This example shows how the
current Article 5 of the bylaws would be divided into new bylaws and
rules/procedures.
NOTE: Original numbering left intact for purposes of
example.
5-1.1 Meeting frequency
General Assembly shall meet at least twice a year. Date and location for next meeting will be determined by the close of each meeting.
5-2.1 The General Assembly may hold special meetings in the following ways;
a) upon call of the Coordinating Committee.
b) upon agreement of delegates at a General Assembly meeting (fallback 2/3 vote).
5-3.1 Proposed agenda
Establishing agenda for all regular General Assembly meetings and special meetings is the responsibility the Coordinating Committee.
5-4.1 Quorum
A quorum will exist for the purpose of opening a meeting when 2/3 (rounding to the nearest whole number) of the regions containing active counties are represented.
5-4.2 Criterion for active county status
For the purposes of this section, an active county shall be defined as fulfilling at least one of the following conditions:
a) The county has a County Council;
b) The county has sent delegates to at least two of the last three meetings;
c) The county has held a General Meeting within the last six months in which at least eight registered
Greens were present, and delegates to the General Assembly were chosen. The county must notify State Coordinating Committee that the General Meeting has taken place.
5-4.3 Quorum for decision-making
A quorum for decision making will exist when 80% of registered delegates are present.
a) Delegates will sign in at the beginning of each session, identifying region and county.
b) Facilitators will conduct a role call to establish a quorum at the beginning of each plenary session.
5-5.1 Open meetings
General Assembly meetings are public and open to observers.
5-7.3 Voting
In the event that a vote is necessary to make a General Assembly decision, only authorized delegates will participate.
5-8.1 Consensus
Decisions of the Green Party of California shall be made at General Assemblies of the Green Party of California using a consensus-seeking process as follows:
a) Consensus is sought after adequate discussion, including the repeated asking for and discussion of any unresolved concerns, within the time and content limits of the agenda.
b) Any stand-asides will be recorded.
c) In calling for a consensus, any unresolved concerns will be recorded, and those unresolved concerns will signal a move to a vote.
d) Voting will be on the basis of a two-third majority for business and procedural questions, and an 80% majority to amend, repeal, or replace bylaws and to make policy decisions.
e) If there is a question as to which voting count to use, the higher percentage will be needed for a vote.
5-8.2 Items presented in proposal form
Items being presented before the General Assembly for a decision will be in the form of proposals advocated by one of the General Assembly committees.
5-8.3 Assignment of uncertain items
The Coordinating Committee will receive, for consideration, those items falling into areas where committee assignment is uncertain.
NOTE: Original numbering left intact for purposes of
example.
5-3.2 Draft agenda
The CC has the task of collecting items, proposing an agenda and circulating a draft at least 3 weeks in advance of a meeting.
5-3.3 Agenda package
The agenda package will include General Assembly committee draft proposals submitted by a General Assembly committee coordinator for pre-meeting consideration by the locals.
5-3.4 Agenda ratification
Ratification of the proposed agenda and times will occur at the beginning of the Saturday session.
5-5.2 Observer registration and identification
a) Guests and Green Party Observers will register with the host committee/door keepers.
b) For purposes of identification by the facilitation team, delegates, Green Party observers, and guests will wear different colored name badges.
5-6.1 Facilitation Team
a) Coordinating Committee will present a team to the General Assembly for approval at the beginning each plenary session
b) Team provides non-directive leadership, process clarity, honors agenda contract, promotes good will; facilitator does not give personal opinions unless clearly stepping out of her/his role as a facilitator.
c) Responsibilities: must be registered Green Party voter (if eligible to vote in CA), must have a working knowledge of "formal consensus" as defined in the GREEN PARTY OF CALIFORNIA, must be agreement with the "key values" of the GCoC, must have a working knowledge of the GREEN PARTY OF CALIFORNIA bylaws and guidelines, must be experienced at facilitation or have attended a workshop on same.
d) The use of gender-stacking; that is that the order of the "stack" would alternate; one woman-one man, shall be considered as first choice for use by the facilitators.
