BUSINESS MEETING PROCESS at ASP

The process used for the Business Meeting at ASP is an application of the

Knowledge Based Decision Making (KBDM) process as used by the World Service Office (WSO) of Al-Anon.  This process uses a blend of open discussion on a single topic or issue to reach a point where the key parts of the issue have been agreed upon by a substantial majority of the participants.  As the meeting reaches agreement on each sub-part of the issue, the Chair will post a note describing the sub-issue and the agreement(s) reached.  Once the meeting has agreed on all the sub-issues, the meeting will shift to the more traditional parliamentary phase where motions are made.

It is important to note is that “the KBDM process is very time consuming”.  It is not unusual for an issue to remain unresolved after one session of the Business Meeting.  It is possible that many sessions may be required to develop a true consensus and agree to the various points that are key to the consensus.  Because of this, the KBDM is exceptionally appropriate for policy decisions, but not housekeeping issues.

It is important to remember that the decision isn’t as important as the discussion.        

KBDM requires new thinking. 

The purpose of the KBDM is to build consensus!

The process is as follows:

I. Chair of the business meeting.

A. The Chair of the Business Meeting is either the Secretary or the List Administrator, depending on the availability of the individuals.

II. Members of the business meeting.

A. Any member of ASP may attend the business meeting by submitting a request to the Chair to be subscribed to the Business Meeting prior to the start of the meeting.

B. The Secretary or the List Administrator will announce the next business meeting to the main ASP recovery meeting seven days prior to the start of the Business Meeting giving all members the opportunity to join the Business Meeting.

C. Any member of ASP who is attending the Business Meeting may post on the topic being discussed. There is no limit to how many times a member of the Business Meeting may post on a topic, although it is hoped that members refrain from repetitive posts.

D. The Chair is a full member & participant in the Business Meeting and may post messages just like any other member of the meeting.

III. Time of the business meeting.

A. The Business Meeting meets during alternate months only, beginning in January.

B. The meeting will last for no longer than one calendar month.

C. If a topic of discussion is completed near the end of the month, the Chair may close the meeting.

D. If the current discussion is active at the end of the month, the discussion will be tabled until a later date.

IV. Agenda of the business meeting

A. Any member of ASP who is in attendance at the Business Meeting may ask the Chair to put a topic on the agenda.

B. The current agenda may not necessarily be a continuation of the previous meeting’s agenda.

C. The Chair opens the meeting and distributes the agenda to those in attendance.

D. The Web Master also posts the agenda on the web site.

V. Discussion topic

A. The first topic of discussion is the first item on the agenda.

B. The second topic of discussion may or may not be the second item on the agenda, depending on the needs of the meeting at the time. In other words, the Chair may make adjustments to the agenda as needed to best serve the needs of the meeting.

VI. Posts to the discussion

Members are asked to read ALL the new posts before posting a response or question. Please do NOT ask questions that have already been answered. A post may be:

A. A question;

B. A statement of fact—if so please provide supporting evidence;

C. A statement of Al-Anon principle—if so, please quote the applicable Step, Tradition or Concept;

D. A statement of experience—if so, please say so and describe the Al-Anon experience in our usual way: what it was like, what happened, and what it is like now;

E. A statement of opinion—if so please be clear that it is your opinion and not a statement of fact or Al-Anon principle.

VII. The Group Conscience process

A. The Chair will announce:
1. The issue or topic to be discussed.
2. Time limit for discussion. Unless stated otherwise, the time limit for discussion will be the end of the meeting. The Chair may set a shorter time limit, if needed.
3. Whether the Knowledge Based Decision Making process or the Parliamentary process will apply. If the Parliamentary process applies, skip to # VII. C.

B. The Knowledge Based Decision Making process begins
1. Open discussion of issue or topic.
a. Discussions of issues or topic not relative are not appropriate.
b. All motions are out of order during the KBDM phase of the group conscience.
2. When agreement is reached on a point of the issue, the Chair will post a note to the meeting stating the point and the nature of the agreement reached.
a. When subsequent agreements are reached on other points of the issue being discussed, the Chair will repost the note, appending simple descriptions the new agreements reached.
3. If the meeting runs out of time, then the issue is tabled for a future meeting.
a. Other issues may be a higher priority and therefore placed higher on the next meeting’s agenda.
b. There is no presumption that an issue will be resolved within any time frame.
4. When agreement is reached on all points of the issue, the Chair will repost the note describing all the agreements reached on each sub-part of the issue, and note that there appears to be agreement on the entire issue.
5. If there is further discussion, it is assumed that agreement on the entire issue has not been reached.
a. If there is strong opposition to a point (more than a few), then the discussion continues.
b. If there is a small, but vocal, minority, the Chair may ask the dissenters, what would have to change for them to be able to accept the idea. If the answer is nothing constructive or informational, but instead continued opposition, then it’s time to move on.
6. If there is no further discussion, then the most recent posting of the points and agreements made represents the consensus of the KBDM phase of the group conscience process.
7. The Chair closes the KBDM phase of the business meeting and opens the Parliamentary phase.
8. If the Business Meeting seems to be unable to function under the KBDM process for some reason, the Chair may revert to the Robert’s Rules of Order at their discretion.

C. The Parliamentary phase begins.
1. The Chair announces the opening of the parliamentary phase of the business meeting.
a. The issue or topic to be discussed.
b. If the parliamentary phase is a continuation of the KBDM phase, then the Chair will repost the points and agreements made represents the consensus of the KBDM phase.
c. Time limit for discussion. Unless stated otherwise, the time limit for discussion will be the end of the meeting. The Chair may set a shorter time limit, if needed.
2. Any member of the business meeting may make a motion on the issue or topic, and any other member may second the motion.
a. Motions without a second die for the lack of a second.
b. Motions on issues that came from the KBDM phase must reflect all points agreed upon in the KBDM phase.

b. i. The maker of a motion on an issue that came from the KBDM phase does not have the same right of refusal to accept amendments to the motion that they would have in a strict parliamentary process.

b. ii. Anyone may suggest amendments to the motion. Either the maker of the motion or the Chair may accept the amendment.
b. iii. Motions arising during a pure parliamentary meeting are subject to the traditional parliamentary rules regarding amendments.
3. Once the motion is finalized:
a. The Chair will restate the motion and state the majority required to pass, and the time limit for voting.

a. i. House keeping motions require a simple majority

a. ii. Most motions require a 2/3 majority to achieve substantial unanimity.

a. iii. Controversial motions which would also make a significant change to the meeting require majority.

a. iv. Duration of the balloting; usually 7 calendar days. The polling period may extend past the close of the meeting if necessary.
b. The Web Master will post the precise wording of the motion on the web site, and create a poll for members to vote on the motion. The polling site will simply state the motion and ask members to vote “FOR” the motion, “AGAINST” the motion, or “ABSTAIN”. There will be no paraphrasing of the motion on the web site.
4. The Chair may open a new topic for discussion prior to the closing of the poll, however NO discussion of the issue being voted on is allowed.
5. The Web Master or Chair will announce the results of the vote, and the Web Master will add the results to the permanent record of group consciences on the web site.