Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Effective Meetings


Published on

Published in: Education, News & Politics
  • Be the first to comment

Effective Meetings

  1. 1. Effective Meetings
  2. 2. Head Start ~ Early Head Start Program for the Effective Meetings Policy Council Melvin J. Gravely ~ Facilitator
  3. 3. Columbus
  4. 4. President Vice-President Treasurer Secretary
  5. 5. <ul><li>President </li></ul><ul><li>Vice-president </li></ul><ul><li>Treasurer </li></ul><ul><li>Secretary </li></ul>
  6. 6. <ul><ul><li>Open the meeting at the appointed time </li></ul></ul><ul><ul><li>Announce the business to come before the assembly in proper sequence </li></ul></ul><ul><ul><li>State and put to vote all motions that legitimately come before the council </li></ul></ul><ul><ul><li>Protect the council from obviously frivolous or dilatory motions by refusing to recognize them </li></ul></ul>
  7. 7. <ul><ul><li>Enforce the rules relating to debate and decorum </li></ul></ul><ul><ul><li>Expedite business </li></ul></ul><ul><ul><li>Decide all questions of order </li></ul></ul><ul><ul><li>Respond to inquiries of members relating to parliamentary procedure or facts </li></ul></ul><ul><ul><li>Declare the meeting adjourned </li></ul></ul>
  8. 8. <ul><li>Duties as prescribed in the bylaws </li></ul><ul><li>Serves in the absence of the president </li></ul><ul><li>May have administrative or committee duties </li></ul>
  9. 9. <ul><li>Entrusted w/custody of funds </li></ul><ul><li>Can only disburse funds by authority of the council </li></ul><ul><li>Makes full financial report </li></ul>
  10. 10. <ul><li>Recording officer </li></ul><ul><li>Custodian of records </li></ul><ul><li>Essential officer, together with the presiding officer, to conduct a meeting </li></ul>
  11. 11. <ul><li>Keep a record of all proceedings (minutes) </li></ul><ul><li>Keep on file all committee reports </li></ul><ul><li>Keep the official membership roll </li></ul><ul><li>Make minutes and records available </li></ul><ul><li>Maintain a record book containing all of the councils rules and minutes </li></ul><ul><li>Call the meeting to order in the absence of the president and vice-president </li></ul>
  12. 12. MEMBERS
  13. 13. <ul><li>Attend meetings </li></ul><ul><li>Make motions </li></ul><ul><li>Debate </li></ul><ul><li>Vote </li></ul><ul><li>Nominate </li></ul><ul><li>Hold office </li></ul>
  14. 14. <ul><ul><li>Be prompt so the meeting can start on time </li></ul></ul><ul><ul><li>Pay attention; don’t talk to your neighbor </li></ul></ul><ul><ul><li>Sit near the front when you have a report to make </li></ul></ul>
  15. 15. <ul><ul><ul><li>introduce new business in the meeting </li></ul></ul></ul><ul><ul><ul><li>move to rescind or amend previous action </li></ul></ul></ul><ul><ul><ul><li>give notice of business that requires previous notice </li></ul></ul></ul>
  16. 16. <ul><ul><li>Frame your motion by asking the following questions: </li></ul></ul><ul><ul><ul><li>Is the language of my motion clear and specific? </li></ul></ul></ul><ul><ul><ul><li>Is the motion stated briefly, concisely, and directly? </li></ul></ul></ul><ul><ul><ul><li>Can my intent be misinterpreted? </li></ul></ul></ul>
  17. 17. <ul><ul><ul><li>Will the motion be in order? </li></ul></ul></ul><ul><ul><ul><li>Does the motion call for action outside of the policy council? </li></ul></ul></ul><ul><ul><ul><li>Will the action conflict with rules of policy council or public law? </li></ul></ul></ul><ul><li>Is the motion stated affirmatively? </li></ul>
  18. 18. <ul><ul><li>Begin the motion with the words, “I move…” </li></ul></ul><ul><ul><li>Move the adoption of recommendations in your committee report, if action is required </li></ul></ul>
  19. 19. <ul><ul><li>Talk loud enough to be heard </li></ul></ul><ul><ul><li>Be first to speak to a motion you’ve just made </li></ul></ul><ul><ul><li>Discuss only the immediately pending question </li></ul></ul>
