CONDUCTING AN EFFECTIVE MEETING

CONDUCTING AN CONDUCTING AN EFFECTIVE MEETINGEFFECTIVE MEETING

Jacquelyn DeedsJacquelyn Deeds

Why Do You Need to Know Why Do You Need to Know Parliamentary ProcedureParliamentary Procedure

Setting Agenda’s Taking proper minutes Helping to keep the meeting on track Personal use in other organizations Others

Quiz--True and FalseQuiz--True and False A new main motion may be made before the previous

motion is voted on. The maker of a motion has the first right to debate. The

motion to suspend the rules requires a simple majority vote. A simple majority is 51% of those voting. The motion to lay on the table may not be debated. To make the motion to reconsider the maker of the motion

must have voted on the prevailing side of the issue. An amendment can not be amended. Some one who abstains from voting is counted on the

negative. The motion Division of the House requires a counted vote. Parliamentary Procedure is designed to protect the rights of

the minority while allowing majority rule.

Factors for Effective MeetingsFactors for Effective Meetings

An effective agenda process Adequate leadership Length of debate or discussion is

controlled There is a spirit of cooperation within the

board or council Procedural Ordinance/Meeting

Rules/Rules of Order

ObjectivesObjectives

Discuss why parliamentary procedure is used.

List the rules that govern parliamentary procedure.

Identify the taps of the gavel. Discuss how votes may be taken. Identify the types of motions.

WHAT IS PARLIAMENTARY WHAT IS PARLIAMENTARY PROCEDUREPROCEDURE Systematic and Democratic way to get things

done Majority Rules Rights of the Minority Protected. Based on the Rules of British Parliament Thomas Jefferson used the rules for

Congress.. Henry M. Robert wrote the first edition in

1876

Standard AgendaStandard Agenda

• Call to order--opening ceremoniesCall to order--opening ceremonies• Secretary's minutesSecretary's minutes Officer reportsOfficer reports

TreasurerTreasurer Other officers as neededOther officers as needed

Committee reportsCommittee reports Unfinished businessUnfinished business New business --items not previously New business --items not previously discusseddiscussed

Special features **Special features ** Closing--adjournmentClosing--adjournment

Steps In Presenting A Main Steps In Presenting A Main MotionMotion Member seeks recognitionMember seeks recognition Presiding officer grants recognitionPresiding officer grants recognition Member states the motionMember states the motion Motion is secondedMotion is seconded Presiding officer states the motion Presiding officer states the motion

for the bodyfor the body

Steps ContinuedSteps Continued

Discussion of the motion/subsidiary Discussion of the motion/subsidiary motionsmotions

Presiding officer takes the votePresiding officer takes the vote Presiding officer announces the votePresiding officer announces the vote

Types Of MotionsTypes Of Motions

Main motionsMain motions Bring business to the floorBring business to the floor Lowest in precedenceLowest in precedence Start with “i move that”Start with “i move that” Must be positively statedMust be positively stated


SubsidiarySubsidiary Modify of dispose of main motionModify of dispose of main motion Require a secondRequire a second Debatable based on purposeDebatable based on purpose Some amendableSome amendable Most require majority voteMost require majority vote


Privileged motionsPrivileged motions Not connected with the main motionNot connected with the main motion Relate to the conduct of the meetingRelate to the conduct of the meeting Most require a secondMost require a second Usually not debatableUsually not debatable Majority voteMajority vote


Incidental motionsIncidental motions Not directly related to the main motionNot directly related to the main motion Parliamentary procedure orientedParliamentary procedure oriented Higher order of precedenceHigher order of precedence Usually not debatableUsually not debatable Votes varyVotes vary


Unclassified - restorative motionsUnclassified - restorative motions Deal with motion disposalDeal with motion disposal Require secondsRequire seconds Usually majority voteUsually majority vote

Taking The VoteTaking The Vote Majority

One more than half Not 51% Majority rule-minority protected

Plurality Most votes of the votes cast Used in elections Committee elections

Taking The VoteTaking The Vote

Two-thirds Chair should plan ahead and figure 2/3

Matters of great importance- changing rules/ ending debate/ constitutional changes

Must be a counted vote


A. Hand vote Don't designate hand Keep them up to be seen Voting cards

B. Voice Yes and no Aye and nay/ not like sign Don't use on close issues Chair is in doubt/ counted vote


C. Secret ballot Elections Membership Sensitive issues

D. Division of the house Standing vote/move to the sides Not appropriate if a counted vote has already been taken.

Called after the vote is announced not before. Don't recognize until announced

Motion To Refer To A Motion To Refer To A CommitteeCommittee A. Number on the committee

Odd numbers are best Not to large--gets out of hand Committee of the whole

B. How appointed By the chair Volunteers Elected

Motion To Refer To A Motion To Refer To A CommitteeCommittee C. When to report

At a specific date and time Before as specific date Other wise it could be endless

D. Powers of the committees 1. Investigate and report Power to act

Taps Of The GavelTaps Of The Gavel

One tap -- sit, motion passed or One tap -- sit, motion passed or failed, adjournfailed, adjourn

Two taps -- call to orderTwo taps -- call to order Three taps -- standThree taps -- stand

Writing Correct MinutesWriting Correct Minutes

Opening paragraphOpening paragraph 1. Name of the organization1. Name of the organization 2. Date, time and place2. Date, time and place 3. Type of meeting-special/regular 3. Type of meeting-special/regular etcetc

4. Presiding officer4. Presiding officer 5. Secretary5. Secretary

May include number present or May include number present or names of excused--names of excused--

The Downtown Business Association The Downtown Business Association meeting was called to order by Julie meeting was called to order by Julie Davenport at 8:05 a.m. March 5, 2002 Davenport at 8:05 a.m. March 5, 2002 in the conference room of AmSouth in the conference room of AmSouth Bank. Jason Johnson served as Bank. Jason Johnson served as secretary.secretary.


Officer reports--Officer reports-- 1. Minutes read and approved or 1. Minutes read and approved or what what corrections were madecorrections were made

2. Treasurer's report--total of 2. Treasurer's report--total of income, expenses and beginning income, expenses and beginning and ending balanceand ending balance

3. Other officer reports in 3. Other officer reports in brief--recommendations or brief--recommendations or potential new businesspotential new business


Committee reports--Committee reports-- Main point of reports--any Main point of reports--any suggestions for action or suggestions for action or potential new businesspotential new business

Full reports should be filed Full reports should be filed or attachedor attached


Unfinished business--Unfinished business-- How the business was disposed How the business was disposed of--motions onlyof--motions only

New businessNew business Any items that result from Any items that result from reports should be handled firstreports should be handled first

Who made and secondedWho made and seconded Motions that passed/failedMotions that passed/failed


May include information about May include information about special features--name and special features--name and topic of speakers-- brief topic of speakers-- brief notesnotes

The time the meeting The time the meeting adjournedadjourned

Signed by the secretarySigned by the secretary

Documents

CONDUCTING AN EFFECTIVE MEETING