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How To Have an Effective Meeting

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Learn about your By-laws and how to control your meetings.

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How To Have an Effective Meeting

  1. 1. HOW TO HAVE AN EFFECTIVE MEETING Parliamentary Procedures and the secrets to achieving team objectives
  2. 2. HOW TO HAVE AN EFFECTIVE MEETING “Start with the end in mind” Steven Covey (author of 7 Habits of Highly Effective People) Want meeting attendance to grow? Run an effective meeting.
  3. 3. MEETING FUNDAMENTALS- WHY AND WHEN AND WHO? PTA meetings types: • Board meetings • Committee meetings • General meetings
  4. 4. MEETING FUNDAMENTALS- WHY AND WHEN AND WHO? Board meetings Section 7.4 Regular and special meetings. Regular meetings of the board of directors shall be held during the fiscal year, the time to be fixed by the board of directors at its first meeting of the fiscal year. Special meetings of the board of directors may be called by the president or by any three members of the board, at least three days notice having been given and the purpose of the meeting stated.
  5. 5. MEETING FUNDAMENTALS- WHY AND WHEN AND WHO? Committee meetings: At the discretion of the board of directors
  6. 6. MEETING FUNDAMENTALS- WHY AND WHEN AND WHO? General meetings Section 9.1 Regular general membership meetings. Regular general membership meetings of this local PTA shall be scheduled by the board and held at least three (3) times per fiscal year. Five (5) days notice must be given to the general membership to change the date of a regular general membership meeting.
  7. 7. THINGS TO REMEMBER  Meetings should provide information, inspiration and instruction for local members.  General meetings are open to all PTA members and they have the privilege of introducing motions and voting.  These privileges are limited to members of your PTA.
  8. 8. THINGS TO REMEMBER If the attendees feel something significant was accomplished and their time was valued, they will come back. For best results, • Schedule meetings that are convenient for your membership • Say on task • Start (and end) on time. Poll members to find out when is the best time to hold a meeting. You will increase your members’ participation if the meetings are held at a time that is convenient for the majority of members.
  9. 9. THINGS TO REMEMBER If you chair the meeting, you are the leader.  First, confirm that the meeting was called for a specific purpose.  Then, direct all conversation at the meeting to address this purpose.
  10. 10. CONDUCTING MEETINGS The President role during meetings:  Facilitator  To organize  Conduct the business of the PTA. The Board’s role during meetings:  Come prepared  Assist the president in working through the agenda.
  11. 11. THINGS TO REMEMBER Good meetings stay on track, follow an agenda, and run smoothly so that all members feel welcome and able to participate. Effective facilitators are viewed as fair and unbiased.
  12. 12. MEETING TIPS:  Effective meetings require preparation, facilitation, inspiration and results.  Preparation means you come to the meeting ready to state the purpose and agenda.  Facilitation means the leader (or chair) keeps the meeting on time and on track, allowing input from the group appropriately.  Inspiration means you incorporate activities that engage participants and generate discussion, and you use visual aids to grab attention.  Results mean that the meeting achieves one or more outcomes. Share the results to keep participants connected to the work of your PTA.
  13. 13. MINUTES- WHAT’S THE BIG DEAL The official record of a meeting is referred to as the minutes. Why are minutes needed for local units? According to the IRS, minutes need to be treated as a permanent file and kept forever.
  14. 14. DO’S AND DON’TS MINUTES Do’s  All officers get a copy  Minutes prove what has taken place  Include a sign in sheet for attendance  Keep a copy in a secure file Don’t’s  No opinions or lengthy descriptions  No quotes from speaker  Include all actions of the meeting
  15. 15. WHAT IF….. What do I do if there is a heated debate? What does the chair do? Maintain your impartiality; a chair is like a judge in a court. Ensure that all participants have a fair opportunity to express their points of view. Robert’s Rules are designed to assist you— the rules allow all sides to be heard and the majority to rule. Then take control so that the meeting can continue to be productive. Board members should remember that they also play a role in holding an effective meeting, and they should act professionally and ethically as they discuss even the most controversial of issues.
  16. 16. WHAT IF… What if someone is dominating the meeting? What does the chair do? Be assertive and use phrases such as, “I think we should hear from some other attendees,” or, “Can we have some comments from the rest of the group on this?” You may want to ask your secretary or vice president to list names of individuals as they raise their hands to speak so that you can call on them in order. A good ground rule is that everyone who wants to speak gets a chance to speak once before someone gets a second turn.
  17. 17. WHAT IF… What if the meeting starts off well but gets stuck on a particular topic? The chair facilitates the meeting and should take control and suggest another meeting to discuss the issue at a later date, or suggest that the concerned parties continue the discussion at the end of the meeting. If the topic is one that requires more time and thought, perhaps appoint a special committee or task force to research the topic and recommend a course of action for the next meeting. Sometimes it will be necessary to call for a decision and then move on to the next topic.
