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Meeting Management

Meeting Management. Module 9. 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. Module 9.

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Meeting Management

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  1. Meeting Management Module 9

  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 Module 9

  3. Justice and courtesy to all, One thing at a time, The rule of the majority and The rights of the minority Meeting Management Module 9

  4. Good Meetings In good meetings, people nod in agreement; in poor meetings, people just nod. Elements of good meetings 1. Planning and preparation 2. Efficient disposal of business Module 9

  5. Good Meetings (contd) 3. Open participation with adherence to the rules 4. Effective follow-up Module 9

  6. Preparation ensures: • access to documents and materials; • attention to the meeting environment; and • follow through on decisions. Module 9

  7. Items needed for the meeting: • minutes of previous meeting • copies of reports • correspondence Module 9

  8. Director Responsibility • awareness of topics, context, and stakeholder positions • review of documents prior to meeting • preparation for debate and decision-making Module 9

  9. 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: Module 9

  10. TheAgenda 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 Module 9

  11. TheAgenda(contd) 6. Correspondence 7. Reports from committees 8. New business 9. Date and time for next meeting 10. Adjournment Module 9

  12. New Business • Add policy and strategic issues to the agenda before circulation. • List motions to be debated. Module 9

  13. Participants’ Input 9.1 Module 9

  14. 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. Module 9

  15. 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. Module 9

  16. 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. Module 9

  17. 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. Module 9

  18. Participants’ Input 9.2 Module 9

  19. 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 Module 9

  20. Types of Motions • motions to: • fix time of next meeting • adjourn • questions of privilege Privilege motions: Module 9

  21. Types of Motions (contd) Incidental motions: • 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 Module 9

  22. Types of Motions (contd) • apply only to main motion • motions to: • amend • refer • postpone • close debate • table Subsidiary motions: Module 9

  23. Types of Motions (contd) • main question group will debate • one motion at a time Main motion: Module 9

  24. 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

  25. 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 Module 9

  26. While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision. Consensus Module 9

  27. Consensus Principles • inclusiveness • voluntary participation • access to relevant information and opportunity to participate • flexible and diverse process Module 9

  28. Consensus Principles (contd) • differing points of view, traditions, and cultures accommodated • commitment and accountability • mutual respect and empathy • individual thought valued Module 9

  29. Participants’ Input 9.3 Module 9

  30. Participants’ Input 9.4 Module 9

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