Dear {usertag:name}

These are the clauses from the Constitution of Transition The Grove Inc that apply directly to Subgroups.

27 Initiation of sub-groups
(1) Sub-groups are listed on the association’s website.
(2) An active sub-group is one for which at least one member has registered for on the website or on a written membership application.
(3) Any member may join and participate in any sub-group. Members may join as many subgroups as they wish but are encouraged to be actively involved in any they join.
(4) To find out details of meetings of a sub-group members should look on the web-site and keep in contact the sub-group organizer.
(5) In the initial phase sub-group meetings are initiated by the sub-group organizer for active sub-groups.
(6) Once sub-groups start to generate their own momentum active sub-group members decide when and how they will meet.
(7) The sub-group organizer provides sub-groups with some support to keep meeting.

28 Business of sub-groups
(1) Sub-groups operate as the primary vehicles for discussion and developing ideas and proposals for the Energy Descent Action Plan (EDA) and for projects consistent with the association’s aims.
(2) Sub-groups are designed to cover a single domain of action. For example one sub-group may consider energy. Another sub-group may consider food with a current focus on community orchards and may later focus on local farms or another community garden at a site elsewhere in The Grove.
(3) Sub-groups use processes such as visioning to develop visions of a resilient future in their domain of action. They then consider this in relation to how systems work currently in their domain of action and how a transition might be achieved to move from the current system towards the envisaged future. As this is developed it is communicated to the management committee for inclusion in the EDAP for The Grove.
(4) Sub-groups submit projects related to achieving their vision for transition to the
management committee for approval (which involves considering whether they fall within the association’s aims and principles and what would be involved in progressing them to active funded projects meeting the broader requirements of local council state federal governments and insurance bodies.) Approved projects are recorded in the management committee minutes and the sub-group notified by email by the secretary.
(5) Sub-groups work with the management committee to seek funds and resources for approved projects.
(6) Sub-groups are also the primary locus for members to get to know each other well and to make friendships by meeting regularly and having discussions along with opportunities for social and enjoyable activity in friendly and pleasant environments.

29 Meetings of sub-groups
(1) Subject to rule 22 a sub-group meets as it considers appropriate. A sub-group may elect a facilitator for a meeting or may meet informally.
(2) Sub-groups may choose someone to be the main contact for the group.
(3) While sub-group discussion is available on the association’s website the primary
intention is that members meet regularly face-to-face.
(4) A question arising at a sub-group meeting is to be decided by ensuring all different positions held in the meeting are given a chance to be heard and worked through until options emerge that those actively participating in the discussions find common agreement with.
(5) Sub-group members are encouraged to contribute their ideas knowledge vision and passion to the sub-group discussions and also to raise any doubts or concerns they may have. It is expected that discussions in sub-groups will be rich and free flowing with members contributing their views and experience and learning from each other. Different processes may be explored.
(6) Sub-groups do not need to take minutes apart from recording attendance but if they make a submission to the management committee to go into the EDAP or for a project then it needs to be submitted in writing or by email.
(7) Sub-groups can make resolutions on any matters in their domain of action and direct the management committee to consider written resolutions and project proposals from the sub-group
(8) Sub-groups can select a representative to attend any meeting of the management committee to make a report on their progress for the EDAP and/or to present proposals.

(10) A representative of any sub-group can attend a meeting of the management committee to present a progress report for input into the EDAP and seek assistance with facilitating the sub-group’s project proposals.

22 Meetings of the association
A meeting of the association is a meeting of the management committee a community meeting a sub-group that has been established by the sub-group organizer the inaugural meeting an annual general meeting or a gathering approved by the management committee.
(1) Meetings may be held in any location within The Grove but not outside The Grove under the auspices of the association unless prior notification in writing or email of the meeting is provided to the secretary.
(2) If payment will be required for a meeting venue then approval must be obtained in advance from the management committee.
(3) A register of attendance must be completed at the commencement of a meeting. This should be given to the secretary for the record of association meetings.
(4) Meetings can include non-member residents of The Grove or invited guests from outside The Grove.
(5) All office-holders and members provide their services on a strictly voluntary basis
whenever they do anything as part of a meeting of the association unless otherwise
agreed in advance by the management committee.

(5) The sub-group organizer’s functions include but are not limited to-
(a) maintaining the register of current members of the association and their contact details
(b) checking that new members meet the requirements for membership and if they do then confirming their membership or if not providing the reason why not
(c) entering member’s current email addresses into an email list for the association
(d) maintaining a register of sub-groups that are active their brief and names and contact details for each sub-group and making members of sub-groups aware of each other’s contact details
(e) receiving recommendations for the EDAP and for projects and funding proposals from sub-groups to report to the management committee
(f) convening new sub-groups and arranging initial meetings and helping to get them
established
(g) providing a point of contact for members to find out about sub-groups they might be interested in joining.

Be the change you wish to see

Anne Tennock

Subgroup organizer

administrator@transitionthegrove.org.au