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MartinG
Joined: 20 Sep 2007
Posts: 305
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 Constitutional Review - towards our AGM and beyond |
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In relation to the ongoing Constitutional Review, preparations for the meeting to discuss proposals on Thurs 24 Sep 6.00-8.00pm, and our AGM on Sat 24 Oct 2.30 - 6.30 pm (followed by our 2nd Birthday Party from 7.00pm ... come help us celebrate!). All very welcome.
I would appreciate if this space was kept free of comments; there is more to be posted here summarising proposals to be considered and it needs to stay readable. Please start a 'new topic' here rather than 'reply' for debate. However do feel free to put forward constructive proposals here - please keep them concise 
You are also invited to send your (concise!) thoughts by email to Martin G : livelihoods2020*AT*transitionbrightonandhove.org.uk (in confidence)
To be posted in this space (coming soon):
Overview - how did we get to where we are now?
What have we already agreed and what did we agree we don't yet agree on?
References: If this isn't already information overload, then useful sources for digging deeper are listed.
Summary of the main tensions, themes, issues, concerns, frustrations.
Draft suggestions for ways of working, principles and so on... for consultation, debate and improvement with wide input.
What is the best way of doing what we want to do - we are currently an unincorporated (not-for-profit) association... should we stay as we are, or proceed toward a LTD company, Community Interest Company (CIC), Charitable Trust, Cooperative etc?
Electing an 'Enabling Group' to better support TBH - who, to do what, how?
Outline sketch for an AGM agenda
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Martin G |
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| Sat Sep 19, 2009 2:47 pm |
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MartinG
Joined: 20 Sep 2007
Posts: 305
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| 1. Historical overview – where have we been, what's next? |
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1.Historical overview – where have we been, what needs to happen next?
Update: TBH, constitution, organisation and AGM
Edited, integrated, coordinated by Martin Grimshaw and David Greenop, with input and support from many others.
You are warmly invited to help us launch into the year ahead with gusto - AGM Saturday 24 October 09 2.30 – 6.30pm, followed by the TBH 2nd Birthday party 7pm till later, At West Hill Hall, Compton Avenue, Seven Dials, Brighton BN1 3PS
1. History & context: a reminder of why we are where we now are....
[A personal interpretation by Martin G; there will no doubt be others]
The Hub
There was some excellent initial work done initiating the organisation and implementing a strategy for nurturing the movement, awareness raising, enabling actions. A lot of interest and excitement was generated. There was a very sincere motivation to lay the foundations of an effective, inclusive and exciting movement, inspired by the Transition Towns model. A 'Hub' (something like a supportive steering or organising committee) was tasked with making sure that things happened, such as organising meetings and helping people to get started on projects and learning.
There was a lot of consideration given to being open, democratic, inclusive and really engaging with people's interests and motivations. As part of this process the Hub, while not officially disbanded, shifted to a monthly Forum meeting, with active members from across the various interest groups (in theory) taking part in decision making, strategic planning and supporting each other. Partly this shift was inspired by the Transition concept of 'design the group's demise', partly also because it had been aired that the Hub was getting 'a bit cliquey', despite the admirable efforts of those involved.
The Forum
The new Forum might have worked well given enough active members, healthy working relationships and continuing momentum, but the Forum didn't live up to expectations...possibly due to lack of commitment and strong roles, with people drifting in and out. This coincided with a period of considerable disagreement about what we should be doing and how. Weak communication contributed to a difficult atmosphere, which didn't feel positive, constructive, supportive, nurturing, with many members disengaging and a general sense of drift and ineffectiveness. Some members were tired of criticism and dramas, demoralised or discouraged.
In other words, the common problems found whenever humans gather to try to get something done.
Drift, problems, attempts to resolve them
Two public facing meetings were held in September and December 08 to provide a space for some strategic thinking about where TBH was going, which exposed serious conflicts and bad feeling, which contributed to many members leaving. Subsequently another was arranged for Jan 09 around working with differences and conflict, and the Jan 09 monthly forum was devoted to structure and organisation. By that point most people were exhausted and came to the last one with a desire to put to bed some of these issues and move on without going back over this ground, ever. Some very basic common ground was reached and some important organisational issues were resolved (summarised below). A committee was sent off to try to resolve outstanding constitutional / organisational issues, so everyone else could stop navel gazing and get on.
Progress
In the absence of strong consensus about shared goals or principles for working together, TBH limped on according to various interpretations of the spirit and aims of TBH, with many positive actions and events progressing, milestones achieved, new members joining.
Simultaneously however, enthusiasm flagged among many and others left feeling disgruntled, exhausted or went where they felt they could be more effective. Most people just want to get on with fun and useful projects and receive support to do so.