  20. 20. <ul><ul><li>Address all remarks to or through the chair; don’t talk directly to another member </li></ul></ul><ul><ul><li>Speak a second time only after all members have had an opportunity to speak the first time </li></ul></ul>
  21. 21. <ul><ul><li>For a voice vote, respond by saying “ aye ” or “ no ” </li></ul></ul><ul><ul><li>For a rising vote, remain standing until the chair advises you to be seated </li></ul></ul><ul><ul><li>For a counted rising vote, remain standing until you are counted </li></ul></ul><ul><ul><li>For unanimous consent, remain silent if you agree or say, “ I object, ” if you disagree </li></ul></ul>
  22. 22. <ul><ul><li>Think about who would be the best candidate for the office or position </li></ul></ul><ul><ul><li>Seek permission from the person before placing the name in nomination </li></ul></ul><ul><ul><li>When the chair asks for nominations, say “I nominate…” </li></ul></ul>
  23. 23. <ul><ul><li>No second is required, but a second indicates endorsement of the candidate </li></ul></ul><ul><ul><li>You may not nominate more persons than there are places to be filled </li></ul></ul>
  24. 24. <ul><ul><li>Before accepting nomination for an office, review the duties as outlined in the bylaws and procedures manual </li></ul></ul><ul><ul><li>Make sure you have the time and talents necessary to fulfill the obligations of the office </li></ul></ul><ul><ul><li>Enjoy being a part of the leadership team! </li></ul></ul>
  25. 25. <ul><li>Be familiar with the organization’s governing documents (bylaws rules) </li></ul><ul><li>Further the object of the organization </li></ul><ul><li>Insist on enforcement of the rules </li></ul><ul><li>Fulfill assigned duties until properly excused </li></ul><ul><li>Credit other members with the best possible motives for their actions </li></ul>
  26. 26. <ul><li>Call for the orders of the day </li></ul><ul><li>Call up a motion to reconsider </li></ul><ul><li>Division of the assembly </li></ul><ul><li>Make a nomination </li></ul>
  27. 27. ogether veryone chieves ore T E A M +
  28. 28. <ul><li>is based on a regard for the rights </li></ul><ul><ul><li>of the majority </li></ul></ul><ul><ul><li>of the minority </li></ul></ul><ul><ul><li>of individual members </li></ul></ul><ul><ul><li>of absentees </li></ul></ul>
  29. 29. A quorum must be present to do business A quorum is the number of voting members who must be present in order that business can be legally transacted All members are equal All members have the right to attend meetings, make motions, debate, to nominate, to vote and to hold office The rights of policy council supersedes the rights of the individual Policy Council may adopt special rules of order as needed to supplement the parliamentary authority The majority rules The minority has the right to be heard, however the majority rules when voting Everyone agrees to abide by the results of the vote.
  30. 30. <ul><li>Open Meeting Act </li></ul><ul><li>Public Meeting </li></ul><ul><li>Public Record </li></ul><ul><li>Public Vote </li></ul><ul><li>City Ordinance </li></ul>
  31. 31. <ul><li>Reading of Minutes </li></ul><ul><li>Report of Officers </li></ul><ul><li>Report of Standing </li></ul><ul><li>Report of Special </li></ul><ul><li>Unfinished Business </li></ul><ul><li>New Business </li></ul><ul><li>Adjournment </li></ul>
  32. 32. <ul><li>A rule stated in the governance </li></ul><ul><li>A rule of parliamentary law </li></ul><ul><li>Code of operations </li></ul><ul><li>Quorum </li></ul>
  33. 33. Regular Special Close Session
  34. 34. ByLaws
  35. 35. <ul><li>Laws adopted by an organization for its own governance </li></ul><ul><li>Basic and most important rules that relate to the organization </li></ul>
  36. 36. <ul><li>Determine the rights and duties of membership </li></ul><ul><li>Provide how the organization is structured and governed </li></ul>
  37. 37. <ul><li>Precision in word choice </li></ul><ul><li>Sentence structure and punctuation are important </li></ul><ul><li>What is omitted may carry as much significance as what is included </li></ul>
