2016 (3)effective meetingblue

Head Start Law Open Board Meetings Minutes Motions Documents
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Effective Meetings

Agenda
Understanding parliamentary law
Open meeting laws
Conducting a meeting
Making a record of the meeting
Motions
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PARLIAMENTARY LAW
The Majority Rules
A Quorum must be Present
In order to make decisions
All members are equal
The Rights of the Governing body
outrank the rights of the members

Parliamentary law
Parliamentary law is a set of generally-accepted
rules
There are also rules written by the Governing
Board.
These rules are called Bylaws
Bylaws determine the rights and duties of all
members of the board

5
Parliamentary Law
is based on a regard for
the rights
of the majority
of the minority
of individual members
of absentees

6
State/Local Law
 Open Meeting Act
 Public Meeting
 Public Record
 Public Vote
 City Ordinance

7
Cannot be Suspended
 A rule stated in the governance
 A rule of parliamentary law
 Code of operations
 Quorum

What are Bylaws?
Laws adopted by an
organization for its own
governance
Basic and most important
rules that relate to the
organization

Purpose of Bylaws
Determine the rights and duties
of membership
Provide how the organization is
structured and governed

Standard Order of Business
 Minutes
 Reports of officers,
boards and standing
committees
 Special committee reports
 Special orders
 Unfinished business
 New businessMRS SUN

11
Regular
Special
Close Session

OPEN MEETINGS LAW
Non-Profit boards operate for public benefit with
support from the general public
They should provide the public with information
about their mission, program activities, and
finances
Boards should be accessible and responsive to
members of the public who express interest in
the affairs of the organization

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Leadership
President
Vice-President
Treasurer
Secretary

What are Minutes?
Official record of the proceedings of a meeting
Legal public record of a meeting
Should reflect what was done in the meeting,
not what was said by the members
Should never reflect the recorder’s opinion, on
anything said or done

Purpose of Minutes
 Refresh the memory of the members who
were present at the meeting,
 Inform those who were absent from the
meeting, and
 Make possible a compiled history of the
policy council acts and accomplishments

First Paragraph
 Kind of meeting: regular, special, adjourned
regular
 The name of the policy council
 The date, time, and place of the meeting
 If the regular chairman and/or secretary were
not present, who substituted for them
 Whether the minutes of the previous meeting
were approved

Outline Minutes
Paragraph One
Type of meeting
Date, time, place of meeting
Approval of the minutes of the last meeting
Paragraph Two
Main motions
Primary and/or secondary motions
Last Paragraph
Time the meeting was adjourned
Signature of the Secretary

Recording Votes
 If by voice, the fact that the motion was adopted,
approved, carried, lost, or defeated
 If by roll call, the names of those voting on each
side, as well as sufficient names of those abstaining
to indicate a quorum was present
 If by ballot, the complete tellers’ report

Minutes are Approved
 For a regular meeting – at the next regular
meeting
 For an adjourned meeting – at the next regular or
adjourned meeting – whichever is first
 For a special meeting – at the next regular
meeting

Approving Minutes
Proposed minutes are
only a draft and do not
become the minutes
until approved
Minutes may be
approved by
Unanimous consent
Adopted motion
To “dispense with
reading of the
minutes” only
postpones the time
for their
consideration
Corrections may be
made any time an
error or material
omission is found

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Why Motions?
 Motions bring business to the meeting
 Motions provide fairness when
making important decisions

Motions
Is a type of motion by which a policy
council deals directly with a main
motion prior to (or instead of) voting on
the main motion itself
Modifies, delays action or disposes of
a main motion
Subsidiary Motion
Relates in varying ways to the main
motion and other parliamentary motions
Relates to the pending business
Do not have rank
Incidental Motion
Is granted precedence over ordinary
business because it concerns matters of
great importance or urgency
Are not debatable, although in case of
questions of privilege, the chair may feel
the need to elicit relevant facts from
members
Privileged Motion
Brings business before the
council
Are made while no
other motion is pending
Are lowest ranking motion
Main Motion
Motions That Bring a Question Again Before the Assembly
Discharge a Committee
Reconsider
Rescind;
Amend Something Previously Adopted
Take from the Table

Rule
 Recognize the person who made the
motion
 Make an effort to allow both sides
 No one who has had the floor previously
 Can’t interrupt the speaker
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Highest Ranking Adjourn
Recess
Personal Privilege
Lay on the Table
Previous Question
Limit Debate
Postpone
Commit or Refer
Amend
Lowest Ranking Main Motion

Main Motion
28
I move we have a party Saturday night.

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Primary
We have a party Saturday night.
and invite two guests

Primary & Secondary
30
and invite two guests
four

Primary
31
and invite four guests

MAIN AS AMMENDED
32
We have a party Saturday night
and invite four guest.

Amend
"add" or "insert"
"strike out"
"strike out certain words & insert others"
"substitute"
divide a motion into two or more motions
33

Vote
 Roll Call
 Ballot
 Voice
 Show Hands
 Standing
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What One Member Can Do
 Call for the orders of the day
 Call up a motion to reconsider
 Division of the assembly
 Make a nomination

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 what it believes in,
 what it stands for
 what it values.
Know Your Organization
The essence of any
board lies in:

Contact Me
The Gravely Group
(614) 901-3369
www.gravelygroup.com
Mel J. Gravely, Consultant
3195 Genevieve Dr., Columbus Ohio 43219
mel@thegravelygroup.com

2016 (3)effective meetingblue

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