ne of the things that people enjoy about living in community is the presence and participation of someone else with whom they share something important: a profession, personality style, household make-up, activity/hobby, age, relationship style/sexual orientation, special need/medical condition, etc. Below are stories, musings, and meditations from our community members.
2017—2024
t is with a heavy heart that I announce that our beloved friend and servant CHIP (Common House Intrepid Printer) has shuffled off the mortal coil of toil and turmoil, that is the common lot of the public printer. CHIP churned out bank statements, financial reports, reimbursement forms, and more without complaint. Wine labels, Consensus Cards, any number of full color flyers and brochures, web pages, emails all were delivered faultlessly from his trusty paper tray.
It’s the end of a printer error at Cascadia, so join me in a toast to CHIP. 🍷
For you busy executives 😎.
Now that we are tentatively beginning to hold our community meetings in person again, after two years of virtual presence via Zoom technology, some have suggested that we resume use of the card system in HOA meetings. This post will explain the current system and propose a simpler one that is easier to learn and use.
Given that we have five households that have not had to grapple with learning to use the current six card system, this is an opportune time to consider a change. As this system was, according to my review of the record of HOA consensus, never agreed upon by the HOA formally, it does not have to be revoked or modified by consensus.
In the procedural context, colored cards are used by the meeting facilitator to determine the “stacking” order for the comment queue. In the decision making context they are used primarily to give a visual indication of who supports the decision, who is standing aside, and who is blocking consensus.
When blocking consensus, we expect you to support your position by pointing out where the proposal under consideration is in violation of our mission or guiding principles.
The following is the order of precedence when the facilitator is calling on members to comment:
Red > Purple > Orange > Yellow > Green > Blue.
Discussion – No, this card does not mean you are really, really mad. That’s what the purple card is for. In discussion, it’s used to state an observation relative to a breach of procedure, going overtime, off topic, stuck in emotion, etc. Also, to suggest refocus or punt to a smaller group.
Decision – When testing for consensus, holding up a red card signifies an intention to block the proposal being considered.
Discussion – That’s right, let us know what you’re really feeling .
🤬🤪🥰😱🥳😩
Decision – Sorry, expression of feelings during the test for consensus is strongly discouraged 😉🧐.
Discussion – This is used to call for a straw poll. The purpose of a straw poll is to see where the members currently stand with respect to the proposal being discussed.
Decision – In the test for consensus, this card is used to stand aside or abstain from the decision.
Discussion – Got a question during discussion? This is the card for you.
Decision – If you need information or clarification during the test for consensus, then we’ve really fouled up somewhere.
Discussion – Yes, please tell us what you know about the matter that is boggling us!
Decision – This is your opportunity to let us know how meh or slightly peeved you are about the proposal up for decision.
Discussion – Speak your piece, hopefully something to do with the topic at hand.
Decision – This means you are on board, full steam ahead! 🛳
Colored cards give a visual indicator to the meeting facilitator as to how to “stack” participants in the comment queue. In the test for consensus, the facilitator can quickly spot blocks or stand asides and ensure that their objections are noted in the minutes and decide with the group what the next steps should be.
For savvy users of the six card system, the spectrum of choices available while commenting and deciding is a boon. Some people, for instance, like using the green card in the test for consensus to indicate that they are granting consent with minor caveats.
As a meeting facilitator, I notice even long time members fumbling in search of the appropriate card. It took me a year or two to become comfortable using the cards when I first came to Cascadia. I like to think I’m not stupid, but I sure felt that way in the early meetings.
The flow in discussion and the test for consensus tends to fall in three different modes:
Sound familiar? The three card system uses the familiar stoplight metaphor of go, slow, stop; which makes for an easier to remember and shorter set of choices for the meeting attendee to grasp.
The following is an excerpt from: The Consensus Decision Process in Cohousing
Groups have successfully used the following system of colored cards to facilitate the consensus process. There are two contexts in which to use the cards: Procedural and Decision Making.