The constitution committee and emerging themes
The five people charged with sifting through the many issues and suggestions also needed some breathing space to focus on constructive work; there was little time, energy or enthusiasm for embarking immediately. Time has moved on, and 4 members of the committee have expressed either that they no longer wished or had time or enthusiasm for getting very involved or needed a pause. Others have been keen to contribute material and suggestions from the sidelines.
The process is now being led by Martin G, with support from David G.
Since there is currently nobody responsible for organising the AGM or anything else, progress on all fronts has been laborious, draining and slow, while developments since the January forum have brought some issues to the fore, such as:
a need for guidelines for running projects and events
responsibilities and legal liabilities for when things go wrong
a lack of accountability and organised peer support for those embarking on projects
conditions and appropriateness for using the Transition name
how to handle money and people getting paid.
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Martin G |
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| Sat Sep 19, 2009 3:13 pm |
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MartinG
Joined: 20 Sep 2007
Posts: 305
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| 2a Current constitution, previous agreements, still to agree |
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Not reinventing the wheel
We can not lose the fruits of the hard & valuable work done in those earlier meetings mentioned, but reviewing it all is not for the time-pressed or easily disheartened. Anyone feeling masochistic enough are very warmly invited to click on the links below; perhaps a quick skim approach would help. Or skip ahead at this point for a summary of the key points.
Notes from 24 Nov 08 'Who Are We And What The Hell Are We Doing Anyway?'
http://forum.transitionbrightonandhove.org.uk/viewtopic.php?t=373
Notes from 8 Dec 08 'How do we build a collective vision in a diverse community?'
http://forum.transitionbrightonandhove.org.uk/viewtopic.php?t=371
Notes from 12 Jan 09 'Working with Difference and Making Key Decisions'
http://forum.transitionbrightonandhove.org.uk/viewtopic.php?t=402
Notes from 28 Jan 09 Forum meeting (on structure and organisation) – NOTE – A SHORTER SUMMARY IS GIVEN FURTHER BELOW
http://forum.transitionbrightonandhove.org.uk/viewtopic.php?t=410
Current TBH Constitution as it stands, as endorsed at a general meeting in Feb 08, where we became an 'unincorporated not-for-profit association'. Note: it was intended to be a first draft to get us going (for legal purposes and as part of our birth into the Transition Network) while we grow, evolve, determine what will be most useful for our future direction and find consensus.
http://forum.transitionbrightonandhove.org.uk/documents/tbh_constitution.pdf
Elsewhere, some preparatory work was done on how to handle money and principles for working, but not agreed. There has been a lot posted on the webforum about these issues, but it gets difficult to follow amidst all the noise, and without a good way of organising it.
What needs to happen next?
Below the key issues already agreed and yet to be agreed are summarised (in particular from 28 Jan forum), including electing an Enabling Group at the AGM.
Martin G and David G are currently preparing for the AGM, which is many months overdue, for the reasons discussed above, and summarising the various options for organising and constituting ourselves.
Identified priorities and suggestions for the constitutional review are summarised elsewhere.
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Martin G |
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| Sat Sep 19, 2009 3:18 pm |
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MartinG
Joined: 20 Sep 2007
Posts: 305
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| 2b Reminder: consensus on key points, yet to be resolved |
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Reminder of consensus on key points, common ground and on what is yet to be resolved (Martin's summary from 28 Jan 09 forum notes)
Key agreements and issues to be resolved – edited and summarised by MG from 28 Jan 09 forum notes
It was agreed that TBH needs an 'Enabling Group', to fill roles required for the purpose of obtaining funding, fulfilling legal requirements, and getting things done. Key areas of agreement were found and issues to be resolved in any new draft of the constitution highlighted. Some comments and suggestions were captured and are included below.
a) Next Steps:
1. Electing an Enabling Group and approving a Constitution at our AGM
2. Constitution committee to prepare a revised and short draft on the Constitution for approval at AGM in March
b) What we agreed on structure of TBH:
In answer to ‘how would you like TBH to work?’, seeking to resolve some of the key issues raised in our 24th November 08 and 12th January 09 special meetings:
(1) TBH is a community of people with a shared interest in social and environmental issues and a wish to tap into community potential. It includes everyone in Brighton and Hove who is connected with thi(1)What roles are necessary for an Enabling Group [MG – and qualities needed for them, process of 'electing' candidates]?
(2)Where, if at all, do we need to make decisions together beyond our constitution?
