Danielson Grove will be ten years old this summer. One of the biggest challenges for any community is to figure out how decisions should be made and how to get stuff done. I think we've gotten better at this over the years, but new issues surface all the time. In 2008, I shared some tips for how to get things done around here. Since we've had several new residents join us recently, and because we'll see a discussion on the function of community rules on the agenda soon, now seemed like a good time to send an updated version of them around again.
To be clear, these are my personal musings, not formally adopted rules, so use them how you see fit. For me, one of the key measures of success for living in a community like Danielson Grove is that everyone feels safe, is treated with dignity and respect, and has a voice in how we operate and care for the community we live in. Effective communication, predictability and efficiency are hallmarks of a well-functioning group. This process has been created as a way to promote these objectives.
Using the process below may not lead to getting your way, and it may take more time than you might want. That's a price we pay for living in a community like this. But, it is likely to produce better results for everyone and strengthen the community as a whole. And that is the reward we get for living in a community like this. I think it’s a good trade-off.
1. Identify an issue or an opportunity.
Before proposing a change, it is important to be clear about what problem we want to respond to. You may think that a walkway is too dark, the grass is too wet, the community is too open or that a tree poses a danger to someone's house. You may believe that replacing the big lawn with a corn field is a better use of urban landscape. If you care about the issue and want something done, it's your responsibility to clearly define it so others understand it.
2. Consider some possible solutions.
Ideally, if you identify a problem, be ready with one or two solutions. This is usually the easy part, but things can still go pretty well even if you don't have a solution. Don't feel like you can't voice a problem just because you don't have a good solution yet.
3. Confer with your neighbors.
Share your concerns with your neighbors in the grove. Email, telephone work, but face to face is the best -- we live close. Listen carefully to learn whether they share your concerns. Socialize any ideas you have for how to address the problem and consider any ideas they may have. Be open to re-framing the problem or developing new solutions based on a dialog. Look for areas of agreement, but be alert for concerns, reservations or other goals that may not be the same as yours. Exploring these differences with an open mind often leads to better quality solutions that will ultimately enjoy stronger and broader support. The purpose of this step is learn from your neighbors, NOT to lobby their support for your idea.
4. Write it down.
As the idea matures, turn it into a specific, actionable proposal and commit it to paper (or email). The more specific, the better. If you are proposing a change in the rules, identify the text you want to remove and the text you want to add. If you are proposing that we buy something, include item numbers, samples, pictures, costs, timelines, installation fees, vendor names, ongoing support costs or whatever other information that may be necessary to make a decision. Unpredictability or uncertainty is the enemy here. If the people being asked to make a decision aren't sure about the outcome, it will be harder for them to feel good about taking any action. Also, make sure it is clear who will be responsible for carrying out the proposal, otherwise nothing is likely to happen even if we agree on the proposal.
5. Identify the decision makers.
The bylaws, covenants and rules spell out who needs to make different types of decisions. The rules are not that simple, but a careful reading of them makes it clear who should make a decision in the most common cases. Still, there are situations where we need to apply some judgment. In some cases, for example, a proposal will go to a subcommittee for a decision, or to make a recommendation to the board. If the board accepts it, then there may be budget implications that require community approval. Jim, Julie and I have studied the rules and discussed this often, so the best option is to ask us who should make a decision. We might be able to say right away, or we might have to think about it a little.
6. Get it on the agenda.
Whoever needs to decide, get it on their agenda. Julie is the DGOA secretary, so if the board or community has to decide on a proposal, then she can put it on the agenda. If the issue is urgent, we can schedule a special meeting. Julie knows how to do that also. If the proposal needs to go through a subcommittee, see the chair of that subcommittee. At the moment, the garden committee is the only subcommittee we have and Karla is the chair. They are responsible for all growing things. We still have a need for a facilities committee and chair, but haven't yet formed one. They would be responsible for everything that doesn't grow. Keep in mind that the agenda for regular or special community meetings must be published to all the residents at least 14 days prior to meeting. So, if you wait until the last minute to add an item to the agenda, we may not be able to vote on it. This ensures that everyone knows ahead of time when we have a decision to make and gives them a chance to learn about the issue before making the decision.
7. Present the idea.
Introduce the proposal at the meeting. Be prepared to discuss it further, answer questions and respond to concerns. If you've already had good discussions with your neighbors about this, you are likely to be familiar with all the benefits as well as the downsides of the proposal. Controversial proposals will be less controversial if you address the strongest concerns before the meeting.
8. Make the decision.
If all the information is present and the proposal is actionable, move to vote on the issue. If at least one other person wants to bring the issue to a vote and the committee chair or board chair agrees, then everyone votes. Otherwise, the proposal can be tabled for further development or withdrawn from consideration.
Notes about the Board
We've learned that it is important for the board to act predictably and carefully. There are a few housekeeping things that we do on our own, but when it comes to hot issues of the community, I think we see our role as that of facilitator. To that end, we want to ensure that there is a predictable process that everyone understands. The process ensures that everyone has a voice and the opportunity to be involved in community issues if they desire.
As a matter of practice, the board will either vote on proposals brought to it, or present them at community meetings for a wider vote. Since we have an working set of rules and standards today, our tendency will be to make changes to the status quo only when there is a clear advantage in doing so. Changes that are controversial, divisive or have unpredictable results are likely to be rejected by the board and, in my experience, by the community until they can be developed further.
As always, I am happy to work with anyone who has a proposal to help get it done.
At your service -- Peter