda outlines the topics you plan to discuss and the order in which you’ll address them. This provides all attendees with the meeting’s purpose, expected outcomes, and their role in achieving those goals.

A2) Enable preparation: Sending an agenda ahead of time allows attendees to prepare for the meeting. They can gather their thoughts around each topic of discussion and even do some pre-reading if needed. This results in more constructive conversations and input during the meeting itself.

A3) Keep the meeting focused: The meeting organizer can allocate time limits for each topic to keep the conversation on schedule. If certain discussions start to drag on, the agenda provides an easy reference point to table that topic and move on to the next item.

A4) Provide follow-up guidance: You can use an agenda after the meeting to determine any follow-up actions or next steps. Attendees can look back at the agenda to identify owners and deadlines for any tasks assigned during the meeting.

B) Agenda Announcement:

B1) Meeting goal: Explain why you’re meeting and what you aim to accomplish. Be specific about discussion topics and desired outcomes.

B2) Date, Time, & Location: It may seem obvious, but don’t forget the basics! Include the date, start and end times, and exact meeting spot, whether that’s in person or virtual.

C) AI Robert's Rules of Order agenda template provides a structured framework for meetings, ensuring fairness and efficiency by following established procedures. Allocate time for each agenda item to maintain a productive pace.

C1) Call to Order: Announces the start of the meeting.

C2) Attendance Confirmed

C3) Approval of Minutes: Reviews and approves the minutes of the previous meeting.

C4) Reports: Includes reports from officers, committees, and other relevant groups.

C5) Old Business: Discusses and potentially resolves any unfinished business from previous meetings.

C6) New Business: Introduces and discusses new topics and proposals.

C7) Announcements: Provides an opportunity for general announcements.

C8) Adjournment: Officially ends the meeting after confirming next meeting time/location.

C9) Website Post: Post minutes to website with Agenda for future meeting.

Meeting Reference Examples:

https://www.zoom.com/en/blog/meeting-agenda-examples/

https://idealsboard.com/roberts-rules-of-order-agenda/

https://www.ibabs.com/en/roberts-rules-of-order/meeting-agenda/

https://www.bluedothq.com/blog/meeting-agenda-roberts-rules-of-order-template

https://board-room.org/blog/roberts-rules-of-order-agenda/