5-6.2 Minutes/Note Taker(s)
a) Coordinating Committee, facilitation team, and/or hosting committee will provide at least one notetaker for each plenary session.
b) Note takers will compile an accurate record of the session highlighting decisions made and tasks taken on by delegates or others.
c) Note takers will receive from committee leaders, copies of the committee proposals to be presented the plenary. These will be included in the record as received and as amended during the session with notation as to disposition of the proposal.
d) Minutes of every statewide meeting will include a status report from each functioning General Assembly committee.
e) The Coordinating Committee has the responsibility to see that minutes are properly recorded and gathered together at the close of a General Assembly meeting.
f) In a timely manner, a copy of the draft minutes will be sent to each region and uploaded to EcoNet the green.party conference.
5-6.3 Meeting Scribe
a) The facilitation team will find a person to act as a public scribe for the purpose of writing on a board, or large piece of paper, those concerns or items of discussion that come out in the plenary sessions.
5-6.4 Timekeeper
a) A timekeeper will work with the facilitation team to guide the group through the agenda contract.
5-6.5 Vibes Watcher(s)
a) Vibes watcher(s) are presented to the General Assembly by the facilitation team before the session begins.
b) Vibes watchers are keepers of the group's cool - they pay attention to the overall mood or tone of the meeting. Only vibes watchers may interrupt the proceedings at any time to call for a time-out, break or to remind us all of our shared values and goals.
5-6.6 Doorkeeper(s)
a) Coordinating Committee, facilitation team, or hosting committee will arrange for someone to be a doorkeeper at each General Assembly session.
b) Doorkeeper(s) will see that all persons sign-in and receive delegate or guest information packets.
c) Doorkeeper will keep a running record of delegates in the meeting room and be prepared to provide this to the facilitation team at all times.
5-6.7 General Assembly Delegates
a) Delegates will sign-in before the first plenary session listing their county.
b) Delegates will be familiar with the bylaws and guidelines.
c) Delegates assume the responsibility to participate in all General Assembly sessions contracted in the agenda.
d) If a delegate must leave the meeting before the agenda has been completed, she/he will notify the facilitation team so that they will have an option to move to critical agenda items before the departure.
Section 5-7. Participation in General Assembly
Decision-Making
5-7.1 Priority to authorized delegates
Authorized delegates representing locals will be given priority in decision-making discussions. At the discretion of the facilitation team, and time permitting, observing Green Party members and guests will participate in these discussions.
5-7.2 Orientation
All persons intending to participate in General Assembly meetings will first attend the meeting orientation session.
5-8.4 Allotment of discussion time
The Coordinating Committee, in consultation with the agenda planners and the General Assembly committee coordinators, will assign each committee a finite amount of time before the General Assembly in plenary session. Times will be listed for presentation of the proposals and for discussion/approval. These times will be reviewed and ratified as an agenda contract at the beginning of each day's meeting.
5-8.5 Role of committee coordinator
The committee coordinator, or her/his assignee, will act as a "floor manager" for this block of time. The floor manager will assign proposals to the appropriate presenter for submission to the General Assembly.
5-8.6 Guidelines for prioritization
The committees will use the time allotted for proposals, reports, brainstorming, workshops, etc. within following guidelines for prioritization:
a) Proposals to advocate before the General Assembly.
1. Committee generated material.
2. Non-GPCA generated material.
b) Other material, workshops, etc.
5-8.7 Presentation of a proposal before a meeting
a) If possible, the committees will circulate proposals in the pre-meeting agenda package (and by EcoNet) to the locals.
5-8.8 Presentation of a proposal at a General Assembly meeting
a) General Assembly committee coordinator (presenter) gives a written copy of the proposal to the minutes takers. At the same time, copies are given to delegates or a copy is posted by the scribe.
b) The presenter provides a brief statement on the background of the proposal and how the committee decided to bring it before the General Assembly for decision.
c) The presenter reads the proposal which includes:
1. What action is required by the Green Party of California?
2. What timetable is anticipated for completion?
3. Who will be accountable to report progress to the General Assembly?
4. What are the budgetary implications of adoption?
d) Time is given in the agenda for delegates to review the proposals from the committees.
5-8.9 Details of process flow
a) The facilitation team determines if a quorum exists.
b) General Assembly committee presenter for a given proposal answers "clarifying questions" from delegates.
c) Facilitation team checks for affirmations and concerns.