Procedural uses occur during preliminary discussions of an issue. Participants hold up a card before speaking. The facilitator recognizes them in the following order:
(1) Red (2) Yellow (3) Green
More than one card may be raised at a time by a single member, but the order of priority listed above is still observed. When there is more than one card of the same color raised, the facilitator ensures that the individuals are heard in the order that the cards have been raised
It is incumbent upon group members to use red cards judiciously within the procedural context, remembering that green cards permit questions and comments. Similarly, in the decision-making context, members should be conscious of the seriousness of blocking consensus and use the red cards only for principled objections. However, when a member strongly believes that the fundamental interests of the group are not being served by a particular decision, the red card should be used as a vote of conscience, even if unpopular.4
Think of the stoplight metaphor when using the three card system. Do I need to pause the discussion with a yellow card to ask a question or provide information? Should I stop the discussion to note a breach of procedure or call for a straw poll?
An oft cited paper in psychology The Magical Number Seven, Plus or Minus Two: Some Limits on Our Capacity for Processing Information sets the number seven as the ideal maximum number of variables for our minds to easily juggle. Our current system has a total of 11 meanings for the colored cards, and few members can use them without frequent reference to the explanations printed on the cards. Since we only use the cards for HOA meetings, and some cards get seldom used, it is very easy to forget the appropriate color for the task at hand. The three card system has a total of six meanings, three each for discussion and the test for consensus.
The reason for using cards is to facilitate an easy flow during our meetings. If the cards are acting as a source of confusion or frustration, they are failing in that function.
Missing from the three card system is the purple card for feelings. The truth is that strong feelings are often present throughout discussion and the test for consensus. Rather than corralling our emotions into one segment of discussion, we should refine our perceptions to notice when a member is struggling or in reaction and make a point of acknowledging what we perceive they are feeling and confirm that we heard what they were saying.
On the second Sunday of each month at Cascadia Commons; vegans, vegetarians, pescatarians, and omnivores gather together in the Common House to have HAM—a Homeowners Association Meeting.
Like many co-housing communities, Cascadia Commons is governed by consensus, or rather the HOA is. Up until 2013, residents who were not members of the HOA (renters, housemates) could liberally participate in consensus with the following restrictions:
Consensus/participation rights of tenants will exclude condo doc amendments, leases, easements, or matters with significant implications for HOA and/or homeowner finance and property values…2
Agreed by consensus May 13, 2001
This above restriction had the caveat that it would only be invoked when “the process gets bogged down or tenants hold the only red cards.”
Then, in September of 2012, one of the renters in the unit downstairs from us lit a firecracker in the mailing list with the following:
Is it true that Renters are no longer capable of speaking during meetings (HOA)?3
Email Thread Regarding Renter Participation in Cascadia HOA meetings
A lively dialog ensued on the list, meetings of various committees were held over the following months, with the upshot being that the former agreement allowing renter participation in consensus was rescinded. Going forward, renters and other resident non-homeowners were no longer permitted to participate in consensus decisions in the HAM:
Renters and non-owner residents may participate in discussion but not participate in a test for consensus or vote.4
Agreed by consensus Feb 10, 2013
There is a trend in Cohousing to lose sight of the founder’s vision and ideals and slowly slouch towards becoming just another condominium association.5 Looking back, I think we missed an opportunity to creatively retain the community consensus while still satisfying the legal restrictions that bind Condominium boards in our state. Let us rend unto Caesar what is Caesar’s and not one jot or tittle more.
At least 14% of current Cascadia adult residents are ineligible to participate in consensus, due to not being named on the title of their place of residence. Perhaps we need some RAMs (Resident Association Meetings) to serve alongside our HAMs.
In reflecting on the year and thinking ahead to next year, I’ve thought about the many ways we support each other in the community. My heart is full when I think of how much we care about each other and the many ways we show it. Even as we continue to work through this tough pandemic time, we are finding new and innovative ways of connecting and supporting one another.
Thank you to every one of my cohousing neighbors. I am happy to have enjoyed another year here with you and am looking forward to more. Here is a list of many small kindnesses I’ve experienced this year in no particular order. (And there are probably many others I forgot to list.) I am grateful to each of you, and I’m very grateful to be a part of this community!
A few weeks ago, a group of Cascadians took a field trip for the grape harvest. Our resident winemaker took us out to Courting Hill Vineyard where we picked over 500 pounds of pinot noir, pinot gris, and chardonnay grapes. It was a beautiful fall day, full of picking, de-stemming, juice pressing, and camaraderie.
Next, the fermentation takes place over time. You’ll see casks and barrels in the workshop as our winemaker prepares the batches. Our winemaker also includes the children in the laboratory work. The kids have learned all kinds of cool chemistry lab stuff such as titration and pH testing, as well as practical stuff like how to record measurements in a lab notebook.
