– Assists in gathering participants after breaks, keeps track of time expired on an agenda item,
warns participant when time is almost up, informs facilitator when time expired.
– May be done by separate person or co-facilitator.
– Best if not an active participant in the meeting.
* Agenda Planner
– Keeps track of agenda items for next meeting or future meetings.
– Acts as focal point for agenda item gathering for next meeting.
– Works with Council and Facilitators in preparing agenda for a meeting.
Process Summary: Introduce a proposal, discuss and amend it, decide to do it or not by testing
consensus, voting if necessary.
1. A proposal is presented, sponsored by one or more members. The initial proposal can be
sketchy, to see if the group is interested. If group does not support the proposal, it goes no
further. If it reaches the discussion stage, the proposal should be complete, with background,
details of implementation, resources needed, schedule for implementation, etc. For simple
proposals, of course not all of this is needed and it may be possible to do all three stages at one
1.1. For major proposals, the proposal goes through 3 stages. The first stage is to briefly
introduce the proposal and see if there is support to continue, if not, it is dropped or the author(s)
go back and redo to meet major objections. Only a few minutes is used at this stage to hear the
proposal, get clarifying questions and test for support. At the next stage, people should be given a
written version of the proposal and study it and come prepared to the next meeting to discuss it.
The second stage is to discuss the proposal in depth, and, if necessary, consider amendments to
improve the proposal. “Friendly” amendments can be accepted by the author with no other action
needed. “Unfriendly” amendments require a vote of the members to make the change. This
process may take some time and multiple meetings for big proposals. When the discussion and
amendments are finished, the facilitator then has the group make a decision. For important
proposals, it may be best to have the decision made at the next meeting to make sure everyone
has time to consider the discussion and changes fully.
2. The decision. When the members are ready, or when out of time, the facilitator restates the
proposal as amended, and then asks if there are any BLOCKING concerns. Optionally, the
facilitator can ask for all those in favor to show their hands, and then ask for blocks.