Writing a Proposal: A Short Guide

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The General Meeting is the principal decision-making space of the co-op. This guide is intended to help you turn an idea into a proposal that the meeting can properly consider and act on.

There is no single template, but proposals are normally structured along the following lines:

  • Title – a clear and relevant title that marks it as a distinct agenda item
  • Explanatory text – background information to help the meeting understand the proposal
  • Proposal text – one or two sentences summarising exactly what is being proposed; this is the part usually read out by the facilitator and is the focus for the decision or vote to be taken.

Good proposals usually answer a small number of clear questions.

1. What are you asking the meeting to do?

Be clear and specific. For example:

  • Are you asking for a decision?
  • Are you bringing something for discussion before developing it further?
  • Are you asking the meeting to approve funding, start a project, or agree a change in direction?

If possible, try to summarise this in one or two sentences.

2. What is the proposal?

Briefly describe your idea:

  • What is being proposed?
  • Why is it needed or useful?
  • What problem does it address, or what opportunity does it create?

Keep this focused — detail can come later.

3. Where does it sit in the co-op?

Consider:

  • Does this fit within an existing working group?
  • If so, has that group been contacted, and do they support the proposal?
  • Is the General Meeting the right place to decide this, or is the GM being asked to mandate further work?

Proposals are usually stronger, and easier for the meeting to decide on, when they show who has been consulted and who would be involved if the proposal goes ahead.

4. What will it cost?

If funding is required, you are asked to complete a Costed Proposal Cover Sheet.

Be upfront about:

  • Any financial cost (even a rough estimate)
  • Whether it fits within the current budget

See also https://governance.ash.coop/spending_policy_for_working_groups

5. What happens after the meeting?

Help the meeting think beyond the decision itself:

  • How will progress be reported back?
  • Should the proposal be reviewed after a set period?
  • Is this a one-off project, or the start of an ongoing commitment?

This reassures the meeting that the proposal will be followed through.

Taking proposals over more than one meeting

Not all proposals need to be decided in a single General Meeting.

In some cases it may be more appropriate for a proposal to return to the meeting over more than one sitting. This can allow time for:

  • further discussion or clarification
  • consultation with working groups or the wider membership
  • revision of the proposal in response to concerns
  • building shared understanding and support

Where proposals are considered over multiple meetings, the co-op may use consensus decision-making processes rather than seeking an immediate vote. (See the separate page on Consensus decision making for more detail.)

Getting help

You do not have to do this alone.

The Secretarial Group, relevant Working Groups, and office staff can help you:

  • clarify your proposal
  • think through costs and implications
  • shape it into something the meeting can engage with constructively

Sharing ideas early often makes them stronger.

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