Internal Democracy/Meeting/23 07 2017

Internal Democracy: Creating guidelines
Workgroup	Internal Democracy
Date	Sun 23 July 2017
Time	2:00pm
Venue	l'Esperance
Address	Rue du Finistère 1-3 1000 Brussels
City
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About this workgroup

The internal democracy workgroup organizes meetings to think and discuss about the inner working of the Belgian pirate party. The goal is to define rules, methodology, or guidelines that can lead to a democratic decision-making within a group. More generally, we experiment around the concept of "co-creative meeting", where every attendees share the common desire of building something together.
At this moment we are working on guidelines on how to hold a meeting.
Please read carefully our meeting guidelines, as they will be used during this meeting.

Agenda

The aim of this meeting will be to work on the information structure of the wiki, and on guidelines for the reporting.

• keep working to have a simple guidelines structure containing some recommended fundamentals
• keep working about the reporting (where do we report (wiki/pad/mindmap/pictures/documents ?), how do we structure the information ?)
• keep practising with our own Internal Democracy guidelines.
• have a look to collect comments on Media:MeetingGuideLinesVisual.svg (see below)

Everybody who wants to help with this is, of course, welcome :)

Preparation

Direct link to the pad

Minutes

We followed our guidelines. We first divided into three subgroups: reporting, wiki, and informal moments.

Reporting subgroup

In the "reporting" subgroup, we noticed that there was something missing in the purposes of the reporting. We agreed that:

• reporting should be done by each subgroup rather than during the closing plenary session or after the meeting;
• we should write down the discussed topics, but also topics that couldn't be discussed as well

We suggested to have a look at scientific reports and the way they are structured (IMRAD), and see if and how we can exploit this for our reports.

Wiki subgroup

In the "wiki" subgroup, we found that it was not clear on the wiki what was the role of this workgroup. We decided to create a section "About this workgroup" on the meeting page. We suggested the implementation of a "feedback button", that would let anybody to give their feedback to the group. We also suggested to add a "todo list" so that everybody knows what s·he has to do.

Informal moments subgroup

In this subgroup, we discussed about how to organize an co-creative informal event. This event could be for instance a walk, with a potluck and buffet on the lunch time. This should be accessible by public transport. The purpose should simply be to have an informal moment, and not to make money for instance. We would need a symbol for the event, such as a pirate flag. Finally, cats and dogs should not be admitted to the event.

Plenary session

We proposed to divide according to these topics: wiki, reporting, informal moments, "how to decide the date of the next meeting", "how to invite people to participate to a meeting". We divided into two subgroups:

• How to invite people to participate to a meeting, which include deciding the date of the next meeting.
• ? (I don't have notes of the topics of the second subgroups --HgO (talk) 14:53, 24 July 2017 (CEST))

Participation subgroup

In this subgroup, we found that there was an issue with the current way of deciding the date of the next meeting. In some cases, people who can't come to the meeting could never come in the future because they couldn't decide on the date. This would be the case for people who have something to do each Sunday afternoon, for instance. We proposed to choose a small set of dates (2 or 3) at the end of the meeting, and then to make a poll date for 4 days in order to let people who weren't there to decide which date would suit them best. However, this proposition didn't reach consensus during the plenary session, and will be discussed again on the next meeting.

We agreed that we should work on the structure of the information in order to improve the participation.

Plenary session

We decided to merge, in the guidelines, the three roundtables into a single one. We decided to make another meeting on 27th August, at 2pm, L'Espérance café, rue du Finistère 2-3. We decided that, next time:

• we should talk about the structure of the information;
• we should discuss whether we enlarge the group purposes to "Internal Democracy" instead of "Internal Democracy : Creating guidelines";
• we should talk about what individuals has to do in order to have a co-creative meeting, and discuss whether we need guidelines for this;
• we should discuss how to include the commitments that everybody has to do at the end of the meeting.