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MEETINGS & MOTIONS

A comprehensive glossary of key terms and rules for efficient and effective meetings, including definitions for chair, rules of order, quorum, adjourn, motion, and more.

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MEETINGS & MOTIONS

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  1. MEETINGS & MOTIONS PSSC

  2. GLOSSARY OF TERMS • CHAIR – person selected to designate who may speak at any given time • RULES OF ORDER – meeting rules geared to working out satisfactory solutions to the greatest number of questions in the least amount of time • QUORUM – a minimum number of members who must be present to conduct business, generally a majority of the members

  3. GLOSSARY OF TERMS(continued) • ADJOURN – to close the meeting • MOTION – a clearly stated proposal offered by a member for the group to take certain action “I move that…” • SECONDING A MOTION – a motion must be seconded in order to be considered – shows that at least two members want the proposal considered

  4. GLOSSARY OF TERMS(continued) • STATING THE QUESTION – once a motion is moved and seconded, the Chair states the proposal and calls discussion • DEBATE ON THE MOTION – discussion of the proposed action • PUTTING THE QUESTION – following discussion, the Chair asks “Are you ready for the question?” calling for the vote on the motion

  5. AGENDA THE ORDER OF BUSINESS • Reading and approval of minutes of last meeting (s) • Reports • Unfinished Business (Business Arising from the Minutes) • New Business • Adjournment

  6. MEETING GROUND RULES • Start on time • Stick to the agenda - one piece of business at a time • Participation is your right and responsibility • Initiate ideas

  7. Meeting Ground Rules(continued) • Use creative problem solving • Give others a chance to talk - silence does not always mean agreement • Communicate – say what you think and feel • Conduct group business in front of the group

  8. Meeting Ground Rules(continued) • Conduct personal business outside of the meeting • Foster respect, acceptance, trust, caring • Make the decision • End on time

  9. CHAIRING THE MEETING • Take a neutral position on all issues • Focus group energy on the agenda • Suggest alternate solutions • Protect individuals from verbal attack • Encourage all members’ participation

  10. Chairing the Meeting(continued) • Keep enthusiasm high • Enable win/win solutions • Coordinate pre and post meeting events • Seek clarity on issues • Assist the meeting recorder

  11. Quick Tips(continued) • Have an Agenda • Send out meeting reminders • Have meaningful topics/projects • Manage Discussions/Encourage Participation • Limit the length of the meeting • Follow Rules of Order – but be flexible • Don’t make the Principal do all the work

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