PROGRESSIVE STUDENT NETWORK PAPER ON STRUCTURE, OPERATION, AND MEMBERSHIP I. INTRO The following is a Paper on Structure, Operation and Membership that the University of Illinois at Urbana-Champaign PSN affiliate, the Progressive Resource/Action Cooperative (PRC), has put together. We used as resources the PSN Working Paper on Membership and Steering Committee (written in 1986), the updated PSN leaflet, discussion at the PSN Steering Committee Meeting, and the collective experience of the membership of the Progressive Resource/Action Cooperative. We hope that this paper and its proposals stimulate discussion and contribute to the more efficient functioning of the Network as a whole. This paper was passed at the PSN Network Membership Meeting June 17, 1990 at the University of Illinois at Chicago. II. MEETING STRUCTURE In order to facilitate various networking functions, the PSN has adopted three basic types of meetings: Steering Committee, Network Membership, and Conference. These are held a total of four times per year at various affiliate campus locations (usually in the Midwest). Following are brief descriptions of these meetings and their aims. A. CONFERENCES The Conferences are large, two-day meetings desigend primarily to introduce new people to the PSN and the issues with which it deals. As such, the bulk of these meetings consists in issue-workshops of both an activist and educational nature, and caucuses of oppressed groups along with alternative group meetings. Conferences are open to all people interested and often other organizations are invited to attend, give presentations, and participate in the workshops. A Conference usually concludes with a plenary session during which statements from the caucuses and workshops are read and discussed by the whole group. As the Conference is intended to produce issue-oriented discussion and debate, PSN decision making does not occur here. A cultural event or party is usually scheduled for the evening of the first day. Conferences are generally held on weekends during the Fall. B. NETWORK MEMBERSHIP MEETINGS This is the official decision-making forum of the PSN. All members of the PSN are encouraged to come and help formulate PSN policy. Held in the Spring, these two-day meetings are medium-sized sessions intended to produce the central policies that effect the network, although some time for issue-workshops, caucuses, and alternative groups is provided. The plenary is held on the second day during which decisions can be finalized (see V. DECISION MAKING). All PSN members vote at Network Membership Meetings. A cultural event or party usually follows the end of the first day's work. C. STEETING COMMITTEE MEETINGS This is the smallest and most brass-tacks oriented meeting of the PSN. Here, the Steering Committee representatives from each campus work out internal matters and business details that effect the network, as well as plan for other meetings, conferences, and events. As such, workshops should be de-emphasized during these meetings. The Steering Committee generally meets once per Winter and once per Summer. Although primarily intended for the Steering Committee itself, these meetings are open to all members. Each campus delegation has two voting members (at least one Woman) and should make every effort to attain a gender (50%) and racial (20%) balance among those members attending. If campuses bring large delegations, the Steering Committee representatives should be recognized, and those actively participating in discussion should be no more than 5. III. STEERING COMMITTEE -- FUNCTIONS The Steering Committee was created towards the ends of increased democracy, efficiency, and productivity throughout the Network. It consists of two representatives from each affiliate organization and one from any interested but not yet affiliated group, who should be chosen along affirmative action guidelines. During each meeting, the Steering Committee representatives should be acknowledged, so people know who they are. On their honor, these representatives are obligated to vote and act with the views of their whole organization in mind, not merely according to their personal opinions. Following are the general functions of the Steering Committee and the specific responsibilities of the representatives: FUNCTIONS: 1) to improve communication among PSN chapters & the Network 2) to have a central group to produce & distribute resources & literature 3) to make decisions and deal with business in between meetings RESPONSIBILITIES: 1) maintain communication with local affiliate group 2) PSN meetings: agendas and outreach 3) maintain contact with ongoing PSN projects 4) quick decision making 5) contact with caucuses 6) identify and bring forward new leadership 7) fundraising 8) PSN News distribution 9) make sure work reports are written and submitted 10) outreach a) update sister schools about News, local information & assistance b) search for & work with organizations from other schools to bring into the network c) maintain contact with other organizations IV. CAUCUSES & ALTERNATIVE GROUPS Caucuses are scheduled times during meetings when members of an oppressed group gather autonomously. Caucuses provide support and empowerment to oppressed groups and encourage the leadership of the oppressed. The caucuses usually develop proposals to bring back to the general body for discussion thereby providing leadership to the PSN as a whole. The caucuses also provide a forum to challenge and eradicate oppressive tendencies within the PSN itself. The Caucuses for People of Color, Women, and Lesbians/Gays/Bisexuals are currently an integral part of the PSN. PSN respects the independent character of the caucuses and their necessity within the Network. While caucuses are in progress, alternative groups meet to discuss their proper role in the struggle against oppression. Although oppressed