(3)What is the role of our monthly forum meetings, what would we like them to be? (eg for networking, exchange of ideas and learning, social contact, open agenda, making decisions, more formal with agenda publicised in advance, informative, fun and inspiring, or productive and business-like, strategic long term planning and 'steering' of TBH or a place to check our action ideas out with a few others informally?)
Suggestion:
A 'decisions on planned action' exchange section could be set up on the website for this to distinguish it from general topics, or for sharing between groups or capturing our learning.
(4)What is acceptable or not (eg. project ideas, website content, someone using our name but not acting in line with our purpose and general approach).
Comment: It is unlikely that we need a monitoring or “boundary management” role very much and hopefully not at all; it could be more like a safety rule only, rather than a central 'controlling' body.
(5)Whether or not transition Brighton and Hove is in practice a 'transition initiative' as we intended to be when first formally included as one in Sept 07. How closely should we follow the '12-step transition' model. How to address this question as part of agreeing our overall approach and strategy. To discuss informally in Forum meetings?
(6)Proposals for Self-organising as a Network:
[Let anyone try these out and share the results – no agreement by all needed here!]
(a) Visitors across Groups:
Representatives of groups can visit other groups for better intergroup communication.
(b) Telephone Tree:
Use “a telephone tree” (pond ripple) method for communicating around our network rather than just website or emails. Each person agrees to talk with 3 or 4 others to ensure that everyone is kept informed, in touch, feels supported and welcome, and to nurture relationships, while being manageable for all.
(7)Needs behind Proposals for Ways of Organising and Working together:
These were introduced during the meeting; we did not discuss or agree on these but some are noted here:
Our Structure needs to:
(a) Fit our role – Empower, inspire, enable – rather than constrain. Everyone can be a leader (or show leadership qualities) in different ways by playing to their strengths and taking on roles in which they are supported by others (seek feedback from others)
(b) Fit the values of the Transition Movement (see Rob Hopkins Handbook and the evolution and learning of TTT, TN and groups around the wider movement), and align around a core purpose and key aims and roles (e.g. a community engager, enabler etc). – our “identity” or “brand”.
(b) Be the minimum structure at this and other stages needed for our aims and sense of community [simplicity]
(c) Enable us to make some decisions together where absolutely necessary
(d) Meet the basic needs of providers of funds
(e) Meet what is required to have the legal status of the group that we are or might become (eg Charity, Charitable Trust, CIC, Coop, LTD, unincorporated association)
(f) Manage the boundary between what is acceptable/not – while having a broad enough purpose and inclusive approach and values to attract most or many people in Brighton and Hove.
(g) Support-networking and experience-sharing meetings to which all our invited (such as the Forum could become now), combined with a social element, that attract people..
Comment - Learning how to work together in a form of organising [as has been practised to date in TBH] that may differ from our expectations and assumptions and clash with or reinforce our hopes or fears:
'People struggle that there is no 'authority' in TBH, and no-one is in charge of what happens or what anyone does. This ‘flat pyramid’ structure is unique, and makes organisational history. I have never even heard of any other body structured like this. We instinctively and habitually look for someone in charge to praise or blame, and abhor the vacuum. We are disturbed to realise that if we want something to happen, we are responsible to make it happen. If we can’t take that responsibility this structure is scary, and we seek to fill the vacuum. However, if we can take that responsibility, this structure is refreshing and inspiring, and stimulates our creativity. This is the exciting thing about the Transition movement'.s community of interest in any way.
(2) There are also some specific projects with narrower aims and principles.
Comment: A recurrent theme has been how we like to see ourselves, now and in the future, our relationships with other groups (currently or desired) and how that might affect the way in which we organise or are constituted:
'Community of interest mode' which shares a broad and hopefully inspiring aim, more like a movement, and a 'Community of practice' and 'projects mode' which is like a network of project groups with specific aims and success indicators agreed within these groups and in line with our broad purpose – and specific enough to satisfy fund providers. These 'project mode' groups can work in partnership with other organisations, we can set up separate organisations in partnership with others, (ie a Community Supported Agriculture organisation or an Energy Service Company. If it is associated with the TBH name, it must not clash with our purpose or values).
'We need to be loosely connected, a self-organising network and also in some ways tightly integrated or co-ordinated'.
(3) Some kind of 'Enabling Group' to be elected that supports us in all our activities. People will rotate through these roles annually. This is likely to include helping:
co-ordinate our decisions, plans, funding applications, publicity, educational materials, workshops, programmes of activities
support us in arranging any special meetings, our AGM & our monthly Forum, look after finances and legal matters
This enabling group is not in itself a decision making body.
Note: Present constitution allows for annual election of chairman, secretary and treasurer (+ maybe others), but 2 of these roles have yet to be filled.
