COMMUNITY ACTION CIRCLES FIRST MEETING RESOURCES TO HOST COMMUNITY ACTION CIRCLES

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Preparing for the First Meeting The date and time are set, the circle members have confirmed that they will attend, and you can feel that some very important work is going to be taking place in your house (or other meeting location) very soon! In order to allow the Action Circle meeting to be as focused and fluid as possible, there are some preparatory steps you can take and some expectations you can think through.

The first meeting may follow a slightly different format than subsequent meetings. The first meeting is likely a time when the members of the circle become acquainted with one another and set the intentions that will really color and inform the circles that will follow. See ‘Circle Resources’ for some information you may want to consult before the first meeting.

Before the First Meeting Before members of your circle arrive, have a list ready of who has confirmed attendance; including any special needs they might have communicated.

Set up an open space in the middle of a room that can accommodate the number of people who will be attending. Arrange pillows and chairs in a circle to set up a rough estimate of how the circle will look, acknowledging that some shifting and re-organizing will take place as your circle members enter the space. Make sure there is room in the center for an altar, or other sacred centerpiece, where members of the circle will place their special items.

If applicable, clear a table or counter space for food items to be placed and have plates and silverware ready (preferably reusable or recyclable items). Set out water and cups (unless you’ve asked people to bring water bottles instead).

Other suggestions:

• Have some light, inspirational music playing as people arrive to set a welcoming tone for the circle.

• Light some incense or candles.

• Perhaps have a sign on the front door to welcome members of the circle, and to make sure that there is no confusion concerning the location.

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The First Meeting Everyone has arrived and it is time to begin your first Action Circle!

Step One: Sit in a Circle Have everyone take a place in the Circle; bringing attention to the fact that this is the first of hopefully many times that you will be creating this special shape. While you have probably welcomed everyone individually already, take this moment to welcome the group as a whole as a new community of friends and allies.

Step Two: Opening - Create Sacred Space Take a moment of silence, listen to a piece of music, share a poem, read a quote, ask everyone to share a word or phrase that expresses their inner being in the moment. What is needed to create sacred space is the centering of everyone’s attention into the shared communal space and the sacred purpose of the circle meeting. Be creative! (See ‘Openers and Closers’ for more ideas.)

Step Three: Introductions As the host, you might want to be the first to introduce yourself. Or, you might want to take more of a sideline position by offering that whoever feels called to introduce her-or-himself first may do so. After the first person offers an introduction, continue by going around the circle, or offer introductions “popcorn-style” (i.e. in random order).

While anyone can offer their introduction in whatever manner they feel called, you can offer these suggestions:

• What is your name, and what are some aspects of yourself that you consider to be definitive?

• Why did you feel called to be a member of this circle?

• What are some of the issues that are most important to you?

• When did you realize that you were called to bring about a spiritually fulfilling, environmentally sustainable, and socially just human presence on the planet?

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• What special item did you bring to include in the central altar and why?

• What Pachamama Alliance programs have you participated in? The Awakening the Dreamer Symposium?

Step Four: Agreements An Action Circle is a space that is meant to be a collaborative, self-organizing community focused on mutual support and group learning. There is basic structure offered by Up to Us, but, ultimately, each circle will be a unique entity created by its members. To this end, the members of each circle will agree on certain conditions and protocols that are suitable to the unique needs and desires of the particular circle.

Determine Roles In order for the discussions and the group learning of the circle to progress smoothly, there are certain roles that might be helpful. Members may decide to take on a role for a longer duration of time, or members can rotate between roles in any frequency selected by the group. Here are a few offerings:

Facilitator

This role can be filled by either the host or by another member of the circle. The facilitator is responsible for making sure that the flow of the circle is maintained and that the timeframe is adhered to. The facilitator ignites conversation when there is a lull and makes sure that the different segments of the circle take place in order. Ultimately, the facilitator is simultaneously a member of the circle and, also, a holder of space for the circle: an actor and an observer.

Timer

The timer is responsible for announcing when time for a certain section is coming to an end, based on the schedule for each meeting.

