From the Peace Mennonite Constitution:
APPENDIX II: CONSENSUS PROCESS
I. SETTING THE TONE
The moderator (or a designated facilitator) will be responsible for enabling the group to quiet itself or become attuned. The goal is for group members to become more sensitive, not only to one another, but primarily to the mysterious motion of God in the Holy Spirit.
Attunement requires yieldedness and emptying. It involves an attitude of vulnerability, openness to pain, joy, the unknown, and the unexpected. Participants need to know that they are in a safe place where they may speak freely, where they may receive and impart love, forbearance, and forgiveness.
A period of silence, a spoken prayer, a meditation, a reading from scripture or other written material, or a combination of the above can be helpful in developing the group’s sense of hearing. The step in the process is vital. It should never be viewed as an extraneous formality that can be rushed so that the group can get to the “real” business of the agenda.
II. PREPARING FOR GROUP DISCUSSION
A. The moderator/facilitator posts the agenda, including:
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a clearly stated topic(s) for discussion
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the action to be taken for each topic, i.e., an announcement, a report, a discussion, or a decision
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the estimated time needed for each topic
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the name of the person responsible for introducing each topic.
B. When introducing a topic, the person responsible includes:
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a clear definition of the topic
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a clear statement of what has to be decided, i.e., what needs must be filled or what problem must be solved by the decision
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any necessary background information.
III. GROUP DISCUSSION
A. Following the introduction of the topic, any individual so led provides a responsive idea for discussion. This may be an opinion, a further definition of the problem, a suggested approach to the issue, or a proposal for a decision.
B. Another individual responds to that idea. The second speaker’s statement is a combination of his/her own opinion and that of the previous speaker. It includes a response to the first speaker’s idea and his/her own thoughts as they have been influenced by the previous statement.
C. A third person develops the ideas further. This person’s contribution is different from what it would have been if the two previous speakers had not shared.
D. Other people begin responding to earlier statements and offering their views.
E. The moderator/facilitator and other participants are responsible for:
1) keeping the discussion focused on the topic
2) providing clarification or re-phrasing as needed
3) summarizing underlying agreement and differences
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identifying new issues as they arise
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ensuring that all viewpoints are heard and understood by the group
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identifying problems with the group process and attempting to remedy them.
F. When most viewpoints have been expressed and/or some part of the discussion begins to be repeated, the moderator/facilitator or someone else states the conclusion toward which the group appears to be moving. At this point it is essential that objections and ambivalence be heard. Ideally, participants will readily voice their opinions. If a consensus is not clear, the moderator/facilitator or another participant may suggest a polling that proceeds around the circle, soliciting each one’s response to the stated conclusion. Participants may pass if they choose. Though cumbersome, polling may help to confirm the conclusion and move the group into the decision phase, or it may reveal that more discussion is needed.
G. If the tenor of the discussion becomes unruly, unfocused, or otherwise undesirable, the moderator/facilitator may suggest a period of silence and re-centering.
IV. MAKING THE DECISION
A. The moderator/facilitator states the conclusion arrived at in “F” above and asks if there are final objections or if consensus has been reached.
B. Final concerns are discussed and the process of developing agreement continues until a decision is endorsed by the meeting as a whole. This occurs when the facilitator records all pertinent details (from flip-charts, white board, etc.) that make up the decision in full view of the participants and there are no further objections or suggested changes.
C. The group will sit in silence while the church recorder records the decision in the minutes.
D. Finally, the recorder will read the decision out loud to test if it is indeed the “sense” of the group. If there are no final objections, the moderator/facilitator will declare that consensus has been reached.
E. If the decision requires action, responsibilities are clarified and some method for ensuring action is developed. This may require reporting back to the group when the task is completed, writing down the outcome and posting it, etc. Implementation plans should be recorded in the minutes.
V. IF THE GROUP CANNOT AGREE
A. The group may not have enough information to make a good decision. A decision may need to be deferred until more facts can be gathered and/or participants have more time for prayer and reflection.
B. Disagreement and dissent: Consensus does not imply unanimous enthusiasm for a decision. Rather, one must be able to live with, support, and commit oneself not to undermine the decision. When the process has fully run its course and an individual does not agree with the decision being endorsed by the group, there are two possible responses:
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Standing aside: The person disagrees but will not prevent the group from endorsing a decision.
- Principled objection (blocking): The dissenter states that a passage of the decision would be a violation of deeply held values and convictions, and asks the group not to endorse the decision. In such instances, two options remain: a) continued processing under the consensus model, or b) a formal vote by members, called at the discretion of the moderator and/or the Coordinating Committee.
A note: the distinctions between less than enthusiastic consent and “standing aside,” between extreme personal preference and “principled objection,” may be slight. The process should help an individual reach some degree of clarity. Unconsidered use of the dissent categories can only serve to decrease their meaning and seriousness.
VI. MEETING CLOSURE
Whether a decision is reached or deferred until another meeting, formal closure is important. A hymn, for example, is quite suitable.
The facilitator shall give special attention to closure of meetings in which a decision has been made by voting.
VII. PROXY AND PRESENCE
By definition, the consensus process assumes presence; thus the concept of proxy is not applicable to this model. Persons who cannot attend a scheduled meeting, or those who must leave early, should not expect to convey sentiment for the group to consider in their absence.
* Credits: Much of the material on the consensus process is adapted from Chapters 2-5 of Building United Judgement; A Handbook for Consensus Decision Making, Copyright The Center for Conflict Resolution, 1981. The definition of consensus is copied with the permission of The Foundation for Community Encouragement and Valley Diagnostic and Surgical Clinic.
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