  38. 38. <ul><li>Each sentence written so the complete meaning is clear </li></ul><ul><li>OR </li></ul><ul><li>Each sentence compels referral to an adjoining section </li></ul><ul><li>Temporary or transitional items are not included </li></ul>
  39. 39. <ul><li>N ame </li></ul><ul><li>O bject </li></ul><ul><li>M embers </li></ul><ul><li>O fficers </li></ul><ul><li>M eetings </li></ul><ul><li>E xecutive Board </li></ul><ul><li>C ommittees </li></ul><ul><li>P arliamentary authority </li></ul><ul><li>A mendments </li></ul>NO MOME C PA
  40. 40. <ul><li>Full, exact, and properly punctuated </li></ul>
  41. 41. <ul><li>Concisely expressed in a single sentence, phrases set off by semicolons or lettered subparagraphs, also set off by semicolons </li></ul><ul><li>Should be general </li></ul>
  42. 42. <ul><li>Classes of members </li></ul><ul><li>Qualifications or eligibility for membership </li></ul><ul><li>Resignations </li></ul><ul><li>Honorary members </li></ul>
  43. 43. <ul><li>Listed in order of rank </li></ul><ul><li>Duties </li></ul><ul><li>Method of nominating </li></ul><ul><li>Election </li></ul><ul><li>Term of office and when term commences </li></ul><ul><li>Any term limitation </li></ul><ul><li>Method of filling vacancies </li></ul>
  44. 44. <ul><li>Day on which regular meetings are to be held </li></ul><ul><li>Designation of annual meeting </li></ul><ul><li>Special meetings — procedure for calling and notification requirements </li></ul><ul><li>Quorum required for all meetings </li></ul>
  45. 45. <ul><li>Composition </li></ul><ul><li>Powers </li></ul><ul><li>Regular meetings </li></ul><ul><li>Special meetings </li></ul><ul><li>Quorum </li></ul>
  46. 46. <ul><li>Standing Committees </li></ul><ul><ul><li>Composition </li></ul></ul><ul><ul><li>Manner of selection </li></ul></ul><ul><ul><li>Duties </li></ul></ul><ul><li>Special Committees </li></ul><ul><ul><li>Manner of selection </li></ul></ul><ul><li>All standing committees named or a provision for establishment of additional standing committees </li></ul><ul><li>Ex-officio Members </li></ul>
  47. 47. <ul><li>Current edition of selected authority is named </li></ul><ul><li>Society may adopt special rules of order as needed to supplement the parliamentary authority </li></ul>
  48. 48. <ul><li>Procedure for amendment </li></ul><ul><li>Required advance notice, manner, and time </li></ul><ul><li>Restricts amendment of proposed bylaw amendment to the scope of the notice </li></ul><ul><li>Vote required for approval of amendment </li></ul>
  49. 49. <ul><li>Affirmative vote cannot be reconsidered </li></ul><ul><li>Amendment takes immediate effect unless there is a proviso </li></ul>
  50. 50. Meeting Functions
  51. 51.
  52. 52. <ul><li>Motions bring business to the meeting </li></ul><ul><li>Motions provide fairness when making important decisions </li></ul>
  53. 53. <ul><ul><li>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 </li></ul></ul><ul><ul><li>Modifies, delays action or disposes of a main motion </li></ul></ul>Subsidiary Motion <ul><ul><li>Relates in varying ways to the main motion and other parliamentary motions </li></ul></ul><ul><ul><li>Relates to the pending business </li></ul></ul><ul><ul><li>Do not have rank </li></ul></ul>Incidental Motion <ul><li>Is granted precedence over ordinary business because it concerns matters of great importance or urgency </li></ul><ul><li>Are not debatable, although in case of questions of privilege, the chair may feel the need to elicit relevant facts from members </li></ul>Privileged Motion <ul><li>Brings business before the council </li></ul><ul><li>Are made while no other </li></ul><ul><li>motion is pending </li></ul><ul><li>Are lowest ranking motion </li></ul>Main Motion
  54. 54. Meeting
  55. 55. Recognition State motion Debate Taking vote Result Effect of the vote
  56. 56. <ul><li>“ I move that …” </li></ul><ul><li>A proposal that the group take action, spend money, express a opinion, etc. </li></ul><ul><li>Only one main motion at a time </li></ul>
