Oregon Biodynamic Group Organizational Document
In addition to the broader mission of biodynamic agriculture, the mission of the Oregon Biodynamic group is threefold:
1) The group’s primary mission is to make high-quality biodynamic preps to help heal the earth and humanity. We make these preparations available to anybody for purchase.
2) Secondly, we strive to educate ourselves and the broader community by sponsoring conferences, hosting open-houses, studying together, and networking with and supporting other groups that have similar missions.
3) Thirdly, we actively grow and nourish a community; the rhythmical, meaningful work we undertake in our yearly cycle of meetings builds and strengthens friendships and helps foster the growth of biodynamics across space and through time.
– Make quality BD preparations annually
– Store and distribute preparations regionally
– Provide educational opportunities for people to learn more about biodynamics
– Network with and support other BD groups
– Continually train one another so that the group’s success is not overly dependent on a small number of experienced individuals
The Oregon Biodynamic Group welcomes people of any race, age, sex, sexual orientation, creed, religion, national origin, ethnicity, profession, etc. No prior experience with biodynamic ideas, farming, or gardening is necessary.
How to become a member
To become a member send annual dues to the Treasurer and/or attend one of the meetings. Membership includes the use of the group library, notices of conferences and meetings, and discounted prices on biodynamic preparations if you come and participate in making the preparations during that year.
Quarterly with additional meetings as needed. The winter meeting focuses on study and business, spring and fall meetings focus on prep-making, and the summer meeting focuses on prep-making and evaluation and touring farms of group members.
Good communication is the cornerstone of any community effort. However, the group recognizes that it does not have a single, central, communication hub; the group is geographically spread out, not all members attend all meetings, and not all members have computers (in order to participate in communications that occur via e-mail or website). Therefore, we strive to be mindful of this challenge when we communicate by using multiple sources of communication (in-person, phone, e-mail, postal-mail, web site). Striving to be inclusive with communications helps to achieve the transparency and clarity that builds trust among members.
In addition to the practical challenges of communication, we recognize that good, open communication is an art that must be practiced regularly.
During meetings consensus methods are used by the subset of members present at the meeting to make group decisions (therefore, you must participate at meetings in order to be part of the decision making process). Between meetings different levels of group decisions can be made by the Executive Committee or other working groups/committees using consensus methods. The roles/responsibilities of these groups are summarized below.
Group officers and committees
The following list provides a summary of the officers and committees that the group currently finds to be a useful part of its organized structure; this is not a fixed structure, but one that can, and should, change as the needs of the group change. Listed under each officer position or committee is a summary
of the roles and responsibilities of this person or group.
The Executive Committee is comprised of the General Manager, Moderator, Program Director, and Treasurer. The role of the executive committee is to:
1. Make decisions for the group as needed between meetings.
2. If the need arises between meetings they may make expenditures up to $500 without group approval.
The role of the General Manager is to:
1. Keep an awareness of the pulse of the group, where our energy is and isn’t.
2. Make sure that we are moving toward the goals we have set – be the glue that helps bind our individual efforts together and remind those that have volunteered to do something to carry it out.
3. Help ‘grease the wheels’ when challenges arise.
4. To be aware of individual member’s talents as well as their potential and encourage them to step forward.
5. Be forward thinking and creative about future directions/goals for the group.
6. Make an annual report at the winter meeting on the state of the group.
7. Serve on the executive committee and make interim decisions with the committee as needed.
8. Run group elections at winter meeting (check in with officers ahead of time to determine open slots that need to be filled).
The role of the Moderator is to:
1. Facilitate business meetings.
2. Contact those necessary to determine the nature of agenda items (whether agenda items are informational or a decision is needed, how long will it take, and if the footwork has been done to make it efficient to bring to a meeting).
3. Review minutes prior to distribution for corrections.
4. Serve on the executive committee and make interim decisions with the committee as needed.
The role of the Program Director is to:
1. Set the schedule for our four regularly scheduled meetings.
2. Develop programs that support the goals of the group.
3. Give program announcement to the secretary for distribution.
4. Insure that our meeting days run smoothly.
5. Serve on the executive committee and make interim decisions with the committee as needed.
The role of the Treasurer is to:
1. Account for all financial dealings of the group.
2. Maintain a checking account.
3. Distribute funds as approved.
4. Give financial reports to the group as requested.
The role of the Scribe is to:
1. Take minutes of business meetings.
2. Give minutes to the moderator, or other executive committee member who was present, to review for corrections.
3. Give corrected minutes to the Secretary for distribution.
The role of the librarians is to:
1. House one of the libraries and bring them to as many meetings as possible.
2. Follow up on overdue books.
3. Recommend a budget and coordinate purchases of additional resources.
4. To mark certain out of print or rare books as non-lending reference books.
Prep Making Coordinator(s)
The role of the prep making coordinator(s) is to:
1. Ensure that individuals are on task to collect necessary prep materials.
2. Ensure that the proper tools and supplies are on hand on prep making days.
3. Coordinate activities on prep making days.
4. Ensure that the finished preps are put in the hands of the prep storage person.
5. Be in communication with the prep storage person as to which preps and in what quantity need to be made.
Prep Quality Control Committee and Chairperson
The role of the prep quality control committee is to:
1. Help evaluate preps at the summer meeting and other times as needed.
2. Pursue ideas that may improve quality of preps.
3. Stay abreast of other efforts to evaluate preps and pursue as deemed useful.
Prep Storage and Distribution
The role of the prep storage and distribution person(s) is to:
1. Maintain proper storage conditions for the preps.
2. Receive prep orders, fill them, and get money to treasurer.
3. Maintain an inventory of preps in storage and preps sold.
4. Report to the prep maker coordinator what preps need to be made.
The role of the conference coordinators is to:
1. Help conceive of conference programs.
2. Coordinate volunteers helping to put on the conference and insure that all aspects of putting on a conference are covered including promotion/advertising.
3. Arrange for presenters.
4. Work with the treasurer as needed on conferences expenses and income.
The role of the secretary is to:
1. Receive and to reply to correspondence by snail mail and email.
2. Receive and distribute meeting announcements, business meeting minutes, and conference brochures.
3. Ensure that the official address is correctly listed when published.
The role of the webmaster is to:
1. Maintain relationship with server and ensure that website is functional.
2. Update site as needed, including current events and activities.
3. Maintain email list and provide communications as needed.
The role of the welcoming committee is to:
1. Develop a plan to get the word out about BD.
2. Ensure that promotional materials are developed, current, and distributed (including the welcome packet and “how to” fliers).
3. Coordinate participation in agricultural and food events.
4. Work with conference committee to create programs that will bring people toward BD involvement.
5. Help organize and implement the BD buddy system.
6. Organize and participate in the intro to BD talks at meetings.
Fellowship of the Preps Representative
The role of this representative is to:
1. Keep aware of the activities of the Fellowship’s working groups.
2. Communicate that activity to the Oregon BD Group including opportunities for other Oregon BD Group members to participate.
3. Attend the annual Fellowship Conference as often as possible.
4. Participate in one or more working groups and actively represent the Oregon BD group’s experience and perspective as useful.
The role of the National Liaison is to:
1. Maintain a communication with the BDA, its executive director and/or board.
2. Keep an awareness of the activities of other BD organizations (Demeter, JPI, BD Trade Association).
3. Communicate to the Oregon BD Group the state of BD nationally and activities on the national level available to our membership.
Accountability and Reporting of Officers
Officers and Committee Chairs are accountable to the group and report to members at meetings.
Annual elections for group officers and committee chairs are held at the winter meeting. The elections process (consensus of group members present at the meeting) is facilitated by the General Manager.