Arbitrator

The arbitrator is sensitive to the tone of conversation and the vibe of the group. If a discussion becomes contentious or conflicted, the arbitrator sounds a tone (like a

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bell or chime) to call the circle to sit in a moment of silence. He or she then explains why the tone was sounded, and the conflict is brought into direct inspection. Rather than focusing on the contents of the conflict, the circle is asked to focus on the underlying factors that lead to the conflict in the hopes of shared resolution.

*Again, these roles are just suggestions. Your circle should determine what is best for all the members based on consensus*

Determine Norms • How do the members of the circle want to go about ordering speakers?

Should a talking stick or other item be used? Should it be a free-for-all? Should there be a certain order of speakers?

o Suggestion: offer the four intentions provided by the Center for Council Training.

Speak from the Heart

Listen from the Heart

Speak spontaneously (i.e. don’t pre-plan what you are going to say)

Be lean of expression (i.e. be succinct)

• How should timing issues be resolved, such as when a topic is very exciting, but time for that section of discussion is running out?

• When should the members of the circle eat? Before the circle, in the middle, or after?

• Should roles be held by different members of the circle? Should one person embody all of the roles? Is it important for there to be roles?

• When there is conflict, what is the best course of action? (see Mediating Dissonance for suggestions)

• How should check-ins be structured at the beginning of each meeting?

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Mediating Dissonance It is important to acknowledge that when a diverse group of people come together to discuss topics passionately, there is the potential for disagreement. Disagreement can lead to some great insights if it is treated as a doorway rather than a roadblock! If a discussion becomes a bit heated, here is a suggested process for mediating disagreements:

• The facilitator, arbitrator, or other member of the circle sounds a tone or rings a chime to signal that the other members should take a moment of silence.

o After the short break, the person who called for the moment of silence should explain to the group why she or he did so, bringing to focus the disagreement itself rather than the particular content. Disagreements tend to arise because both parties have their own desires that need to be fulfilled - see if the individuals involved can determine what their underlying desires are and question whether these desires can be mutually fulfilled.

o After the short break, the person who called for the moment of silence can ask that the disagreement be set aside so that the circle can continue that work that is taking place. The disagreement can be returned to at a later time when both parties have had some time to distance themselves from their high emotions. This can help to separate the people from the problem.

o After the short break, ask the two disagreeing parties to restate their positions using different words. Sometimes disagreements take place due to misunderstanding what another person is trying to say. By re-translating the meaning of one’s position, both parties are given the chance to rethink their relationship to the disagreement.

Step Five: First Instance of Group Learning Once again, it is up to the group how to use the time provided in the first meeting. However, since there has been no discussion prior to the first circle, we at Up to Us have a suggestion.

The purpose of the Action Circle is to create a space for the development of each member as a Global Citizen and as a Game Changer in the world. In other words, the Action Circle is meant to be an incubation space of sorts for the development of

The Pachamama Alliance is a nonprofit organization based in San Francisco. Its mission is to empower indigenous people of the Amazon rainforest to preserve their lands and culture and, using insights gained from that work, to educate and inspire individuals everywhere to bring forth a thriving, just and sustainable world. Learn more at pachamama.org

Pachamama Alliance Presidio Bldg #1009, 2nd Floor P.O. Box 29191 San Francisco, CA 94129 +1 415 561 4522

spiritual, social, and environmental leaders in our unique, and sometimes strange, times. In order to set the tone for the Circle, we suggest reading, contemplating, and discussing Will Keepin’s 12 Principles of Spiritual Leadership for the group learning experience during this first meeting. (See ‘Circle Resources’ for this article.)

Step Six: Closing - Release Sacred Space In order to close the Circle, it is important to mark the boundary between the sacred space just experienced and the return to “everyday” life. In order to do so, the group can do a number of things:

• Stand and hold hands

• Share a word or phrase of choice, expressing what each member of the Circle is feeling

• Play a song

• Read a poem

• Collect your special items, expressing thanks to the group