  57. 57. <ul><li>Recognize the person who made the motion </li></ul><ul><li>Make an effort to allow both sides </li></ul><ul><li>No one who has had the floor previously </li></ul><ul><li>Can’t interrupt the speaker </li></ul>
  58. 58. Highest Rank Adjourn Recess Personal Privilege Lay on the Table Previous Question Limit Debate Postpone Commit or Refer Amend Lowest Rank Main Motion
  59. 59. <ul><li>Personal Privilege – I can’t hear! (chair) </li></ul><ul><li>Recess – take a break (majority) </li></ul><ul><li>Adjourn – meeting is over (majority) </li></ul>
  60. 60. <ul><li>Amend – change wording (majority) </li></ul><ul><li>Commit – send to committee (majority) </li></ul><ul><li>Postpone – until a certain time (majority) </li></ul><ul><li>Limit Debate – set time limit (2/3) </li></ul><ul><li>Previous Question – stop debate (2/3) </li></ul><ul><li>Lay on Table – set aside until later (majority) </li></ul>
  61. 61. <ul><li>Point of Order – enforce rules (chair) </li></ul><ul><li>Appeal – object to ruling by chair (majority) </li></ul><ul><li>Point of Information – request information (chair) </li></ul><ul><li>Parliamentary Inquiry – check the rules (chair) </li></ul><ul><li>Division – request a verification of the vote (member) </li></ul><ul><li>Division of a Question – separate a motion into parts (majority) </li></ul><ul><li>Object to Consideration – remove improper item from floor (2/3) </li></ul><ul><li>Permission to Withdraw – withdraw a motion (majority or no objection) </li></ul>
  62. 62. I move we have a party Saturday night.
  63. 63. I move we have a party Saturday night. and invite two guests
  64. 64. I move we have a party Saturday night. and invite two guests four
  65. 65. I move we have a party Saturday night. and invite four guests
  66. 66. I move we have a party Saturday night and invite four guest .
  67. 67. <ul><li>To &quot;add&quot; or &quot;insert&quot; </li></ul><ul><li>To &quot;strike out&quot; </li></ul><ul><li>To &quot;strike out certain words & insert others.&quot; </li></ul><ul><li>To &quot;substitute&quot; </li></ul><ul><li>To divide a motion into two or more motions </li></ul>
  68. 68. <ul><li>Roll Call </li></ul><ul><li>Ballot </li></ul><ul><li>Voice </li></ul><ul><li>Show Hands </li></ul><ul><li>Standing </li></ul>
  69. 69. <ul><li>MINUTES </li></ul>
  70. 70. <ul><li>Official record of the proceedings of a policy committee </li></ul><ul><li>Legal public record of a meeting </li></ul><ul><li>Should reflect what was done in the meeting, not what was said by the members </li></ul><ul><li>Should never reflect the recorder’s opinion, on anything said or done </li></ul>
  71. 71. <ul><li>Refresh the memory of the members who were present at the meeting, </li></ul><ul><li>Inform those who were absent from the meeting, and </li></ul><ul><li>Make possible a compiled history of the policy council acts and accomplishments </li></ul>
  72. 72. <ul><li>Agenda </li></ul><ul><li>Previous meeting’s minutes </li></ul><ul><li>Back-up material for agenda items </li></ul><ul><li>Roster/roll call list </li></ul><ul><li>Blank paper </li></ul>
  73. 73. <ul><li>First paragraph </li></ul><ul><li>Body </li></ul><ul><li>Last paragraph </li></ul>
  74. 74. <ul><li>Kind of meeting: regular, special, adjourned regular </li></ul><ul><li>The name of the policy council </li></ul><ul><li>The date, time, and place of the meeting </li></ul><ul><li>If the regular chairman and/or secretary were not present, who substituted for them </li></ul><ul><li>Whether the minutes of the previous meeting were approved </li></ul>
  75. 75. <ul><li>All main motions, except those that were withdrawn </li></ul><ul><ul><li>The wording in which each motion was adopted or disposed of, including: </li></ul></ul><ul><ul><ul><li>If the motion was debated , and/or </li></ul></ul></ul><ul><ul><ul><li>If the motion was amended </li></ul></ul></ul><ul><ul><li>If the motion was temporarily disposed of, any primary and secondary amendments not yet voted on </li></ul></ul>