(4) A few people will revise the existing constitution and draw out a 'one-page summary' of purpose, aims and principles that we can remember and communicate easily. Aim for agreement at the AGM.
Action by All: to consider and discuss the constitution, propose amendments if necessary, in order to reach agreements at the AGM
We want people to know they can go ahead and do things – if they think it might be controversial or are unsure, check this out with others as informal good practice that builds and maintains trust:
Suggestions:
Check out any issues around acceptability with several others
Check out if others support us in taking on a specific role – seek feedback.
We need to be able to acknowledge and build on each other’s strengths, and also to give constructive criticism or express reservations about taking on specific roles, face to face and 1-to1 rather than in public or by email or on the website, and learn from the consequences of giving each other feedback.
c) What we have yet to reach agreement on:
(1)What roles are necessary for an Enabling Group [MG – and qualities needed for them, process of 'electing' candidates]?
(2)Where, if at all, do we need to make decisions together beyond our constitution?
(3)What is the role of our monthly forum meetings, what would we like them to be? (eg for networking, exchange of ideas and learning, social contact, open agenda, making decisions, more formal with agenda publicised in advance, informative, fun and inspiring, or productive and business-like, strategic long term planning and 'steering' of TBH or a place to check our action ideas out with a few others informally?)
Suggestion:
A 'decisions on planned action' exchange section could be set up on the website for this to distinguish it from general topics, or for sharing between groups or capturing our learning.
(4)What is acceptable or not (eg. project ideas, website content, someone using our name but not acting in line with our purpose and general approach).
Comment: It is unlikely that we need a monitoring or “boundary management” role very much and hopefully not at all; it could be more like a safety rule only, rather than a central 'controlling' body.
(5)Whether or not transition Brighton and Hove is in practice a 'transition initiative' as we intended to be when first formally included as one in Sept 07. How closely should we follow the '12-step transition' model. How to address this question as part of agreeing our overall approach and strategy. To discuss informally in Forum meetings?
(6)Proposals for Self-organising as a Network:
[Let anyone try these out and share the results – no agreement by all needed here!]
(a) Visitors across Groups:
Representatives of groups can visit other groups for better intergroup communication.
(b) Telephone Tree:
Use “a telephone tree” (pond ripple) method for communicating around our network rather than just website or emails. Each person agrees to talk with 3 or 4 others to ensure that everyone is kept informed, in touch, feels supported and welcome, and to nurture relationships, while being manageable for all.
(7)Needs behind Proposals for Ways of Organising and Working together:
These were introduced during the meeting; we did not discuss or agree on these but some are noted here:
Our Structure needs to:
(a) Fit our role – Empower, inspire, enable – rather than constrain. Everyone can be a leader (or show leadership qualities) in different ways by playing to their strengths and taking on roles in which they are supported by others (seek feedback from others)
(b) Fit the values of the Transition Movement (see Rob Hopkins Handbook and the evolution and learning of TTT, TN and groups around the wider movement), and align around a core purpose and key aims and roles (e.g. a community engager, enabler etc). – our “identity” or “brand”.
(b) Be the minimum structure at this and other stages needed for our aims and sense of community [simplicity]
(c) Enable us to make some decisions together where absolutely necessary
(d) Meet the basic needs of providers of funds
(e) Meet what is required to have the legal status of the group that we are or might become (eg Charity, Charitable Trust, CIC, Coop, LTD, unincorporated association)
(f) Manage the boundary between what is acceptable/not – while having a broad enough purpose and inclusive approach and values to attract most or many people in Brighton and Hove.
(g) Support-networking and experience-sharing meetings to which all our invited (such as the Forum could become now), combined with a social element, that attract people..
Comment - Learning how to work together in a form of organising [as has been practised to date in TBH] that may differ from our expectations and assumptions and clash with or reinforce our hopes or fears:
'People struggle that there is no 'authority' in TBH, and no-one is in charge of what happens or what anyone does. This ‘flat pyramid’ structure is unique, and makes organisational history. I have never even heard of any other body structured like this. We instinctively and habitually look for someone in charge to praise or blame, and abhor the vacuum. We are disturbed to realise that if we want something to happen, we are responsible to make it happen. If we can’t take that responsibility this structure is scary, and we seek to fill the vacuum. However, if we can take that responsibility, this structure is refreshing and inspiring, and stimulates our creativity. This is the exciting thing about the Transition movement'.
