Running an Effective Meeting 2015 Louisiana PTA Convention 4/16/2015 Running an Effective Meeting Amy Failla Caddo District PTA President Charlotte Echols Louisiana PTA Bylaws Chair

Introduction Keeping your meetings on track Meeting skit What makes a meeting effective? What are the roles and responsibilities of the officers and board of directors? What is the order of a business meeting? Parliamentary Procedure Guidelines Questions & Networking

What makes a meeting effective? Being prepared-come to the meeting ready to address the purpose and agenda items Facilitation-the chair keeps the meeting on time and on track Inspiration-incorporate activities that engage members and generate discussion Results-the meeting achieves one or more outcomes See Resource Guide, President’s Guide Section, pp. 2-13

Meeting Tips Facilitation The president controls whether a meeting gets side-tracked, is dominated by one individual, loses focus, or starts and ends on time Ask for a motion, they make members focus on the issue at hand Members want to know why they are meeting and want to use their time wisely Consider adding social time before or after the meeting for networking

Do and Don’ts Do: Don’ts : Start on time Come Prepared Listen attentively and respectfully Follow Robert’s Rules of Order Carry out and support the will of the organization Leave ego at the door Don’ts : Have side conservations Lose temper, make faces, or show displeasure Criticize anyone Monopolize discussion Make it about yourself Let technology distract (phone, tablet, computer)

Frequent Questions Do we have to meet? How often? Check your bylaws. If you have no reason to meet, do not set up a meeting What if there is heated debate? Maintain impartiality, ensure fair opportunities for views to be expressed, use Robert’s Rules and take control What if someone is dominating the meeting? Be assertive, call on individuals in order, announce time limit for comments and make sure everyone gets to speak once before a second turn

Frequent Questions Continued What if we get stuck on one topic? Take control and suggest another meeting. You may want to appoint a special committee to research and recommend action at the next meeting How can I be sure that everyone is clear on what action took place? Clearly state the motion before voting on each item and clearly state the result of each vote What if I feel like I am being the “bad guy”? Remember that it is the chair’s responsibility to be fair and efficient and keep the meeting on target

Roles and Responsibilities President Acts as facilitator, organizes and conducts business of the PTA Knows parliamentary procedure and follows bylaws and standing rules Schedules and presides over all meetings Prepares the meeting agenda with all business outlined (Secretary) Encourages opportunities for all members to be heard

President’s Responsibilities Continued Maintains a fair and impartial position at all times Casts deciding vote in the event of a tie Leads the PTA in addressing the needs of children and their families Carries out the will of the association Serves as a representative at District meetings See Resource Guide, President’s Guide Section, p. 2 & p.9

Vice President(s)and Committee Chairs Takes president’s place when president is unavailable (VPs) Works closely with president and others on PTA activities Makes reports to the full board of directors and membership, as necessary Knows and follows parliamentary procedure Upholds decisions made by the board See Resource Guide, Board of Director’s Section, pp. 2-4

Secretary Maintains the records of PTA: Roll call and meeting attendance of members Accurately records all business transacted at each meeting Committee membership and reports Distributes minutes of previous meeting Assists with determining a quorum Counts a rising vote Reminds president of unfinished business Reminds officers and members of meetings See Resource Guide, Secretary Section, pp. 2-9

Minutes Minutes should contain: Heading-Name of PTA, type of meeting, place and time of meeting Call to order with name of presiding officer, roll call, approval of minutes Treasurer’s report Summary of all reports given Business of meeting: motions, result of vote, whether motion passed or failed See Resource Guide, Secretary Section, P.4

Corresponding Secretary Handles and reports on all correspondence If a unit has only one secretary, he/she is responsible for all secretarial duties See Resource Guide, Secretary Section, P.3

Treasurer Submits a treasurer’s report giving a report of money received, bills paid and fund balance for all accounts at each meeting Submits a budget comparison at all meetings Copies of reports should be distributed to all board of directors members. Can be posted at general meetings Submits a proposed budget to the board of directors annually and to the general membership for approval Makes an annual report and audit report to the association See Resource Guide, Treasurer Section, pp. 2, 12-13

Order of Business at Meeting Call to order (note time) Opening Ceremony (optional) Roll Call Approval of minutes Treasurer’s Report (filed for audit) President’s Report Principal’s Report (if present) Committee Reports (standing and special) Unfinished (old) Business New Business Announcements Adjournment

Parliamentarian Be knowledgeable about parliamentary procedure Use Robert’s Rules of Order as a reference Assist PTA officers and members with proper parliamentary procedure

What is Parliamentary Procedure? Set of rules for conducting meetings that allows people to work together effectively Parliamentary procedure helps meetings run with efficiency and speed Makes sure that only one subject demands the attention of the meeting at one time Helps to safeguard the rights of each individual Ensures both the majority and minority will be heard and respected Robert’s Rules of Order is the main authority on parliamentary procedure See Resource Guide, PTA Basics Section, pp. 5-7

Parliamentary Procedure Main motion Purpose of main motion is to introduce new business for consideration Used when someone wants an idea considered, an action taken or a rule or policy adopted Should be clear, concise and contain only one main idea Only one main motion may be considered at a time Anyone can make a main motion, except for the chair

Eight Steps of a Main Motion Obtain the floor by raising hand or standing Recognition by the chair State the motion (“I move that or move to”) Second the motion (unless coming from a committee) Chair restates the motion Discussion (may limit time by observing Robert’s Rules) Chair restates the motion and calls for the vote (Aye or No) Chair announces the result and action to be taken

Amendments to Motions After the chair has stated the motion and before a vote is taken, the motion may be amended by: A primary motion-amends the main motion A secondary motion-amends the primary motion. Each amendment must be voted on separately and then the chair must return to the amended main motion for vote

Resources Louisiana PTA Resource Guide, louisianapta.org Robert’s Rules of Order Newly Revised or robertsrules.com PTA e-learning courses, pta.org/elearning Back to School Kit, PTAkit.org

PTA Mission Remember: The overall purpose of PTA is to make every child’s potential a reality by engaging and empowering families and communities to advocate for all children