Meeting Management Module 9

Objectives: l to identify the components of good meetings l to debate the roles of directors and officers at meetings l to review the basic rules of parliamentary procedure l to explore two options for decision- making Module 9 Meeting Management

Justice and courtesy to all, One thing at a time, The rule of the majority and The rights of the minority Module 9

Good Meetings In good meetings, people nod in agreement; in poor meetings, people just nod. 1. Planning and preparation 2. Efficient disposal of business Module 9 Elements of good meetings

Good Meetings (contd) Module 9 3. Open participation with adherence to the rules 4. Effective follow-up

Module 9 Preparation ensures: l access to documents and materials; l attention to the meeting environment; and l follow through on decisions.

Items needed for the meeting: l minutes of previous meeting l copies of reports l correspondence Module 9

Director Responsibility l awareness of topics, context, and stakeholder positions l review of documents prior to meeting l preparation for debate and decision- making Module 9

Meeting Environment l a bright room with adequate lighting; l a comfortable heating level; l good air circulation; l a good seating arrangement; and l the early opening of the room. Ensure: Module 9

The Agenda 1.Call to order 2.Review and approval of agenda 3.Reading and adoption of minutes 4.Business arising from minutes 5.Treasurer’s report Module 9

6.Correspondence 7.Reports from committees 8.New business 9.Date and time for next meeting 10.Adjournment The Agenda (contd) Module 9

New Business l Add policy and strategic issues to the agenda before circulation. l List motions to be debated. Module 9

Participants’ Input 9.1 Module 9

Role of the Chair l Ensure orderly debate and opportunities for participation. l Remain impartial during the debate. l Vacate the chair when presenting personal viewpoints. l Use a gavel to keep order. l If in doubt, consult the secretary’s notes. Module 9

Role of the Secretary l Keep records of procedures. l Produce minutes summarizing discussions. l Maintain copies of bylaws, policies, and previous minutes. l Maintain correspondence. l Oversee use of the Corporation seal. l Notify participants of meetings. Module 9

Minute-Taking l Minutes are the official record of proceedings. l Minutes include: é the time, date, place, and names of attendees; and é the exact wording of motions, naming mover and seconder. Module 9

Minute-Taking (contd) l Minutes maintain the individual’s confidentiality. l Official opposition to the course of action must be recorded. l Minutes are adopted and signed off at the following meeting. Module 9

Participants’ Input 9.2 Module 9

Parliamentary Procedure l rules used by legislatures for hundreds of years l rules compiled by General Henry M. Robert l business introduced and discussion controlled by motions or resolutions Module 9

Types of Motions l motions to: é fix time of next meeting é adjourn l questions of privilege Privilege motions: Module 9

Types of Motions (contd) l requests for information or answers to questions l motions to: é appeal  renew é withdraw é call for vote to be conducted in a particular way l points of order Incidental motions: Module 9

Types of Motions (contd) l apply only to main motion l motions to: é amend é refer é postpone é close debate é table Subsidiary motions: Module 9

Types of Motions (contd) l main question group will debate l one motion at a time Main motion: Module 9

Majority Decision-Making l decisions made based upon a majority vote: é 50% +1 é 2/3 majority é 3/4 majority l efficient way to dispose of business l minority may feel left out l concern that issues rushed l Small majorities result in implementation problems. Module 9

Consensus Approach l less structured and more time-consuming l commitment to find common ground l fact-finding and face-to-face deliberations l creativity and innovation l responsibility of participants VS chair Module 9

Consensus While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision. Module 9

Consensus Principles l inclusiveness l voluntary participation l access to relevant information and opportunity to participate l flexible and diverse process Module 9

Consensus Principles (contd) l differing points of view, traditions, and cultures accommodated l commitment and accountability l mutual respect and empathy l individual thought valued Module 9

Participants’ Input 9.3 Module 9

Participants’ Input 9.4 Module 9