1. Concerns are listed by the scribe where all can see them.
2. Facilitation team gets a feel for everyone's assessment of the proposal.
d) The group seeks to resolve those concerns deemed legitimate by incorporating them into the proposal presenter must agree to modifications before they can be made. Note takers read back any modifications to be sure they are properly recorded.
e) The facilitation team asks if there remain any unresolved concerns.
1. If there are no remaining concerns, the proposal is adopted with the plan for implementation.
2. If concerns remain, go to the next level for resolution.
f) The facilitation team asks those holding concerns if they are willing to allow the group to adopt the proposal without their approval, having their unresolved concerns listed with the plan for implementation.
1. If those holding such concerns are agreeable, these "stand aside" concerns are recorded with the note takers and included in the minutes with the adopted proposal.
2. If the person holding a concern is unwilling to stand aside, the facilitation team moves to the level to seek a resolution.
g) The facilitation team addresses the remaining concerns one at a time as follows:
1. The concern is restated.
2. Questions clarify the concern.
3. Discussion focuses on the single concern.
h) The facilitation team asks if all concerns are resolved.
1. If yes, the proposal is adopted; stand asides are recorded with the implementation plan.
2. If no, facilitation team asks for stand asides.
3. If concern remains and is unwilling to stand aside, go to the closing options.
i) Closing options are the prerogative of the presenter and the advocating committee. They include:
1. Return the proposal to committee for further refinement and an attempt to resolve the legitimate concerns raised.
2. Suggest the empowerment of an ad hoc group made up of representatives of the remaining concerns and advocates of the proposal to reach some fair resolution and:
i) to act on behalf of the Green Party if time is critical in the matter or
ii) to return to a subsequent plenary with a recommendation for adoption.
3. Request additional time in the plenary to reach a resolution of any remaining concerns.
4. Request that the General Assembly use the voting option.
j) Requests for additional agenda time for an item will include a specific number of minutes and whether the time will be added to the length of the meeting or if it will come from some other item. An 80% vote of the delegates is necessary to approve the request for more time.
k) Voting.
When the closing option of voting is selected by the presenter of the proposal, the facilitation team will proceed in the following steps:
1. The note taker will be asked to read the proposal as it stands.
2. The scribe will record the vote of the delegates where all can see it by "yes", "no" and "abstain".
3. The facilitation team will call a role and record each delegate vote with the help of the doorkeeper.
4. 2/3 vote is necessary to approve a "business" item.
5. 80% vote is necessary to approve a "policy" item.
6. If uncertain, the 80% figure is necessary.
7. Abstentions are not counted in calculating the percentage vote, however if 20% or more of those voting abstain, the proposal fails.
8. The roll call recorded vote will be included in the meeting minutes.
l) When time runs out....
The time keeper will notify the facilitation team when three minutes remain in the time allotted for proposal. At this point, the presenter will decide on a closing option.
5-8.10 Points of order
a) Any delegate may signal the facilitation team (by raising two hands) on a POINT OF CLARIFICATION if they do not understand the procedure or they believe a violation of these procedures has taken place. In doing so, they must identify at the outset which item in these procedures is at issue.
1. The facilitation team will rule on the point of clarification.
b) Any delegate may signal the facilitation team on a POINT OF PROCEDURE if they have a procedural suggestion that they feel will aid or improve the facilitation of the discussion. Signal with two hands.
c) A POINT OF INFORMATION may be asked for at any time:
1. By the facilitation team when there is an item of information that is important to the discussion; or 2. By a note taker when there is some item of information that is important to record.
5-8.11 Consent Calendar
a) The Coordinating Committee may place on the agenda a consent calendar, of proposals judged to be noncontroversal. These proposals may be approved without presentations, clarifying questions, or debate.
b) Any proposals so presented must have been made available in written form to the county organizations and the delegates prior to the meeting (but in no case later than the agenda packet); and any proposal that receives any objection at the time it is presented will be removed from the consent calendar before approval.
c) The Coordinating Committee shall assign each proposal on the consent calendar to a committee oncontingency basis. Any proposal removed from the consent calendar by objection shall be assigned its contingent committee for consideration.
d) After consideration by the committee to which it was assigned, the proposal may then be presented the General Assembly for approval.