  18. 18. WHAT IF… What can chair do to ensure that everyone is clear on what took place and what action is required? Clearly state each motion before voting on each item, and clearly state the result of the vote. Summarize the meeting; state concisely, and in an impartial way, what was said. End with a clear statement about what is expected to happen next. A nice touch is to thank all who attended the meeting, tell them what got accomplished thanks to them, and thank them for taking time to help the PTA make a difference.
  19. 19. WHAT IF… What if I feel like I am being the “bad guy”? Remember that it is the role of the chair to facilitate the meeting, making it a safe place for all members of your PTA to participate. It is your role and responsibility to be fair and efficient and to keep the meeting on target. At times, this requires that you be firm. It is the role of the board to ensure that meetings are effective. Board members should not attempt to dominate meetings, nor should they ignore the rulings by the chair.
  20. 20. BYLAWS AND STANDING RULES  Bylaws are the rules the local unit must follow. All officers and board members should be familiar with their local unit bylaws.  Any member has a right to view your bylaws. Your entire board should have their own copy.
  21. 21. BYLAWS – TABLE OF CONTENTS  ARTICLE 1 NAME, ADDRESS, DATE OF ADOPTION  ARTICLE 2 PURPOSES  ARTICLE 3 BASIC POLICIES  ARTICLE 4 RELATIONSHIP WITH NATIONAL PTA AND NCPTA  ARTICLE 5 MEMBERSHIP AND DUES  ARTICLE 6 OFFICERS  ARTICLE 7 BOARD OF DIRECTORS  ARTICLE 8 COMMITTEES  ARTICLE 9 GENERAL MEMBERSHIP MEETINGS  ARTICLE 10 COUNCIL MEMBERSHIP  ARTICLE 11 FINANCE AND BUDGET  ARTICLE 12 NCPTA CONVENTION  ARTICLE 13 FISCAL YEAR  ARTICLE 14 PARLIAMENTARY AUTHORITY  ARTICLE 15 AMENDMENTS  ARTICLE 16 APPLICATION OF THESE UNIFORM BYLAWS
  22. 22. STANDING RULES Standing rules outline the procedures of the association with specific details that are not included in the bylaws and that must not conflict with the bylaws. Standing Rules are a board document.  Unlike bylaws which can be changed only by membership, standing rules can be changed more easily. Standing rules may be changed from administration to administration or from meeting to meeting.
  23. 23. SOME EXAMPLES OF THE DIFFERENCES BETWEEN BYLAWS AND STANDING RULES ARE: Bylaws  Bylaws usually state the number of meetings an association must hold or the group responsible for setting the meeting calendar.  Bylaws give the primary responsibilities of officers and chairs.  If the bylaws state that the first vice president is responsible for a program Standing Rules  Standing rules tell where and what time these meetings are held.  Standing rules give the specifics.  The standing rules would list the various chairs who work with the vice president under the first vice president’s title.
  24. 24. WHAT IS A QUORUM, AND HOW DO I KNOW WHAT OUR UNIT’S QUORUM IS? The quorum is the minimum number of members who must be present to conduct business at a PTA or board meeting. Section 7.5 Quorum. A majority of the board of directors shall constitute a quorum for the transaction of business. Section 8.8 Quorum. Unless otherwise specified in these bylaws, a majority of the members of any committee shall constitute a quorum for the transaction of business. Section 9.4 Quorum. Either twenty (20) members or fifty percent (50%) of the membership of this local PTA, whichever number is less, shall constitute a quorum for the transaction of business in any general membership meeting of this local PTA. If a quorum is not met at a meeting, then business cannot be transacted. You may hold a PTA meeting without a quorum, but a vote cannot be taken
  25. 25. BEFORE WE GO…….ELECTIONS Section 6.2 Election.  a. Officers who will serve for the coming fiscal year shall be elected at the last general membership meeting of the fiscal year; these officers will assume office on July 1 and serve until the following June 30.  b. The nominating committee shall nominate a slate of eligible candidates for election as officers of this local PTA, as provided in Section 8.3 of these bylaws.  c. The president shall give notice of the election of officers to the general membership at least ten (10) days before the last general membership meeting of the fiscal year, and the notice will include the nominating committee’s slate of nominees.  d. In addition to the individuals nominated by the nominating committee, nominations from the floor will be allowed. When there is only one nominee for an office, that election may be held by voice vote. If there is more than one nominee for any office, election for that office must be by ballot.  e. Only those individuals who are PTA members and who have signified their consent to serve if elected may be nominated by the nominating committee or by floor nomination or elected to such office.
  26. 26. ONE LAST THING……….NOMINATING COMMITTEE Section 8.3 Nominating Committee.  a. The nominating committee shall be comprised of an odd number and no fewer than three members; at least two of the committee members shall be board members and at least one committee member shall be a member of the local PTA who does not serve on the board.  b. Neither the president nor the principal shall be a member of the nominating committee.  c. Throughout the year, the nominating committee is tasked with identifying talented, motivated, and responsible individuals to serve as officers of this local PTA.  d. Prior to the last general membership meeting each fiscal year, the nominating committee shall prepare a slate of nominees for officers of this local PTA for the coming year, and the president shall include that slate in the notice for the last general membership meeting, and the chair of the nominating committee shall place such names in nomination at that meeting, and the election shall be conducted as provided in Section 6.2 of these bylaws.
  27. 27. QUESTIONS?

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