Purpose

Trillium Hollow operates as a unique co-housing community under the Condominium laws of the State of Oregon. As such, our bylaws require Quarterly business meetings to conduct the business of the Association. Our bylaws also specify that the Chairman of the Association preside over all official Association meetings.

The Associations bylaws state that Consensus is the primary method of decision making at all levels of Association governance. There is a mechanism for moving to a voting process if consensus cannot be reached on an issue. The Association can also delegate decision-making to a committee or individual by consensus. In the absence of decisions by consensus, the Board has the powers and duties necessary for the administration of the Association.

The purpose of this agreement is to provide specific guidelines for the operation of the business meetings and decision-making process of the Associations at these business meetings.

Frequency

The Association is required to hold an Annual meeting in March and three quarterly business meetings each year. Special meetings may also be called for specific purposes and need to be confined to the specific purpose for which the meeting is called.

We have been having meetings more frequently than Quarterly and they have been general meetings with published agendas. As long as proper notice is provided and a Quorum is present these meetings are considered appropriate for the conduct of the business of the community.

Facilitation

The Chairman is responsible for presiding over the meetings according to our bylaws. The Chairman and the Board are responsible for organizing the meetings and insuring good facilitation. The Chairman may delegate organization and facilitation of the meetings but remains ultimately responsible for their success.

Agenda

The agenda for the Annual business meeting is specified in the bylaws of the Association. For other business meetings it is important and is our agreement to publish the agenda ahead of time along with specific proposals to be considered at the meeting. In order to assure productive and successful meetings the Chairman and the Board shall facilitate the addition of proposals to the agenda that have been through a process that insures a reasonable prospect for successful consideration.

The standard agenda for each meeting will include:

• Check
• Open forum for comments, new issues/proposals
• Review of Agenda, decide on additions
• Board Report
• Team Reports
• Treasurers Report
• Old Business
• New Business

In order for a proposed agreement or decision to be on the agenda it must meet basic criteria for inclusion. The Board or a delegated Team or individual is responsible for reviewing the proposals for adherence to the process but does not have the authority to decide on the basis of substance or who is initiating the proposal whether it should be included in the agenda. The process for bringing a proposal to the Association meeting is:

1. Proposals need to meet the following criteria:
1. Identify the opportunity, problem or issue being addressed
2. State the project or agreement goal and objectives
3. Describe the details of the project or agreement including enforcement of policies
4. If a project or financial proposal, state the total costs of the project, listing the funds already budgeted, if any, and the additional amount requested.
2. If applicable, the proposal needs to have been reviewed and agreed upon by the appropriate community team or the Board.
3. Proposals for consideration at Association meetings will be distributed 7 calendar days ahead of time for the Community to review. Proposals should also be posted on a community bulletin Board prior to the meeting.

Members are expected to read and understand proposals prior to discussion at the meeting. Changes made after the start of the seven day review period should be distributed ahead of the meeting. Changes may be incorporated at the meeting itself if all present come to consensus to make such changes.

A new proposal or issue may be placed on the agenda at the start of a business meeting only if all those present agree to add it. It would be added to the end of the agenda and addressed if there is time.

Consensus Decision-Making

Trillium Hollow values the consensus process for making decisions. Using this process requires significant compromise and work to achieve a decision. The aim of consensus is to insure that all points of view are taken into account and that decisions have the committed support of all members of the Association.

A key component of consensus is the ability of an individual unit owner to block a proposal. A block is intended to improve or protect the community. The agreement of the Association with respect to blocking is that a block is a recognized block if:

1. The blocking member states their reasons for not agreeing with the proposal
2. An alternative solution or proposal is offered
3. At least one other unit owner supports the block

Members who plan to block a proposal are encouraged to communicate their intention ahead of a meeting along with the reason and the alternative proposal. This will facilitate the process.

If there is no support for the blocking member from at least one other unit owner (from another household) at the meeting then the block can be overridden by consensus of all those present with the exception of the blocking member. Otherwise, the block stands and the Association can choose to move to the voting process specified in the bylaws. In the event that a block is overridden at a meeting, all Members present have a 48 hour ¡Èvoter¡Çs remorse¡É period in which they can change their consensus position on the decision. If a Member notifies the rest of the Community in writing of such a change of position then the block will be considered sustained and the Community will need to reconsider the proposal at a future date.

The voting process can be invoked if consensus cannot be reached on an issue after two meetings at which the issue is discussed. After the first two meetings a third meeting requiring a Quorum can be called if seventy-five percent (75%) of those present. A decision requires an affirmative vote of eighty (80%) of those present at the third meeting.