The Contacts Box was an address on the First Class intranet to which all local contacts had access and all messages posted there would automatically appear for local contacts and others who had such access. Higher-ups had such access, not those lower on the PWK chain.
Kaye (McKinnon super Aus honcho) suggested I write to the contacts box about how things are operating on the Gold Coast as it might interest others.
Since we began having monthly planning meetings over three years ago, we have developed a model which now works really well. It is the backbone of everything to do with events and such activities in this region. I will outline how it functions. If anyone would like to know more, please respond.
Originally the meetings were begun in 1994 primarily to gauge how our financial situation was (and was not) working. From that point we saw how everyone needed to be informed and involved in what was happening locally. So we continued meeting regularly for a "monthly planning and update meeting" to which everyone was invited.
We wrote guidelines and protocols for the running of the meetings. People wrote simple role descriptions for the key service areas. These are always reviewed each year - and whenever else they need to be.
About ten days before the next meeting everyone is made aware of the approaching meeting and is invited to pass on any agenda items to me. Invitation is by a printed piece of paper which I hand to each person (after a PWK event). If need be I explain what it is about as I pass on these details of time and venue. These days we can have up to 27 people. We had one last Friday evening with sixteen attending and three apologies. Most people will bring a small snack which is nibbled before and mostly after. We vary the venue - sometimes a public hall but usually a private house - different ones. (At the moment there would be just over forty people who would be seen at least once a month at a video presentation. Our mailing list is much longer. The average attendance at a video event at one of the main four evening events would be twenty. We also have a daytime program and a home video evening event, which attract smaller numbers.)
The chairperson rotates so that anyone who would like to do this has the opportunity. ( I call someone a few days before the meeting and invite that person to chair.) Because the atmosphere is friendly and relaxed it is not a daunting role. One person here has prepared a simple folder which is given to the chairperson, providing a guide on running the meeting. Chairing is mainly facilitating and time monitoring re the various topics. We usually meet at 6.30 pm through to 8.30 pm for a long meeting, but always aim for about an hour and a half. We begin with a short and lovely video to focus the meeting before any discussion.
There are certain items always covered - financial situation; the local calendar for the next three months (we use an overhead projector for this, as well as for the agenda and financial reports and graphs re finances) and decide together when to schedule various events such as intro, learning more; which venue to use for these; perhaps setting up a special event for the PWK's (we have just planned to screen "Long Beach '97 Special" on the last screening evening for this year so we go out with a bang.) It is always wonderful to see a better outcome because everyone has been involved in working it out. We check to make sure all is going OK in various areas of service (e.g. propagation, aspirants, instructor visits etc.) and solve the little and sometimes bigger issues that affect the quality of the programs in this region. If a service opportunity has arisen, it is offered at the meeting. People speak about what is involved and someone who has interest in taking on the service, offers. Because a person volunteers, there is sincerity and often passion and so it is easy to trust that they will take the task on well and carry it out adequately. I am always very impressed by the energy and enjoyment and outcomes that occur on all levels at these meetings.
People value the meetings and interactions are carried out with respect, care and good feeling. If you are going to try running things in this manner, learn to trust the meetings and their "power" and always bring everything to them, rather than have fragmented phonecalling and veiled discussions between a couple of people. This will only undermine so much including everyone's and the meeting's integrity and worth.
Decisions are voted on by everyone who attends. This is by a show of hands and the chairperson states the decision that was reached (majority rules.) If a topic needs further discussion and clarification it is carried over to the next meeting.
I write up minutes for each meeting. These are kept intentionally vague - no mention is ever given to M., Amaroo, or Elan Vital. The minutes are distributed very widely to people who attend events (PWK's, occasionally the long term aspirant.) I send a copy to Kaye. Even though they are kept vague - because just by slight chance someone could leave them lying around - everyone knows what the content means. They are a great way to inform everyone. When they are handed out, people really do read them quite avidly - they enjoy knowing some background and other nitty gritty bits. The documentation assists us when we wish to recall previous decisions.
During this year we have had two aspirants who made a habit of attending these meetings regularly. Before the day that they received K, they were both already flying. They have continued to be very involved - a beautiful flow that continues.
So with us all looking at plans, budgets, hopes and aims for 1999, you might like to incorporate some of the bits mentioned here. In conclusion, I would encourage you to create your own protocols together, write your own guidelines, etc.. Include food at the meeting - it relaxes people. Don't forget your sense of humour - it is an amazing tool. These all follow onto having respect and trust for others and service, and enjoyment of the focus and participation in M's world.