Conducting Meeting Parlimentary .ppt

7/29/2019 Conducting Meeting Parlimentary .ppt

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MODULE 4: CONDUCTING ANEFFECTIVE MEETING

Conducting Your Meeting

Fundamentals of Parliamentary Procedures

List the rules that govern ParliamentaryProcedures.

Identify the types of motions.

Participate in a parliamentary proceduredemonstration/Parliamentary ProceduresActivity/Attachment 4.

Communicating as Meeting Leader.

Listening Effectively and Asking Questions.

Understanding Nonverbal Communication.

Communication Activity/Attachment 5.


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Conducting anEffective Meeting

BLACKS IN GOVERNMENT


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3

Overview

Pointers for conducting the

meeting

Before

During

After

Fundamentals of Parliamentary

Procedures

Communicating as Meeting

Leader


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4

Before Before the Meeting

Plan the meeting carefully Select an affordable location Notify members in enough time to allow their

planning

Prepare and send out an agenda early

Check room set up early to make sure thatthe meeting room is set up properly

At the Beginning of the Meeting Start on time

Get participants to introduce themselvesand state their expectations for the meeting

Set clear time limits

Review action items from the previous

meeting


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During the Meeting

Ask questions Listen

Clarify issues

Use the agenda to keep themeeting moving

Summarize agreements

Identify additional data needed to

make decisions


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After

At the End of the Meeting

Establish action items: who, what,when

Set the date and place of the next

meeting and develop a preliminaryagenda

Close the meeting crisply and

positively

After the Meeting

Follow-up on action items and start to

plan the next meeting


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QUESTIONS


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PARLIAMENTARY

PROCEDURES


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PARLIAMENTARYPROCEDURES

Three basic principles of

Parliamentary Procedures: MAJORITY RULES

EQUAL RIGHTS OF ALL MEMBERSTO PARTICIPATE IN PROCEEDINGS

ORDERLY CONSIDERATION OF ALL

MATTERS WORTHY OF

CONSIDERATION


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NECESSARY OFFICERS

Presiding Officer

President

Chairman

Moderator

Speaker

Recorder

Secretary

Clerk


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QUORUM

The minimum number of members

within a society required in order to

officially conduct business.


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CONDUCTING BUSINESS

Business is brought before theassembly by motion of a member or

in the form of a resolution.

Members must receive recognitionfrom the presiding officer before

speaking, with the exception of

specific motions. Motions are stated as I move

that..


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FIVE BASIC PRINCIPLES

Only one subject may claim theattention of the assembly at a time.

Each proposition presented forconsideration is entitled to full and freedebate.

Each member has rights equal to everyother member.

The will of the majority must be carriedout, and the rights of the minority mustbe preserved.

The personality and the desires of eachmember should be merged into thelarger unit of the organization.


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MOTIONS

The process by which business or

a proposal in brought to the

assembly for action.


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MAIN MOTION

The business of the organization is

carried out through the main motion.

The object of the main motion is to

introduce new business for consideration

of the group.

The main motion brings before the

members a proposed course of action, and

there can be only one main motion under

consideration at a time.


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THE MOTION TO AMEND

An amendment may be made byanyone to modify an original motion.

Amendments change or modify a motion

by striking out, adding or substituting

language to the original motion.

Only two amendments may be

considered on any motion at any time.


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REFER TO A COMMITTEE

This process is used to addressbusiness which cannot or

should not be disposed of

immediately by the group.

Standing vs. Ad Hoc

Committees.

Appointment of Committees Vote Appointment

Volunteering


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POSTPONE TO A DEFINITETIME

This motion postpones or delays

action until a certain time.

It is the proper way to delay action on amotion until later in the agenda, or the

next business meeting, but not beyond

that meeting.


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CLOSE DEBATE

When members of a group continue

to discuss a motion until it becomes

tiresome or after the issues have

been presented, someone maymove to close debate and vote.

The motion to close debate requires

a 2/3 majority vote of the assembly.


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THE MOTION TO TABLE

The motion to table is used to lay

aside an item of business

temporarily in order to attend to

more urgent business. It is NOT intended to kill a motion.

Only to lay it aside in a way that its

consideration may be resumed aseasily as if it was a new motion.


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MOTION TO ADJOURN

The business meeting is closed by a

motion to adjourn.

This motion cannot be debated or

amended.

The meeting is not adjourned until the

chairman announces The meeting is

adjourned.


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MOTION TO TAKE A RECESS

The motion to recess allows for a

break in proceedings.

The motion to recess is not

debatable, but it is amendable.


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MOTION TO FIX TIMEIN WHICH TO ADJOURN

The motion to fix time in which to

adjourn is to set the time, and

sometimes the place, for anothermeeting to continue business of the

session, with no effect on when the

present meeting will adjourn.


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INCIDENTAL MOTIONS

Various types of incidental motionsallow for speakers to interrupt the

activity at hand.

Point of Order Question concerning a breach of

parliamentary law.

Call for the Order of the day

Calls to the attention of the assembly a

problem in the agenda or procedure.


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INCIDENTAL MOTIONS (CONT)

Point of Personal Privilege Motion that permits a request or mainmotion relating to the rights and

privileges or the assembly or any of its

members.

Point of Information

A request directed to the chair, or

through the chair to another officer ormember, relevant to the business at

hand but not related to parliamentary

procedure.


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INCIDENTAL MOTIONS (CONT)

Point of Clarification Motion which allows the chair to explainpending actions of the assembly prior to

a vote.

Division of the House or Assembly

Calling for a recount of the vote by an

alternative method other than voice

vote.


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PRESIDENTAL VOTING

The President, although notprohibited, should avoid voting in

almost all instances, except when

his/her vote can directly impact theoutcome of a vote

Voting to break a tie.

Voting to make a tie.

Voting to create a required majority.


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QUESTIONS

?


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Communicating asMeeting Leader

BLACKS IN GOVERNMENT

C i ti


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Communicating

Communicate clearly during ameeting

Use language that is appropriate

during a meeting Understand and use assertive

communication

Enhance your relationship withparticipants throughcommunication


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Listening and AskingQuestions Effectively

Understand how listening andquestioning work together during ameeting

Recognize common barriers tocommunication

Improve your listening skills

Know the purposes effective questionsserve

Ask appropriate questions during ameeting


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Understanding Nonverbal

Communication

Understand how nonverbal communication issent through a person's eyes, facialexpressions, body position, and gestures

Recognize how the qualities of a participant's

voice communicate nonverbally Recognize that nonverbal communication can

alert you to problems Interpret nonverbal communication correctly

Improve your ability to communication nonverbally

QUESTIONS


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QUESTIONS

Documents

Conducting Meeting Parlimentary .ppt