UBIF MEETING FACILITATION TEMPLATES

═══════════════════════════════════════════════════════════════

WEEKLY ALL-HANDS MEETING AGENDA TEMPLATE

Date: _______________
Location/Link: _______________
Facilitator: _______________
Note-Taker: _______________

TIME ALLOCATION:
Opening & Check-in (5 min)
- Welcome & acknowledgment of land/space
- Brief check-in round (one word or phrase)

Updates (10 min)
- Project updates from working groups
- Announcements and community news

Decision Items (20 min)
- Key decisions to be made today
- Use consensus-based process (see below)

Working Group Reports (15 min)
- Food Systems: _______________
- Energy: _______________
- Digital Access: _______________
- Governance: _______________

Open Forum (5 min)
- Questions and clarifications
- Emerging issues

Closing (5 min)
- Confirm next meeting date/time
- Thank you and grounding exercise

TOTAL TIME: 60 minutes

═══════════════════════════════════════════════════════════════

DECISION-MAKING PROTOCOL

For proposals requiring decisions:

1. PROPOSAL PRESENTATION (2 min)
   - Presenter explains proposal clearly
   - State the decision needed

2. CLARIFYING QUESTIONS (3 min)
   - Ask factual questions only
   - No debate or opinions

3. RESPONSE & MODIFICATION (2 min)
   - Presenter responds to questions
   - Offer amendments if proposed

4. TEMPERATURE CHECK (2 min)
   - Thumbs up: I support this
   - Thumbs middle: I'm okay with it
   - Thumbs down: I have concerns

5. ADDRESS CONCERNS (5 min)
   - Listen to concerns from thumbs down
   - Proposer responds and modifies if possible

6. FINAL CONSENSUS (1 min)
   - Call for consensus: "Do we have consensus?"
   - Everyone indicates their position

═══════════════════════════════════════════════════════════════

MEETING NOTES TEMPLATE

Attendees: _______________
Decisions Made:
  1. _______________
     → Assigned to: _______________ (Due: _________)

Action Items:
  1. _______________ (Owner: _______________ Due: _________)
  2. _______________ (Owner: _______________ Due: _________)
  3. _______________ (Owner: _______________ Due: _________)

Working Group Updates:
  - Food Systems: _______________
  - Energy: _______________
  - Digital: _______________
  - Governance: _______________

Next Meeting: _______________
Location: _______________

═══════════════════════════════════════════════════════════════

ACCOUNTABILITY CHECK-IN (Monthly)

For each action item from last month:
- Was it completed? ☐ Yes ☐ Partially ☐ No
- If not, what barriers emerged?
- What support is needed?
- New deadline (if needed): _______________

═══════════════════════════════════════════════════════════════