Effective Meeting Management SSC/ELAC Parent Member Training, Fresno Unified School District Office of State and Federal Programs

What do you Know Discuss what you already know about running effective meetings Discuss what you already know about running effective meetings When you attend a meeting what do you need to feel your time is well used When you attend a meeting what do you need to feel your time is well used Have you been to a meeting that you feel was poorly run, what made the meeting so bad Have you been to a meeting that you feel was poorly run, what made the meeting so bad

Part I: Robert’s Rules of Order You will know the basic of Robert’s Rules of Order You will know the basic of Robert’s Rules of Order Other Resources available Other Resources available Videos Videos Complete 10 th Edition of Robert’s Rules of Order Complete 10 th Edition of Robert’s Rules of Order Robert’s Rules of Order in Spanish Robert’s Rules of Order in Spanish Robert’s Rules of Order on Line Robert’s Rules of Order on Line

Purpose Of Robert’s Rules To achieve goals of the Advisory Group as stated in law, bylaws To achieve goals of the Advisory Group as stated in law, bylaws To limit discussion to the agenda To limit discussion to the agenda To allow for opposing views to be aired To allow for opposing views to be aired To balance individual rights with the rule of majority To balance individual rights with the rule of majority To create structure and safety for all To create structure and safety for all

Basic Robert’s Rules Chair person is neutral Chair person is neutral Chairperson is the gatekeeper of meeting order Chairperson is the gatekeeper of meeting order Chairperson does not make motions but asks for motions Chairperson does not make motions but asks for motions Conducting business on agenda is focus Conducting business on agenda is focus One issue at a time, one person has the floor at a time One issue at a time, one person has the floor at a time

Basic Rules on Motions Chair must recognize that a person has the floor Chair must recognize that a person has the floor One motion is considered at a time One motion is considered at a time Most motions need a second in order to be debated, discussed Most motions need a second in order to be debated, discussed Exceptions- personal privilege, making nominations, making a point of information, calling a member to order Exceptions- personal privilege, making nominations, making a point of information, calling a member to order

Motions and Seconds Take a look at the table of motions in your handout with a partner. Take a look at the table of motions in your handout with a partner. What clarification do you need? What clarification do you need? Discuss with a partner Discuss with a partner Whole group question and answers Whole group question and answers

Votes Items must be on posted agenda 72 hours in advance for votes to be considered Items must be on posted agenda 72 hours in advance for votes to be considered Quorum as defined in bylaws must be present to vote Quorum as defined in bylaws must be present to vote Most votes require a simple majority (51%) Most votes require a simple majority (51%) ¾ vote required for: ending nominations, limiting debate ¾ vote required for: ending nominations, limiting debate Chair must ask for votes “in favor” and “against” Chair must ask for votes “in favor” and “against”

True or False - Test Your Understanding Sarah is the SSC chair person, several people are talking at once. As chair she can rule people out of order. True or False? Sarah is the SSC chair person, several people are talking at once. As chair she can rule people out of order. True or False? The SSC bylaws state that a quorum is a simple majority of the SSC members. The SSC has 12 elected members and 6 members are absent. The chair can ask for votes on the agenda items. True or False? The SSC bylaws state that a quorum is a simple majority of the SSC members. The SSC has 12 elected members and 6 members are absent. The chair can ask for votes on the agenda items. True or False? The secretary of the meeting interrupts the chair person to remind her that the old business needs to be completed before discussing the new business. This is completely out of order. True or False? The secretary of the meeting interrupts the chair person to remind her that the old business needs to be completed before discussing the new business. This is completely out of order. True or False? The SSC meeting is running late and someone moves to close the nominations and someone else seconds it. A simple majority vote to close nominations. The chair rules that the vote does not hold and that nominations must continue. The chair is wrong in his decision. True or False? The SSC meeting is running late and someone moves to close the nominations and someone else seconds it. A simple majority vote to close nominations. The chair rules that the vote does not hold and that nominations must continue. The chair is wrong in his decision. True or False?

Part II – Agendas and Minute Taking Group Memory Group Memory May be requested by any member of the public May be requested by any member of the public Considered legal documents in the event of a dispute Considered legal documents in the event of a dispute Minutes are always on the agenda for approval Minutes are always on the agenda for approval Secretary can ask for clarification when taking minutes Secretary can ask for clarification when taking minutes

Must Haves for Agendas Name of Group, Meeting Date, Meeting Location, Time of meeting Name of Group, Meeting Date, Meeting Location, Time of meeting Sufficient notice in advance Sufficient notice in advance Sufficient details for the public to know exactly what will be discussed and voted on Sufficient details for the public to know exactly what will be discussed and voted on Standard Robert’s Rules of Order agenda Standard Robert’s Rules of Order agenda

Basic Framework of Agenda Call to order Call to order Roll call of officers and members present Roll call of officers and members present Quorum Quorum Vote or not? Vote or not? Old Business Old Business Subcommittee reports Subcommittee reports Tabled business Tabled business New Business New Business details details Open discussion Open discussion Agenda development for next meeting Agenda development for next meeting Announcements Announcements Adjournment Adjournment Posted 72 hours in advance of meting Posted 72 hours in advance of meting

Build A Better Agenda Super School SSC Meeting- November 2006 AGENDAWelcome Old Business New Business AnnouncementsAdjournment_______________________________________________________ 1. What’s missing?- partner share 2. What would make this a better agenda to attract people to your SSC or ELAC meeting?- table group share 3. New agenda – whole group coaches

Part III – Team Building Teams have predictable stages of development Teams have predictable stages of development 1. Why are we here? (purpose, checking everyone out, what am I supposed to know, do) 2. Who’s in charge? (control; how we manage conflict) 3. Trusting and working together as partners (respect, positive ways of handling conflict, acknowledging each other’s strengths, acceptance of each others) 4. Disbanding (terms of members end, goal of team is accomplished, leaders change etc.)

How groups move through the Stages of Teamwork- Discuss Stage I - Getting to know our purpose (building trust and clarifying the purpose of the group) RewardsOrientation Getting acquainted activities Training Stage 2 – Who is in Charge? (building trust and mutual respect) Tolerance for Problem Identification Conflict Resolution Developing ways to solve problems Agree to disagree Stage 3- Working Well Together Relying on each others strengths Purpose driven Team evaluates its own processes Stage 4- Disbanding and reforming Formal Goodbyes & Hellos Formal Goodbyes & HellosRecognition

Discuss and choose the best answer Parent Chairpersons can use the following to help build trust: Parent Chairpersons can use the following to help build trust: 1. Use Robert’s Rules of order 2. Ask the bylaws subcommittee to add a section on how conflicts will be resolved 3. Start and End the Meetings on time 4. Remind people of their common purpose 5. Eject people who disrupt the meeting 6. All of the above 7. None of the above An SSC member keeps asking “ “what is our job?”. He is probably: An SSC member keeps asking “ “what is our job?”. He is probably: 1. In the first stage of team development 2. Needs training 3. Is in the second stage of team development and doing this to start conflict 4. 1& 2 5. All of the above 6. None of the above

Conclusion Q & A Q & A What did you learn? What did you learn? What other training would you like? What other training would you like? What could we do better in the future? What could we do better in the future? What did you like best? What did you like best?