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Community Capacity Building Program Meeting Management

This program focuses on identifying components of good meetings, roles of directors & officers, parliamentary procedures, and decision-making options. Learn key elements like planning, preparation, participation, and follow-up for successful meetings. Explore agendas, minutes, chair and secretary roles, and parliamentary motions. Understand majority decision-making and consensus approaches. Foster inclusiveness, mutual respect, and accountability in meetings for community development.

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Community Capacity Building Program Meeting Management

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  1. Community Capacity Building Program Meeting Management

  2. 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-making Objectives: Meeting Management Objectives

  3. Justice and courtesy to all One thing at a time The rule of the majority and The rights of the minority Meeting Management

  4. Elements of Good Meetings • Planning and preparation • Efficient disposal of business • Open participation with adherence to the rules • Effective follow-up In good meetings, people nod in agreement; in poor meetings, people just nod.

  5. Planning and Preparation Ensures • Access to documents and materials • Attention to the meeting environment • Follow through on decisions

  6. Items Needed for the Meeting • Minutes of previous meeting • Copies of reports • Correspondence

  7. Director Responsibility • Awareness of topics, context, and stakeholder positions • Review of documents prior to meeting • Preparation for debate and decision-making

  8. Meeting Environment • Bright room with adequate lighting • Comfortable heating level • Good air circulation • Good seating arrangement • Early opening of the room

  9. TheAgenda • 1. Call to order • 2. Review and approval of agenda • 3. Reading and adoption of minutes • Business arising from minutes • Treasurer’s report • 6. Correspondence • 7. Reports from committees • 8. New business • 9. Date and time for next meeting • 10. Adjournment

  10. New Business • Add policy and strategic issues to the agenda before circulation • List motions to be debated

  11. 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

  12. 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

  13. Minute -Taking • Minutes are the official record of proceedings • 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

  14. Minute - Taking • 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 • Minutes include: the time, date, place, andnames of attendees the exact wording ofmotions, naming mover and seconder

  15. 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

  16. Types of Motions Motions to: 1) Fix time of next meeting 2) Adjourn 3) Questions of privilege Privilege motions

  17. Types of Motions 1) Requests for information or answers to questions 2) Motions to: • Appeal • Withdraw • Renew • Call for vote to be conducted in a particular way 3) Points of order Incidental motions

  18. Types of Motions Subsidiary motions 1) Apply only to main motion 2) Motions to: • Amend • Refer • Postpone • Close debate • Table

  19. Types of Motions 1) Main question group will debate 2) One motion at a time Main motion

  20. 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

  21. 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

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

  23. Consensus Principles • Inclusiveness • Voluntary participation • Access to relevant information and opportunity to participate • Flexible and diverse process

  24. Consensus Principles • Differing points of view, traditions, and cultures accommodated • Commitment and accountability • Mutual respect and empathy • Individual thought valued

  25. Participants’ Input 9.4 Participants’ Input

  26. Conclusion and Evaluation • Review objectives • Review any additional expectations • Review Parking Lot • Point out Certificates of Participation • Complete evaluation • Thank you! Community Capacity Building Program http://www.ibrd.gov.nl.ca/regionaldev/capacitybuilding.html

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