groups may call for caucuses during the agenda revision period at the start of any meeting, caucuses are usually scheduled into the agenda beforehand. The Women's Caucus also holds an independent meeting each summer to discuss issues pertaining to Women and to further promote the leadership of Women in the PSN. V. DECISION MAKING In order for the PSN to operate effectively as a network, it must have a process for making decisions which define itself and how it operates. These decisions can range from internal structure matters to roles in national actions to endorsement of other actions. The questions that often arise when the PSN reaches a critical point is how do we decide, who can decide & what is done with the decision after it is made. A. PSN DECISION MAKING In order to foster unity, we use the consensus style during our discussions. Consensus is a process for making group decisions without voting. Agreement is reached through a process of gathering information and viewpoints, discussion, persuasion, a combination of synthesizing of proposals and or development of totally new ones. The goal of the consensus process is to reach a decision whth which everyone can agree. Consensus does not necessarily mean unanimity. Even when support seems to be unanimous, though, we should vote on major decisions using a roll call system to make sure every campus has an audible voice. This policy should be announced periodically during all meetings. A majority in affirmation, 60%, is what should be required to pass a resolution, taking into account that abstentions should be counted separately and can block majority. When a significant number of abstentions occur, and explanation and discussion of the reasons for abstention should take place. Dissenting votes and opinions should be respected - total agreement is not required. We should not spend inordinate amounts of time attempting to sway a minority to majority views or vice versa. The chair should set time limits on discussion, based on the nature of the issues. If a very controversial matter occurs and some people do not feel we are ready for a vote, although others do, we should use 60% approval (from voting members) to call for a vote. B. WHO VOTES? Each affiliate group (see VIII. AFFILIATION) is given two voting delegates (Steering Committee representatives or their substitutes), who should be chosen following affirmative action (along gender, and if possible, race) guidelines. Non- affiliated visiting campuses may have one voting member for no more than one meeting (excluding Conferences) without affiliating. This voting procedure holds only for Steering Committee meetings. At Membership meetings everyone in attendance votes. At Conferences, no decisions are made by the whole but may be made by a meeting of Steering Committee representatives if necessary. When a Membership meeting or Steering Committee meeting is winding down on a Sunday afternoon, once 1/3 of the affiliates have left, no major decisions can be made. In between meetings when certain immediate response decisions are required, a phone vote of delegates can make a decision. Decisions affecting policy or structure changes can only be made at Network Membership Meetings. The way Caucuses make decisions should be decided at the caucuses at the Membership Meeting & adhered to by following caucuses throughout the year. C. VOTING BETWEEN MEETINGS In between meetings, PSN can make decisions on endorsements for other organizations' events, emergency response actions, and other decisions that don't change PSN policy, by the following process: Whatever chapter wishes to initate the proposal is respnsible for cantacting every PSN affiliate that was at the previous PSN meeting, and every other affiliate that has been present at any previous meeting in the past year. The chapter responsible must get an affirmative answer from one representative from 2/3 of those chapters to qualify for quorum. The campus(es) initiating this phone vote should keep a record of who voted and which way submit it to the next meeting so everyone knows who made what decisions. VI. FACILITATION AND AGENDA In order for all the meetings of the Network to function smoothly, they require good facilitation. Facilitation is an important skill that can be learned and practiced. If utilized properly, it allows for more democratic participation in meetings, workshops and caucuses (see attached sheets on general facilitation skills). The following are important things to remember in relation to facilitation: 1) Facilitators should be chosen at every meeting for the following meeting, in accordance with affirmative action (along gender, and if possible race) guidelines. This goes for all areas to be facilitated; general areas, workshops, caucuses, alternative groups, and other specific areas. 2) Facilitators for alternative groups should discuss agendas with caucus facilitators before meetings if possible. Prepared readings can be mailed out before meetings to improve the substance of our discussions. 3) The total meeting agenda should be set and confirmed before the meeting. The host campus should be a round of calls for agenda input, confirm all facilitators, and do mailings well in advance. 4) It's best to have tow overall facilitators for each meeting to ensure that the entire meeting runs smoothly. There should also be two facilitators for each area, one to mediate and sum up and the other to keep a speakers list and watch the clock. 