Conducting a HOSA Meeting

1. Conducting a HOSA Meeting Teresa Rogers Butler County ATC Fall 2010

2. Types of Meeting • Executive • Meeting of the Chapter officers • Used to plan for the regular meeting • Regular • Regular scheduled meeting, usually monthly • Time and date should be placed on the Chapter’s Calendar of Events • Special • Called to discuss unexpected business items • Chapters may have bylaws concerning announcement of special business meeting

3. Meeting Agenda • Call to order • Pledge of Allegiance • Roll Call / Quorum • Minutes of Previous Meeting • Treasurer’s Report • Officer’s Report • Standing Committees • Special Committees • Unfinished Business • Program • Announcements • Adjournment

4. Call to Order • The official opening of the business meeting. It is done by the President • Pledge of Allegiance / HOSA Creed • Roll Call / Quorum • Necessary for any business meeting. • May be taken by actually calling each member’s name, passing a sign-in sheet, or taking attendance at the door.

5. Minutes of Previous Meeting • Must be approved either as read or as corrected. • Once approved, the minutes become a part of the official record of the Chapter. • Treasurer’s Report • Should be as brief and uncomplicated as possible. • Once given, the report should be accepted subject to audit

6. Officer’s Report • Should be as brief as possible • May be given in writing or verbally • If an officer gives recommendations, their form should resemble a committee’s recommendations • After the report is given, the President restates the recommendation and asks for a second • It then becomes a main motion

7. Standing Committees • Include those committees which serve all and have official tasks that are mentioned in the constitution or bylaws. • In the case of the standing committee report no motion is necessary because only facts are presented

8. Special Committees • Includes committees which are appointed for a limited time and a specific purpose. • Their existence is terminated with the final report to the Chapter. • In the case of a special committee report, a motion for its adoption is necessary because it makes a recommendation.

9. Unfinished Business • Include any question(s) that was pending at the last meeting when it was adjourned or any unfinished business at the last meeting that did not reach the floor • New Business • Any business item new to the Chapter

10. Program • An optional agenda item that is usually in order at this point on the agenda • Announcements • Any announcement pertinent to the organization is in order at this time • Adjournment / Recess • The ending of the meeting. • The next time the Chapter convenes, it must start at the beginning of the agenda

11. Chapter Management:Tips for Problem Solving • Speak up when the discussion is in progress. . .don’t gunnysack for later. • Don’t interpret the other person’s motive or label him/her. This puts others on the defensive and he/she won’t listen to you with an open mind. • Stick to the specific issues. Don’t over-generalize. Be very concrete. • Don’t use the occasion to bring out your museum of resentments. Don’t let others do that either. Solve one problem at a time.

12. Never apologize for asserting your rights. • Nonverbal cues should be consistent with verbal language. Voice, facial expressions and body language should back up the message, not negate it. • Overkill is unnecessary. . .the mark of the insecure! Use only the amount of force necessary to get the message across. • If necessary, take additional steps or bring others in. Don’t threaten. . . State what you are going to do and follow through.

13. Look the person in the eye. • Don’t hit below the belt. • Do not collude! (To collude is to pretend to agree when you don’t or pretend to be something you aren’t.) 12. Avoid a fight. If the problem solving process leads to an insult exchange or becomes a repetitive, stale argument, then it is obvious the problem has stalled.