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Martin G |
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| Sat Sep 19, 2009 4:50 pm |
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MartinG
Joined: 20 Sep 2007
Posts: 305
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| 3 Draft outline for AGM |
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Proposed outline (subject to amendment):
2.15pm – say hello and get ourselves comfy
1.2.30pm Welcome
2.According to current constitution:
Report on finances from treasurer
Annual report on the association
3.Explanation of what can and should be done at an AGM
4.History and context: Brief review of the problems we've faced, previous agreemenrts
5.Constitutional Review: What has been done, what are the options, highlight themes and differences
Input from Transition Network
Review of the stuff we are likely to agree on (get consensus?)
The rest (hopefully progress already made before AGM?): Agree what we can, agree on what is still to be decided
Celebrate !
6. Selecting members to form Enabling Committee inc. Chair, Treasurer, Secretary
Welcome them >> Celebrate new heroes and welcome them!!!!
Break for refreshments
7. Visioning exercise (brief) for future of city, future of TBH, our individual roles within this 'great turning'...
8. Brainstorm and agree goals for TBH > key milestones and strategy [with reference to Transition Towns model]
Celebrate!
9. Explanation of grant received by TBH and what it is for - Brainstorm ideas for spending money, proposals for principles for handling money. Get consent on prioritising our spending
Celebrate!
Main business done....Hurrah!!!!!
10. If there is still time and agreement is likely (hopefully proposals discussed in advance), attempt to agree on outstanding issues not already dealt with above, perhaps using the TBH name, project support.
10.Focus back on community, get to know each other, how we came to be here, our experiences of the day, share our hopes for future of city / TBH etc.
11.Any other business?
End 6.30 pm
Celebrate & move chairs about!
7.00pm To be followed by the TBH 2nd Birthday Party
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Martin G |
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| Sat Sep 19, 2009 4:52 pm |
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dolygarcia
Joined: 20 Sep 2007
Posts: 62
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| Sun Sep 20, 2009 9:24 pm |
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dolygarcia
Joined: 20 Sep 2007
Posts: 62
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Post moved to the same thread as above, as requested by Martin. Don't understand at all why this is on the web forum if we aren't meant to make any comments.
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| Sun Sep 20, 2009 9:31 pm |
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MartinG
Joined: 20 Sep 2007
Posts: 305
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| Invitation - TBH needs heroes to help take it forward |
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Dear Transitioners
As you may have heard, Transition Brighton & Hove (TBH) is having it's Annual General Meeting (AGM) and 2nd Birthday celebrations on Saturday 24 Oct - all very welcome.
We are looking to build a new Coordination ('Enabling') Group to help us step up a gear or two, and up to 12 willing heroes will be selected at the AGM.
The Coordination Group will be tasked with helping the wider TBH community implement it's mission according to the constitution, aims, principles, agreed goals, the will of the members and to the Transition model (as set out by the Transition Network and in the Transition Handbook).
People who are new to Transition who feel that they have qualities or experience which might be beneficial, are very welcome to apply. A willingness to embrace the journey into learning what Transition is all about, enthusiasm and a splash of commitment might be as useful as already knowing all about it. We will encourage people from a variety of backgrounds, experience, or involvement with Transition initiatives, as diversity is a key foundation of the Transition movement.
Anyone may nominate themselves, but if you are able to get two people to agree to nominate and second you, that wouldn't hurt.
How to apply:
Please send a simple and brief personal summary, 1 – 2 paragraphs, to Martin Grimshaw and David Greenop by email as soon as you can and no later than Wednesday 21st October [ livelihoods2020@transitionbrightonandhove.org.uk and david@greenop.net ]. You are also welcome to discuss it, in confidence, with Martin by email or phone [ 07891 571739 ]:
As a suggestion, you may want to consider:
* How can you help TBH be better, more effective, attractive, enjoyable while maintaining healthy working relationships?
* How do you feel you understand or embody the model and spirit of Transition, and what makes the Transition model interesting or special to you?
What the Coordination Group is likely to get up to (subject to skills and experience available and the will of members, as above):
Management of the association (as legally constituted), supervision of financial matters, initialisation or enabling of projects, publicity and liaison with other local organisations. Support and enable members, groups and projects with the aim of embedding and promoting the Transition ethos in Brighton & Hove; Helping to ensure that TBH is effective, attractive and represents the Transition Network, nurture healthy relationships internally and externally, while helping to build our reputation, credibility and profile; Fundraising, overseeing reviews of our constitution, working practices, meetings
Members at the AGM will select members of the new group. The group will then select three members to hold the constituted roles of Chair, Treasurer, Secretary, to be ratified by members at the following monthly Forum meeting.
Warm regards
Martin Grimshaw
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Martin G |
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| Wed Oct 07, 2009 12:01 pm |
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