Finally, when the wine is ready, in 1.5 to 2 years, we will bottle it. That’s a big job but always fun to work together. That’s when we get to taste the wine, which is the best part!
Our Cascadia Uncommon wine is quite delicious. If you get an opportunity at a gathering, try some! And be sure to tell our winemaker, “Thank you for sharing your hobby, knowledge, and interests with the community!”
It’s a beautiful, snowy day here in Portland. While some of us were slumbering or sipping cocoa, someone was out making snow sculptures. I’m not sure which of my neighbors is the sculptor but they are talented! Here are some pictures of the creatures I spotted. I encourage you to go out and see if you can find any more on the grounds.
Thank you to the mystery snow sculptor. I was already enjoying my time outdoors in the fresh snow, but it was a real treat to stumble upon these and other creatures. I really appreciate the creativity of my neighbors!
What a year! The pandemic has kept us shuttered inside, but the world continues to spin and time marches on. I watched a humorous year in review that sparked me to think about the community’s own year in review.
“2020- A year so momentous they named it twice.”
Death to 2020, Netflix
In the past, we would celebrate the new year with a progressive dinner party, traveling from house to house for a different course of the meal . At the party, our resident shutterbug would put together a slideshow of photos they took throughout the year so that we could watch the year in review. I enjoyed seeing the photos of parties, work parties, social hours, and special events. Since visiting each others homes in large groups is ill-advised during the pandemic, we obviously are not hosting this event this year. Maybe we will have the photo slideshow over zoom instead.
It has been a very dark year because of the pandemic, wildfires, political division, and violence. But there were some really bright spots despite the dark cloud hanging over 2020. Let’s take a brief look at some of the positive things in the community over the year:
I am looking forward to starting a new year, and I hope it is filled with more bright, happy, successful times. I wish good health, peace and harmony to all of my fellow community members.
The southsiders have done a tremendous job decorating the courtyard for the holidays. The trees and houses are lit up beautifully, and there’s a laser light display that’s a lot of fun. I must applaud them for this collaborative effort, since this is a lot more decorating than in years past. Because of the pandemic, we are still not planning any indoor activities together, so it’s really nice to have something so beautiful outdoors.
Drop by for some cookies and cocktails any day after dark. There is a latke party coming up- be sure to stop by for some homemade goodies. Later this month we will participate in the physically distanced night parade up the street, so get your battery operated lights out and we will light up the whole neighborhood.
There will also be some exciting lights in the night sky. I heard about the “Christmas Star” which is the alignment of Jupiter and Saturn. We should be able to see it even with all the holiday lights. I expect our resident astronomer will bring out the big telescope for a viewing party.
You did the research on pricing, discussed with neighbors, weighed the pros and cons, done an in-person demonstration, crafted a well worded and succinct proposal, and got agenda time. And yet somehow, your perfect proposal didn’t pass on the first attempt. How frustrating! With all the work you put in up front, why not?!
While it is incredibly discouraging, it’s just the reality that proposals rarely pass on the first attempt. That’s ok! It brings a greater discussion, makes you look at aspects you hadn’t previously considered, do more research, find a better product, better financing, or take it in an entirely different direction. You end up developing a proposal that we all can agree with and maybe live happily ever after.
I’m bringing this up because there was a proposal that didn’t pass, and there are some very upsetting emails about it. I think people’s memory has faded over time, so here is a friendly reminder of proposals I personally championed that I thought were “no-brainers” or “slam-dunks” that ended up taking several meeting discussion and iterations, and 2-3 proposal attempts.
Ones that I wasn’t the lead on, but I remember they took more than one attempt and a lot of meetings:
So when I think about how disappointing it is that a proposal doesn’t pass on the first try, I remember that doesn’t mean it will never pass. It will just take a lot more work and discussion and probably some sleepless, frustration-filled nights.
When it finally does pass, I can look back fondly at how we worked together to figure out the best way to go about getting something that was ultimately of value and an asset to our community, and we learned a lot about each other during the process.
Let’s remember to be kind with each other, and assume positive intent. Disagreeing with a proposal means I have concerns that I want addressed, that I think the proposal is well intentioned but not fully formed, and I would like to keep working together to resolve the issues. So, let’s do this, together!
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