Assembly
Every Monday we held a weekly assembly where we all meet to discuss and organize the cleaning of the house, our events and other important information related to the project. It is important to participate not only to be informed about whats going on in the house, but also because every voice and every opinion matters.
Assemblies are hold in the Event Etage at 8 pm. Generally, the board announced the TOPs (Agenda) for the upcoming assembly per e-mail (distribution list) one or two days in advance.
The assemblies are held by a person who moderates and cares that we are having a good atmosphere. When somebody wants to talk, this person rises his/her hand and waits till the moderator gives him/her the word.
All assemblies are documented and the minutes are sent per e-mail through the distribution list.
The assembly has a relative fixed structure. Normally the TOPs look like this:
0. Welcoming and organization: The person who holds the assembly welcomes everybody and organizes things such as who is going to write the minutes and so on.
1. Cleaning: We check if the cleaning of each house and of the Event Etage was done.
2. Past Events: We talk about our past events and give feedback on it.
3. Upcoming events: We organize the up-coming events. So, shift-lists go around and we check if the things needed for the event having been done or who is taking care of it.
4. Board concerns: The board reports information that it is important for us.
5. Your concerns: Everybody that has something to say, can say it. (e.g., if you need some help to do something; if you want to invite someone to an event; etc.).
General Assembly
Each semester we have at least one general assembly. General Assemblies are more important assemblies where we debate about important decisions for the project (e.g., election of the new board; contracts; rent; changes in our statute).
General assemblies require that we have as many members as possible present because we need the majority to be present for legal reasons. These decisions are subjected to a vote. The vote can be open or anonymous, depending on what the majority decides and on the topic. Therefore, for the vote a person who leads the voting process is required.
All general assemblies where important decisions are made have a legal status and the minutes work as legal document.
Example/template of Minutes of a general assembly.
