Geek Meetings

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Preface

Geek Meetings is a standard procedure for handling meetings. It is based upon the MIBS SRC3. Geek Meetings was created as an alternative to the MIBS to update language, add new items, and remove items that didn't fit in with the Mission of this group. This document may only be amended in a way prescribed by the By Laws of the governing group. The current original incantation was molded into what it is by Arron Lorenz, and distributed under a Creative Commons license.

From Arron Lorenz "I have adapted these governing rules in a way that allows for a true combination of online and offline group governance. When Robert wrote the Rules they were meant to move a meeting that lasted weeks at a time along, and then break for months at a time. This did not allow for much alteration of allotted discussion time. We have the option now to debate and discuss before ever calling a meeting to order."

From the original creators HakDC It is designed to be a replacement for Robert's Rules of Order. Version 1.0 was written by Nick Farr who said:file:///opt/browser_ads/Commercial.html"Roberts Rules of Order was designed for people who like meetings and can't stand each other. MIBS SRC3 is designed for people who hate meetings, generally get along pretty well, but can sometimes get pretty opinionated and obstinate about thorny issues AND tend to ramble on at length. This process is designed to bring drama down to a manageable level."�

The Basic Ideas

Be a closer/finisher/doer Fix problems BEFORE the meeting. If it does not REQUIRE a vote do not vote. If you have the best idea compile supporters/facts/benefits/and possible downsides. Be prepared to explain the good and bad! No solution is perfect so please don't sugar coat. Keep meetings as short as possible Keep everyone informed Keep the discussion on track while encouraging different ideas and perspective. Give everyone a chance to speak and offer solutions Seek out information on your own before the meeting, try to answer your own question before the meeting. Handle problems outside of meetings Take basic input and solve problems outside of meetings Most everything should be decided on a wiki, over mailing lists and any other communication method that reaches all members. Come to meetings with solutions, finalize them in the meeting. Keep drama manageable Be willing to try something new/different. Try to achieve unanimous consensus When consensus does not seem possible, suggest the the group postpone and re-work until you can reach consensus. When solutions keep being postponed, the majority rules.

Before the meeting:

If you are working on something cool, bring your elevator pitch! Let everyone at the meeting know about it! Post to the wiki, blog, etc. Stick around after the meeting to demo, answer questions, etc. Make sure you are ready to act. Things move quickly and your idea can become a project in no time. Avoid bringing issues to meetings. Solve them on your own. Avoid making new policies. Avoid bureaucracy. Avoid special meetings. Use e-mail, wiki, IRC, Jabber, tacking notices to the wall and any other communication method to define the problem and seek solutions. When issues cannot be solved by daily consensus, (or require membership/board approval for legal reasons) submit them for the next meeting as an agenda item. Make sure each agenda item has: A BRIEF SUMMARY of the relevant problem A more comprehensive discussion of WHAT the problem is WHY it's relevant to the membership, board, etc. WHO is involved BUDGET if any is required Describe the proposed solutions. List pros and cons of each solution. Propose ONE BEST SOLUTION as official agenda proposal to be adopted in the "Consent Agenda" Suggest the time it should take to achieve resolution on the issue. All agenda items should be submitted at least 48 hours in advance of a meeting, but may be added at any meeting by any member at the discretion of the presiding officer -- provided what the issue to be discussed and how to resolve it meets the guidelines outlined above.

The Meeting Agenda

Each meeting should have an agenda. The cut-off time for addition to or revision of the agenda's items is three days preceding a regular meeting. This allows time for the members to review the agenda, proposals, and to see if they have any objections worthy of pulling the item from the agenda.

The agenda should include:

Draft minutes of the last meeting The Secretary shall post them in a way prescribed by the guidelines above or by any special governing By laws or required legal posting. Highlight all of the relevant ideas and arguments presented by each member for each agenda item. Provide a list of members present at each meeting. Provide a list of member reports, and a relevant contact point for each report. The minutes of any meeting shall be posted in draft form immediately after the meeting and continually revised by the members until "perfect". In a perfect meeting, members have read the minutes and made any necessary corrections by three days following a member meeting. The Consent Agenda Each of the newly proposed agenda items first appears in the consent agenda. Any member present at any meeting may pull an item out of the consent agenda for discussion, at which point it goes under "New Business". If nobody objects to the solutions presented by the consent agenda, everything in the consent agenda passes by consensus. (This is to encourage people to discuss solutions and policies ahead of time.) In a perfect meeting, the consent agenda passes everything without debate, because it was discussed and agreed to before the meeting. The consent agenda shall be frozen three days prior to the meeting to encourage members to review and discuss the agenda in its final form prior to the meeting. Officer Reports Each of the Officers should submit an official report by three days before the regular meeting. Questions from any member of interest to the membership at large should be fielded at this time by the officers. In a perfect meeting, everyone already asked their questions of the officers and the officers included those answers in their report. Member Reports Each member who has work or a proposed project they wish to share with the group may ask for time to address to the group now. In no case will ther