Meetings That WorkEffective meetings require planning in advance by the Presiding Officer and everyone who participates.Members are committed to the group purpose.Understand the reason for the meeting and do your preparation in accordance with this understanding.
Meetings Have PurposeEach meeting and agenda item is clear To share ideas and information only To brief members before action To generate new ideas To make a decision To make a recommendation• Always know what the purpose is
Knowledge SkillsetsA successful meeting participant needs: Knowledge of the subject matter at hand Knowledge of Roberts Rules of Order Knowledge of persuasive powers Knowledge of critical thinking Knowledge of decision making Knowledge of human dynamics
Parliamentary rules take intoaccount the often conflicting interests that develop during meetings, and they provide procedures that ensure decisions are made fairly.
Basic Definitions• Quorum – minimum number of members required to transact business• Bylaws – basic regulations governing the organization• Standing rules – details concerning administration of organization• Motion – formal proposal that an action be taken• Presiding officer – meeting leader who sees that rules are observed
Six Steps in Handling a Main Motion1. Member makes a motion2. Another member seconds the motion3. Presiding officer places motion before group4. Motion is open for debate5. Motion is put to a vote6. Presiding officer announces result
Exercise 1 – Make Motion, Debate, VoteA Board member makes a motion; I move that (or “to”) ……..It is seconded and debate beginsThe member speaks in support.Another speaks in opposition followed by members alternate speaking on the motion.Motion stated, call for vote, announce result.
Subsidiary Motions1. Postpone indefinitely – group avoids direct vote on main motion2. Amend – word pending motion is modified3. Refer to committee – send to another group for study4. Postpone to a certain time – consider something later5. Limit or extend limits of debate6. Previous question – stop debate on pending motion and vote7. Lay on table – put aside a pending motion
Exercise 2 – Order of PrecedenceA Board member motion is seconded, debate is activeSubsidiary motions are made.Members address the Presiding OfficerThe Presiding Officer manages motion precedence through the debate.The Presiding Officer reminds all that of the immediately pending motion and secondary motions.
Privileged Motions1. Call for Orders of the Day2. Raise a question of privilege3. Recess4. Adjourn5. Fix time to adjourn Note: Set the next meeting if not already scheduled
Exercise 3 – Privileged MotionsA Board member motion is seconded, debate is activeSubsidiary motions are made.Members address the Presiding OfficerThe Presiding Officer manages motion precedence through the debate.The Presiding Officer reminds all that of the immediately pending motion.
Most Frequently Used Incidental Motions1. Point of Order2. Appeal3. Point of information4. Suspension of rules5. Objection to consideration of question6. Division of question7. Consideration by paragraph8. Division of assembly
Value of Roberts Rules of Order• Have effective meetings• Discuss matters in productive ways• Make progress on difficult matters• Build leadership skills• Refine presentation skills• Appreciate the value of coalitions