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> 2005 TMG Leadership Conference > Joseph L. Donaldson Meetings of Success > 2005 TMG Leadership Conference > Joseph L. Donaldson

Picture perfect meetings only exist in pictures…Strive for success, not perfection

Success Every member has their say Purposes of organization furthered Majority rules Rights of minority opinion and absent members protected

Meetings I Dislike One person does all the talking Don’t know the purpose Nothing accomplished Sitting for more than one hour A buttercup becomes a briar

Business Meetings Part of democracy Consider what meetings have accomplished Celebrate not dread

Opportunities Varied experience: church, business, etc. Varied viewpoints: social, business, etc. Transfer meeting skills to other groups

The TP Cook, M.J. (1998) Tidy & Punctual “A place for everything and everything in its place” Details Have only socks in their sock drawers

The CL Cluttered & Late Tolerance for chaos Ability to accept failure Cook, M.J. (1998) Cluttered & Late Tolerance for chaos Ability to accept failure High energy, flair for innovation

Our Agenda Understand the business of a business meeting Discover uses and misuses of Robert’s Rules Manage meetings of success

Understand the business of a business meeting

Effective Meetings Have An agenda A purpose A start and end time A presiding officer Involved members

Agenda Call to Order Roll call Minutes Reports of officers and committees Special orders Unfinished business New business Announcements Adjourn

Form Agenda Presiding officer and secretary Unfinished business from last meeting Let the members suggest agenda items

The Presiding Officer Stay Neutral Facilitate Gain participation of all members “What is the pleasure of the group?” “Are you asking the group to take action?”

Discover use and misuse of Robert’s Rules

Robert’s Rules Take up business one item at a time Have courtesy, fairness, impartiality and equality Majority rules, but rights of individual, minority and absent members protected From Robert McConnell Productions (2001). Robert’s Rules of Order: Simplified and Amplified, 2nd Ed., Indianapolis: Wiley.

Misuse of Robert’s Rules Using rules to intimidate or dominate Majoring in the minors

Managing Big Talkers Everyone speaks once on an issue Seat them to the immediate left or right of presiding officer “Thank you. Now that I know how you feel, I would like to hear from _________.” “Everybody talks once before anybody talks twice.”

Managing Chit-Chatters Ask them to stop “Cross-talk makes it difficult for the secretary to keep accurate minutes…”

Meeting Quiz

Question 1 What should the president do if he/she wants to give an opinion of a topic?

Don’t Do It! But, there’s another possibility – Ask another officer to preside, so you can give opinions and vote

Question 2 What is an example of a special order?

Special Orders are: Stuff that’s done on an annual basis Election or a nominating committee report Business designated for the meeting as a special order

Question 3 A motion was discussed and approved by the membership. Yet, the motion never received a second. Is the motion void?

No If the issue was voted on and discussed, then the second has no bearing

What does “second” mean? Another member wants the issue discussed Members may call out “second” or “I second the motion”

How does it work If no one seconds, the President may ask: “Is there a second?” “Without a second, the motion will not be considered. Next item.” It is moved and seconded that…Is there any discussion?”

Question 4 Is it a good idea to memorize anything for a meeting?

Absolutely “I move that…” “A motion has been made and seconded to…..Is there any discussion?” “I speak in favor of the motion.” “I oppose the motion.”

Question 5 What are some of Robert’s Rules that are often ignored that would help our meetings?

Consider Write down motions and hand to President President stays neutral State the item of new business and “What are the members’ wishes?”

Question 6 Does the Treasurer’s Report have to be approved by the membership?

No Treasurer states their report President: “Are there any questions?” President: “The Treasurer’s Report is filed.”

Reminder: Success means Every member has their say Purposes of organization furthered Majority rules Rights of minority opinion and absent members protected

> Enjoy your conference! Thank you > Enjoy your conference!

References Robert McConnell Productions (2001). Robert’s Rules of Order: Simplified and Amplified, 2nd Ed., Indianapolis: Wiley. Cook, M.J. (1998). Time management: Proven techniques for making the most of your valuable time. Holbrook, MA: Adams Media Corp.