Facilitating Effective Meetings 2016 CSU Professional Development Institute Presented by Jason Huitt

Why should meetings have rules?

Why should meetings have rules? Efficiency Organization Fairness Professionalism Record keeping Productivity Legal requirements Validity

There’s a time and a place…

Components of a Meeting Quorum Minimum number of folks present in order to meet Chair The Facilitator Secretary Agenda

What are Rules of Order? Robert’s Rules of Order Published in 1876 by U.S. Army Major Henry Martyn Robert A guide for conducting meetings and making decisions as a group Enabling assemblies of any size, respecting all opinions, to arrive at consensus on a maximum of issues in minimum time, in harmony or impassioned division

Basic Rules of Order All members have the right to speak All members have the right NOT to speak Designated members have a vote Majority wins

The Motion A member makes a motion stating exactly what they’d like to do “I move to approve the FY17 budget.” “I move to amend the motion by changing the word north to south.” “I move to approve the minutes from our last meeting.”

The Motion A member makes a motion stating exactly what they’d like to do Another member seconds the motion “Second!”

The Motion A member makes a motion stating exactly what they’d like to do Another member seconds the motion The chair formally states the question to the group “It has been properly moved and seconded to approve the FY17 budget.”

The Motion A member makes a motion stating exactly what they’d like to do Another member seconds the motion The chair formally states the question to the group Debate ensues “Is there any discussion or debate on the motion?”

The Motion A member makes a motion stating exactly what they’d like to do Another member seconds the motion The chair formally states the question to the group Debate ensues Vote is taken “Is there any further debate? Seeing none, we’ll proceed to a vote.”

MOTION Motion motion

Voting Majority wins In the event of a tie, the chair casts the tiebreaking vote The Chair is encouraged to abstain from voting Members do not have to vote When counting votes, abstentions do not count! Voting may be conducted by hand, voice, secret ballot or roll call The Chair determines the mechanism of voting

The Power of Unanimous Consent Useful when consensus is evident, no obvious opposition Can be offered by members or by the Chair Immediately adopts a motion, shortcutting rules for a motion With objection from any member, rules for a motion apply Member: “I ask unanimous consent to approve the minutes from our last meeting” Chair: “Is there any objection to approving the minutes? Seeing none, the minutes stand approved”

The Election Chair opens the floor for nominations Presentations from each nominee Member nominate other members (or themselves) Debate ensues (without the nominees being present) Each nomination requires a second! Votes taken Each nominee must accept the nomination

Practicing Parliamentary Procedure Approving Minutes The Elephant on the Plaza The Mission Statement “The mission of the Zipper Club is to socialize regularly”

The Motion A member makes a motion stating exactly what they’d like to do Another member seconds the motion The chair formally states the question to the group Debate ensues Vote is taken

The Agenda Introductions / Call to Order Roll Call Approval of Minutes Presentations Old Business New Business Announcements Adjournment

Minutes Ideally recorded by a designated secretary or clerk At a minimum, records: Attendees Motions made, who made them, who seconded them Method of vote conducted Results of the vote The more detail, the better

Bylaws Can be synonymous with Constitution, not always Rules of Order created and adopted by the group Usually prescribe membership and leadership roles Reviewed regularly

Cheers to efficient meetings! Please submit your session evaluations on the TILT PDI web site Jason Huitt – 1-2511 – Jason.Huitt@colostate.edu