Policy Example: Decision Board

1 USE THE DECISION  BOARD FOR:

1 Changes or additions to routine procedures

2 Committee recommendations not complex enough to bring to a GM

3 New ideas brought by individuals or an ad hoc committee outside scope of standing committees and not complex enough to bring to a GM

2 DON’T USE THE DECISION  BOARD FOR:

1 Spending money outside committee budgets

2 Issues that generate opposing opinions and/or heated emotions.

3 Decisions that alter common areas or infringe on individuals’ property.

4 Gathering opinions for a more complicated proposal.

3 STEPS TO FOLLOW IN USING THE DECISION  BOARD

1 Contact a facilitator to help as ‘shepherd’ for your proposal and determine if it is appropriate for the Decision Board.

2 Post a clearly written proposal and scheduled meeting to review and affirm proposal at least 7 days after the posting including:

a. author name(s), date posted

b. meeting date, time, and place.

3 Disseminate proposal and meeting information to all community members through newsletter or mailboxes.

4 Post a Comments Sheet with plenty of room for writing and signatures.

5 Comments must be signed.

6 Monitor the Comments Sheet.

7 If there are no concerns listed, the proposal is approved with no review meeting necessary

8 If concerns are expressed, call those not in agreement prior to meeting to determine if:

a. concern(s) requires changing the proposal; or

b. a modification can be suggested to address the concern.

9 If concerns remain, plan and hold meeting with shepherd/facilitator to address concern and attempt approval.

10 If no resolution is reached at the meeting, remove the proposal from the Decision Board. Work with the shepherd to revise the proposal for re-posting on the Decision Board (following Steps 2 through 5), withdraw proposal, present to a Community Meeting, or take another course of action.

11 Once approved, (either at review meeting or a community-wide meeting), publish the results on the Decision Board and in the newsletter.

4 HANDLING DISAGREEMENTS ABOUT PROPOSAL OR PROCESS: If you took part in the Decision Board process and were dissatisfied with it, contact the proposal’s shepherd or any member of the Facilitation Team to request a review and, if necessary, to re-do the process.

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