CONDUCTING AN EFFECTIVE MEETING

1. CONDUCTING AN EFFECTIVE MEETING Jacquelyn Deeds

2. Why Do You Need to Know Parliamentary Procedure • Setting Agenda’s • Taking proper minutes • Helping to keep the meeting on track • Personal use in other organizations • Others

3. Quiz--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.

4. Factors 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

5. Objectives • 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.

6. WHAT IS PARLIAMENTARY PROCEDURE • 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

7. Standard Agenda • Call to order--opening ceremonies • Secretary's minutes • Officer reports • Treasurer • Other officers as needed • Committee reports • Unfinished business • New business --items not previously discussed • Special features ** • Closing--adjournment

8. Steps In Presenting A Main Motion • Member seeks recognition • Presiding officer grants recognition • Member states the motion • Motion is seconded • Presiding officer states the motion for the body

9. Steps Continued • Discussion of the motion/subsidiary motions • Presiding officer takes the vote • Presiding officer announces the vote

10. Types Of Motions • Main motions • Bring business to the floor • Lowest in precedence • Start with “i move that” • Must be positively stated

11. Types Of Motions • Subsidiary • Modify of dispose of main motion • Require a second • Debatable based on purpose • Some amendable • Most require majority vote

12. Types Of Motions • Privileged motions • Not connected with the main motion • Relate to the conduct of the meeting • Most require a second • Usually not debatable • Majority vote

13. Types Of Motions • Incidental motions • Not directly related to the main motion • Parliamentary procedure oriented • Higher order of precedence • Usually not debatable • Votes vary

14. Types Of Motions • Unclassified - restorative motions • Deal with motion disposal • Require seconds • Usually majority vote

15. Taking 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

16. Taking 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

17. Taking The 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

18. Taking The 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

19. Motion To Refer To A Committee • 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

20. Motion To Refer To A Committee • 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

21. Taps Of The Gavel • One tap -- sit, motion passed or failed, adjourn • Two taps -- call to order • Three taps -- stand

22. Writing Correct Minutes • Opening paragraph • 1. Name of the organization • 2. Date, time and place • 3. Type of meeting-special/regular etc • 4. Presiding officer • 5. Secretary • May include number present or names of excused--

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

24. Writing Correct Minutes • Officer reports-- • 1. Minutes read and approved or what corrections were made • 2. Treasurer's report--total of income, expenses and beginning and ending balance • 3. Other officer reports in brief--recommendations or potential new business

25. Writing Correct Minutes • Committee reports-- • Main point of reports--any suggestions for action or potential new business • Full reports should be filed or attached

26. Writing Correct Minutes • Unfinished business-- • How the business was disposed of--motions only • New business • Any items that result from reports should be handled first • Who made and seconded • Motions that passed/failed

27. Writing Correct Minutes • May include information about special features--name and topic of speakers-- brief notes • The time the meeting adjourned • Signed by the secretary