Governance Training “Anatomy of a Meeting”

Outcomes Basics of Parliamentary Procedure & Robert’s Rules of Order (RRO) Elements of a meeting How to start a meeting Motions Mock Meeting

Parliamentary Procedure/ Robert’s Rules of Order Everyone can participate equally in the decision-making process and has equal rights in the process Each proposal is entitled to full and free debate Will of the majority is carried out and rights of minority are preserved Use of Motions as the primary mode of moving business along Preference is always given to those who have not yet spoken Decreases interruptions so meetings can proceed smoothly

Elements of a meeting (pg. 21 in Handbook) Call to order Constituent Comments Approval of Minutes Chairs Report Unfinished Business New Business Adjournment You will receive an agenda for your council meetings that have these items on it. You will learn how to work through these items in a thoughtful and planful way using Robert’s Rules of Order.

Starting a meeting Chairperson runs the meeting (Vice-Chair runs it in their absence) - Agenda items are only items to be discussed during meetings Quorum MC Governance Constitution states: “A majority of the members of the council shall constitute a quorum to conduct business. Majority is defined as half of the members of the council plus one additional member.” If quorum is not met, you may 1) adjourn till next meeting 2) call for recess to wait till other members show 3) make changes to meeting schedule to have a higher possibility of reaching quorum, 4) Proxy

Motions Purpose= to propose that the council take a specific action on an issue. Most utilized motions on councils 1) Main Motion- (I.e. a recommendation proposal to college council from staff council or a recommendation to move one topic’s constituent concern to a different council for review) 2) Subsidiary motion (i.e. the process of amending a motion)

Motion process from beginning to end Council member addresses the chair Council member is recognized by the chair Council member proposes a motion A different council member seconds the motion Chair states the motion to the council Council debates/discusses the motion/closes discussion (facilitated by the chair) Chair takes vote on the motion Chair announces the results of the vote and is recorded in the minutes

Motions Video

Amending a motion To add, subtract/strike, or substitute wording in a main motion Can make it more satisfactory to council members 2 types: An amendment to a motion & an amendment to an amendment

Amendment video

Example of a well-written recommendation motion WDCE’s motion (AY 17/18) WDCE moves to recommend the criteria for student assistants be expanded to include non-credit students who are currently enrolled and have completed at least 45 instructional hours within the previous fiscal year.

Mock Council Meeting

Getting Started (Cast of Characters) Chair Vice Chair Secretary Moderator- Brad Council Member 1 Council Member 2 Council Member 3 Council Member 4 Constituent

Constituent Comments Constituent members’ opportunity to speak (provided written to council) Chair’s role Council action (yes or no?) Discussion with constituent (yes or no?)

Constituent Comments Take 2

Approval of agenda and minutes Approved- “Yeah!” Objections ok? No consensus on objection- then what?

Approval of agenda & minutes Take 2

Reports Chair Leader Liaison Council Committees Guest Speakers

Unfinished Business Unresolved topics from a previous meeting A. Let the conversations keep going B. Suggest that a motion be made

Handling motions Let’s see it in action!

New business Handled the same as unfinished business

Resources Governance Handbook (Section 3) https://www.youtube.com/watch?v=96Damodm-ec www.orea.com/leadership

Discussion/Questions?