Weekly Meetings & Collective Decision-Making Framework
Purpose of the Framework
Shake It Up (SIU) aims to build an effective, democratic organisation capable of acting collectively and growing over time. To do this, the organisation requires clear structures that balance participation, discipline, and accountability.
The framework below sets out how SIU’s weekly meetings are organised, how agendas are created, and how collective decisions are made. Its purpose is to ensure meetings are focused, fair, and outcome-driven, while maintaining collective ownership of decisions.
The framework is not intended to limit discussion. Rather, it is designed to protect time, reduce repetition, and ensure that strategic issues receive the attention they require.
SIU seeks to combine openness with structure. Members are encouraged to participate actively in discussion and decision-making, while also respecting agreed processes that enable the organisation to function effectively.
This document, outlined below, is a “good enough to go” framework and will evolve as the organisation develops and gains experience.
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SIU is a membership-based organisation open to people who support its aims and are willing to contribute to the campaign.
Members are people who:
Live in Lambeth or are actively involved in organising in Lambeth
Support the aims and values of SIU
Commit to contributing time, energy, or skills to the campaign
Participate in meetings, activities, or working groups where possible
Membership is intended to be inclusive and accessible. People contribute in different ways depending on their time, skills, and circumstances. All forms of constructive participation are valued.
Members are encouraged to take part in:
Weekly meetings
Campaign activities and mobilisations
Working groups or organising teams
Discussions and decision-making processes
Members are entitled to:
Attend weekly meetings
Participate in discussions and collective decision-making
Receive organisational documents, including the Structures and Policies document
Membership arrangements may evolve as the organisation grows and develops its organisational structures.
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The central organisational meeting of SIU takes place every Monday from 7:00pm to 9:00pm.
These meetings bring members together to:
Share updates on organising and campaign work
Discuss key issues and proposals
Make collective decisions
Coordinate activities for the coming week
Meetings follow a pre-circulated agenda and are facilitated to ensure:
Clear time allocation for agenda items
Balanced participation from members
Focused discussion that leads to decisions and action
Maintaining time discipline is essential to ensure meetings remain productive and accessible. Facilitators are responsible for helping the meeting follow the agreed agenda and keeping discussions within the allocated time.
Weekly meetings are intended to be participatory, focused, and action-oriented, supporting the collective organising work of the campaign.
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SIU weekly meetings follow a structured agenda designed to ensure meetings are engaging, participatory, and focused on action.
A typical meeting agenda includes the following elements:
1. Opening Report and Welcome
The meeting begins with a short opening from members of the core team. This includes a brief report on developments in the campaign and helps set the tone and direction for the meeting.
2. Member or Community Testimony
One or two members may briefly share why they joined SIU and what they are working on. Occasionally, a guest from a community organisation or allied group may be invited to speak. This helps strengthen relationships and build a shared sense of purpose.
3. Discussion and Decision Items
The meeting then addresses agenda items that require discussion or decisions. These items are circulated in advance so members can review them beforehand. Where appropriate, members may break into small groups to discuss issues before reporting back to the full meeting.
4. Working Group Updates
Working groups provide short updates on their activities. These updates typically include:
Who is coordinating the group and who is involved
What has been achieved in the past week
Plans for the coming week
Any support or additional volunteers needed
5. Mobilisation Round
A short mobilisation report is presented, followed by a round where members briefly share what actions they will take in the coming week. These commitments may be recorded to help coordinate campaign activity.
6. Networking and Coordination Time
The meeting concludes with time for members to connect, coordinate tasks, and organise next steps.
This structure helps ensure meetings combine discussion, decision-making, and collective action, while also strengthening relationships within the organisation.
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Agenda Creation
A structured weekly cycle governs how agenda items are proposed, reviewed, and confirmed.
By the end of Thursday: Members may submit written proposals or agenda items.
By the end of Friday: A draft agenda, together with any written proposals, is circulated to members.
By the end of Sunday: Members may review the draft agenda and suggest amendments or raise questions.
Before the Monday meeting: The SIU core group finalises the agenda.
Circulating proposals in advance helps ensure members arrive prepared for discussion and allows meeting time to be used effectively.
Meeting Facilitation
Weekly meetings are facilitated by two trained facilitators.
Facilitators are responsible for:
Managing the meeting agenda and time allocations
Ensuring balanced participation in discussions
Deciding when discussion should move to a vote
Deciding when an agenda item should move on
Where an issue cannot be resolved within the allocated time, facilitators may:
Ask 2–3 members to develop a revised proposal for a future meeting, or
Suggest a separate meeting or discussion session where more time is needed.
Facilitators help ensure meetings remain focused, fair, and productive.
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SIU aims to make decisions through collective discussion and agreement wherever possible. Members are encouraged to participate actively in discussions and contribute to developing proposals and solutions.
Routine or Administrative Decisions
Some decisions are routine or administrative and do not require extended discussion.
Information relating to these items will normally be circulated in advance with the meeting agenda. Members are expected to review these materials beforehand.
At the start of the meeting, time may be allocated for:
Brief clarifying questions
A quick indication of agreement
Where no significant concerns are raised, these items may be approved quickly so that meeting time can focus on more substantive issues.
Strategic or Substantive Issues
Issues requiring deeper discussion should normally be identified during the agenda-setting process so that members have time to review proposals in advance.
Where a matter requires more time than is available in the meeting, facilitators may suggest:
Delegating further work on the issue to a small group of members, or
Scheduling a separate meeting or discussion session to allow for deeper dialogue.
This ensures important decisions receive the time and attention they require.
Decision-Making Principles
SIU operates on the principle of collective responsibility and deliberative democracy.
Where possible, decisions are made through consent, meaning members are willing to support a proposal as “good enough to proceed,” even if it is not their preferred option.
Where consent cannot be reached, decisions may be made by majority vote, with facilitators determining when a vote is required.
Decisions are recorded clearly and incorporated into the SIU Structures and Policies document, which is shared with members.
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SIU operates through a combination of member participation and organisational coordination.
Core Group
A core group supports the coordination and development of the organisation. The core group helps ensure that meetings, campaigns, and organising work function effectively.
The core group is expected to consist of approximately 5–7 members. Its responsibilities include:
Supporting the coordination of SIU’s organising work
Finalising weekly meeting agendas
Supporting the development of organisational structures and policies
Processes for joining and leaving the core group will be developed as the organisation grows.
Conflict Resolution and Safeguarding
SIU aims to maintain a culture of respectful collaboration and constructive discussion.
Where disagreements or conflicts arise, members are encouraged to resolve issues directly through conversation. If necessary, members may seek support from another member or a member of the core group to help facilitate a resolution.
Further safeguarding and conflict resolution processes may be developed as the organisation grows.