  76. 76. <ul><li>All points of order </li></ul><ul><ul><li>Reasons given by the Chair for his or her ruling </li></ul></ul><ul><li>Do not include what did not occur </li></ul><ul><li>All secondary motions that were not lost or withdrawn </li></ul>
  77. 77. <ul><li>Main motion </li></ul><ul><ul><li>Member Anderson’s motion to… </li></ul></ul><ul><li>Amended motion (voice vote) </li></ul><ul><ul><li>After amendment, Member Anderson’s motion to…. </li></ul></ul><ul><li>Debated and amended motion (voice vote) </li></ul><ul><ul><li>After debate and amendment, Member Anderson’s motion to….. </li></ul></ul>
  78. 78. <ul><ul><li>Member Smith’s motion… was referred to the finance committee with instructions to report back at next month’s meeting. </li></ul></ul><ul><li>Postponed motion and amendment </li></ul><ul><ul><li>Member Smith’s motion to… with an amendment pending to… was postponed to the next meeting. </li></ul></ul><ul><li>Previous Question/Close debate </li></ul><ul><ul><li>After the previous question was ordered, the motion was … (adopted, approved, carried, or lost, defeated) </li></ul></ul><ul><li>Referred motion </li></ul>
  79. 79. <ul><ul><li>Member Jones’ motion to … was laid on the table </li></ul></ul><ul><li>Recess during meeting </li></ul><ul><ul><li>Without objection, the meeting was recessed for five minutes </li></ul></ul><ul><ul><li>Member Jones’ motion to recess was adopted. The meeting recessed for five minutes </li></ul></ul><ul><li>Motion to end meeting </li></ul><ul><ul><li>Member Jones’ motion to adjourn was adopted. The meeting adjourned at 11:00 pm </li></ul></ul><ul><li>Motion laid on the table </li></ul>
  80. 80. <ul><ul><li>Member Smith raised a point of order that… </li></ul></ul><ul><ul><ul><li>The chair ruled the point of order well taken because… or </li></ul></ul></ul><ul><ul><ul><li>The chair ruled the point of order not well taken because… </li></ul></ul></ul><ul><li>Point of Order raised </li></ul>
  81. 81. <ul><li>If by voice, the fact that the motion was adopted, approved, carried, lost, or defeated </li></ul><ul><li>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 </li></ul><ul><li>If by ballot, the complete tellers’ report </li></ul>
  82. 82. <ul><li>The hour of adjournment </li></ul><ul><li>Signed by the person writing the minutes </li></ul><ul><li>After final approval, the word “Approved” with the secretary’s initials and date should be written below </li></ul>
  83. 83. <ul><li>For a regular meeting – at the next regular meeting </li></ul><ul><li>For an adjourned meeting – at the next regular or adjourned meeting – whichever is first </li></ul><ul><li>For a special meeting – at the next regular meeting </li></ul>
  84. 84. <ul><li>Proposed minutes are only a draft and do not become the minutes until approved </li></ul><ul><li>Minutes may be approved by </li></ul><ul><ul><li>Unanimous consent </li></ul></ul><ul><ul><li>Adopted motion </li></ul></ul><ul><li>To “dispense with reading of the minutes” only postpones the time for their consideration </li></ul><ul><li>Corrections may be made any time an error or material omission is found </li></ul>
  85. 85. <ul><li>Head Start Performance Standards </li></ul><ul><li>Policy Council Bylaws </li></ul><ul><li>Internal Dispute Resolution </li></ul><ul><li>Confidentiality Agreement </li></ul><ul><li>Code of Ethnic </li></ul>
  86. 86. <ul><li>Be sure to attend all Policy Council Meetings </li></ul><ul><li>Sign up and participate in at least one Subcommittee </li></ul><ul><li>Take all important information back to the families at you center/site </li></ul><ul><li>Give a report at your parent meetings </li></ul><ul><li>Stay involved </li></ul>
  87. 87. <ul><li>what it believes in, </li></ul><ul><li>what it stands for, and </li></ul><ul><li>what it values. </li></ul>The essence of any policy council lies in:
  88. 88. Questions
  89. 89. Contact Mel J. Gravely, Consultant 3195 Genevieve Drive, Columbus Ohio 43219 [email_address] (614) 901-3369 The Gravely Group