5) All facilitators need to be responsible by doing adequate preparation and not letting their personal views override their responsibilities. Members of the PSN should respect the job that facilitators take on and not be unnecessarily critical of them. VII. FUNDING The PSN as a whole does not receive any sort of funding, therefore the PSN must rely on the following ways to raise money. A. AFFILIATION DUES (see section VIII.) B. SUBSCRIPTIONS Selling yearly subscriptions to the Progressive Student News for $7.00 helps fund the paper and keep it going. C. LOCAL FUNDRAISERS PSN affiliates should hold one fundraiser per semester to help cover the cost of the News and other PSN literature. T-shirt and button sales should be ongoing fundraisers. D. UNIVERSITY FUNDING Each affiliate should explore their University funding policies to get funds for both local affiliate and Network expenses. E. REGISTRATION FEES These fees are usually charged at Conferences, Network Membership Meetings, and Steering Committee Meetings to cover the expenses of the host campus. F LITERATURE TABLE FEES These fees are usually charged at Conferences and Membership Meetings to cover the expenses of the host campus. VIII. AFFILIATION Any student group that supports a progressive agenda may affiliate with the PSN. This includes both single and multi- issue groups, along with those groups representing certain sections of the student population. The affiliation fee of $30.00 per group and $7.00 per individual (paid as entrance fee to the Fall Conference) goes to support the Progressive Student News and other Network mailings and literature. These fees need to be paid once a year to help keep the Network functioning. [This was amended at the Spring '92 Membership Meeting. It is no longer mandatory for groups to pay $30.00 to affiliate if they cannot afford it. But all PSN affiliates should give whatever they can afford to help sustain the Network.] ======================================================= SOME GUIDELINES ON HOW TO FACILITATE A MEETING 1. DO HOMEWORK - make sure you think about a meeting before going to it - be aware of the agenda and points you may want to raise (write these down) - if you are responsible for a certain section, be prepared - be aware of time limits - know who you are addressing (what kind of group, membership, structure, etc) - remember, most people have busy schedules, so we need to utilize our time together in the most productive way 2. PHYSICAL ARRANGEMENT / ATMOSPHERE - make sure environment is conducive to meeting and group participation (esp. seating, circles are best) - try to eliminate unnecessary distractions, like music, or people constantly walking in (put signs on door), etc. - make sure everyone is settled before meeting begins 3. ACTUAL MEETING - make a clear break between pre-meeting conversation and actual meeting - get everybody's attention - change tone (raise voice, etc.) - introduce yourself and go around the room - try and get people to say something besides their name (don't let this turn into an update session) - have a space on the agenda for announcements at the end of the meeting * breaking the ice - if people are really tense try and crack a joke or two (don't be offensive) - it helps break tension - present agenda - give a brief explanation of agenda - if certain people are "in charge" of an area, have them do it - keep it brief and to the point - don't allow specific discussion until item actually comes up - some people lose track of meeting structure and will begin discussion on "their" topic at any time - leave time for agenda approval/addition/comments - try to keep this to a minimum (prep work should help this) 4. FACILITATOR'S ROLE DURING DISCUSSION - frame discussion - make sure people know what the topic is, what the goals are, and how long we have * encourage people to listen to what people say and not just a certain part or how they say it (some people have a more difficult time getting their point across) - everybody should take notes before speaking, so when it's their turn, they make their points and don't just ramble - try not to respond to every point raised - often people will focus their conversation and gaze on you (the facilitator), try to break this pattern by talking to everyone in the room - try to keep facilitator role defined - call on people (if big meeting or heated debate, get a co-facilitator to keep a speaking list) - listen to and observe everyone in the group - be aware of group dynamics - peoples' silence or body language can be very important - sometimes it can be helpful to call on people who's hands aren't raised - be careful not to put people on the spot - some people need/want to just listen and absorb - pauses in meetings don't mean people have nothing to say - they may be uncomfortable or intimidated - try and rectify that situation - when discussion seems to be spinning or dominated by one or two people or off topic - break in - rephrase/clarify/summarize the main points (especially after a long mono/dialogue or debate) and ask for more input (if people persist in dominating or interrupting - you should directly raise this criticism) * avoid use of the word "obvious" - make sure someone takes notes during the meeting - if no clock is visible in room or even if there is, it's helpful to give periodic time updates 5. CLOSURE / RESOLVING DISCUSSION - if discussion can ber resolved try and do so - reach agreement if possible (be aware of decision making process) - try to summarize main points / agreements / dis- agreements / proposals - give meeting and topic a sense of closure 6. CRITIQUES / EVALUATIONS - each meeting should end in a criticism session - positive and negative points should be raised - have criticism as specific as possible - if raising a problem, try to offer a solution - if criticism is general try to draw more detail out of people - try to have people assess your role as well as theirs - how well goals accomplished, etc. - go around the room - give each person an opportunity - many people who may not have felt comfortable participating previously, may do so at this point - don't let it turn into a debate or personal attack session - this session is helpful and important to the growth of a group - it should not be slighted if at all possible