S4. Meetings

4.1 Scheduling: There is no fixed and mandatory schedule for organizing meetings within Global Commons. The decision to hold meetings is at the discretion of each pod, although it is generally suggested to convene at least once a month to facilitate effective communication and collaboration.

4.2 Meeting Organization: Meetings are organized by the elected representatives of each level in response to a call from a member. The call for a meeting is put to a vote after discussion among the members. If the call is passed, it is escalated to the next level down for further discussion and voting. This process continues until a decision is reached at the appropriate level where the effect of the decision is intended. For example, if a pod member raises a call about a cluster, the cluster is the final decision-making authority.

4.3 Decision Representation: Decisions made during meetings are represented by the elected representatives of the respective levels. All decisions must be documented in both the native language and English, with preference given to video recordings. It is highly encouraged for each pod to maintain a YouTube channel for documentation purposes. Additionally, decisions must be read and signed by the three gender representatives, or two gender representatives if the third gender is not represented.

4.4 Diverse Communication Channels: Besides traditional meetings, consider utilizing diverse communication channels such as online forums, discussion boards, or virtual platforms to facilitate continuous engagement and collaboration among members.

4.5 Regular Feedback Sessions: Integrate regular feedback sessions into the meeting schedule to gather insights and suggestions from members, ensuring their voices are heard and valued in the decision-making process.

4.6 Training and Development Workshops: Organize training and development workshops during meetings to enhance members' skills and knowledge in areas relevant to Global Commons' objectives, such as communication, leadership, and conflict resolution.

4.7 Guest Speakers and Experts: Invite guest speakers and subject matter experts to share insights, expertise, and best practices related to topics of interest or relevance to Global Commons' goals, fostering learning and innovation within the community.

4.8 Community Building Activities: Incorporate community-building activities and social events into meetings to strengthen bonds among members, promote inclusivity, and create a supportive and vibrant community culture.

4.9 Documentation and Knowledge Sharing: Implement robust documentation and knowledge-sharing practices to capture meeting outcomes, decisions, and key learnings, ensuring transparency and accountability within the organization.

4.10 Evaluation and Continuous Improvement: Regularly evaluate the effectiveness of meetings and seek input from members for continuous improvement, adjusting meeting formats, agendas, or processes as needed to better serve the needs of the community. Flexible 4*