Meeting Management

Module 9

Objectives: to identify the components of good

meetings to debate the roles of directors and

officers at meetings to review the basic rules of

parliamentary procedure to explore two options for decision-

makingModule 9

Meeting Management

Meeting Management

Justice and courtesy to all,

One thing at a time,

The rule of the majority and

The rights of the minority

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Good Meetings

In good meetings, people nod in agreement;

in poor meetings, people just nod.

1. Planning and preparation

2. Efficient disposal of business

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Elements of good meetings

Good Meetings (contd)

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3. Open participation with adherence to

the rules

4. Effective follow-up

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Preparation ensures:

access to documents and materials; attention to the meeting environment;

and follow through on decisions.

Items needed for the meeting:

minutes of previous meeting copies of reports correspondence

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Director Responsibility

awareness of topics, context, and stakeholder positions

review of documents prior to meeting preparation for debate and decision-

making

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Meeting Environment

a bright room with adequate lighting; a comfortable heating level; good air circulation; a good seating arrangement; and the early opening of the room.

Ensure:

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The Agenda

1. Call to order

2. Review and approval of agenda

3. Reading and adoption of minutes

4. Business arising from minutes

5. Treasurer’s report

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6. Correspondence

7. Reports from committees

8. New business

9. Date and time for next meeting

10. Adjournment

The Agenda (contd)

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New Business

Add policy and strategic issues to the agenda before circulation.

List motions to be debated.

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Participants’ Input 9.1

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Role of the Chair

Ensure orderly debate and opportunities for participation.

Remain impartial during the debate. Vacate the chair when presenting personal

viewpoints. Use a gavel to keep order. If in doubt, consult the secretary’s notes.

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Role of the Secretary

Keep records of procedures. Produce minutes summarizing

discussions. Maintain copies of bylaws, policies, and

previous minutes. Maintain correspondence. Oversee use of the Corporation seal. Notify participants of meetings.

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Minute-Taking

Minutes are the official record of proceedings.

Minutes include: the time, date, place, and names of

attendees; and the exact wording of motions, naming

mover and seconder.

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Minute-Taking (contd)

Minutes maintain the individual’s confidentiality.

Official opposition to the course of action must be recorded.

Minutes are adopted and signed off at the following meeting.

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Participants’ Input 9.2

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Parliamentary Procedure

rules used by legislatures for hundreds of years

rules compiled by General Henry M. Robert

business introduced and discussion controlled by motions or resolutions

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Types of Motions

motions to:fix time of next meetingadjourn

questions of privilege

Privilege motions:

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Types of Motions (contd)

requests for information or answers to questions

motions to: appeal renew withdraw call for vote to be conducted in a

particular way points of order

Incidental motions:

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Types of Motions (contd)

apply only to main motion motions to:

amend refer postpone close debate table

Subsidiary motions:

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Types of Motions (contd)

main question group will debate one motion at a time

Main motion:

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Majority Decision-Making

decisions made based upon a majority vote: 50% +1 2/3 majority 3/4 majority

efficient way to dispose of business minority may feel left out concern that issues rushed Small majorities result in implementation

problems.Module 9

Consensus Approach

less structured and more time-consuming commitment to find common ground fact-finding and face-to-face deliberations creativity and innovation responsibility of participants VS chair

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Consensus

While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision.

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Consensus Principles

inclusiveness voluntary participation access to relevant information and

opportunity to participate flexible and diverse process

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Consensus Principles (contd)

differing points of view, traditions, and cultures accommodated

commitment and accountability mutual respect and empathy individual thought valued

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Participants’ Input 9.3

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Participants’ Input 9.4

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