Community Capacity Building Program Meeting Management

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

Meeting Management Justice and courtesy to all One thing at a time The rule of the majority and The rights of the minority

Elements of Good Meetings In good meetings, people nod in agreement; in poor meetings, people just nod. 1.Planning and preparation 2.Efficient disposal of business 3.Open participation with adherence to the rules 4.Effective follow-up

Planning and Preparation Ensures Access to documents and materials Attention to the meeting environment Follow through on decisions

Items Needed for the Meeting Minutes of previous meeting Copies of reports Correspondence

Director Responsibility Awareness of topics, context, and stakeholder positions Review of documents prior to meeting Preparation for debate and decision-making

Meeting Environment Bright room with adequate lighting Comfortable heating level Good air circulation Good seating arrangement Early opening of the room

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 6.Correspondence 7.Reports from committees 8.New business 9.Date and time for next meeting 10.Adjournment

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

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

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

Minute -Taking Minutes are the official record of proceedings Minutes maintain the individual’s confidentiality Official opposition to the course of action must be recorded Minutes are adopted and signed off at the following meeting

Minute - Taking Minutes maintain the individual’s confidentiality Official opposition to the course of action must be recorded Minutes are adopted and signed off at the following meeting Minutes include: the time, date, place, and names of attendees the exact wording of motions, naming mover and seconder

Parliamentary Procedure Rules used by legislatures for hundreds of years Rules compiled by General Henry M. Robert Business introduced and discussion controlled by motions or resolutions

Types of Motions Motions to: 1) Fix time of next meeting 2) Adjourn 3) Questions of privilege Privilege motions

Types of Motions 1) Requests for information or answers to questions 2) Motions to: é Appeal é Withdraw é Renew é Call for vote to be conducted in a particular way 3) Points of order Incidental motions

Types of Motions 1) Apply only to main motion 2) Motions to: é Amend é Refer é Postpone é Close debate é Table Subsidiary motions

Types of Motions 1) Main question group will debate 2) One motion at a time Main motion

Majority Decision-Making Decisions made based upon a majority vote: 50% +1 2/3 majority 3/4 majority Efficient way to dispose of business Minority may feel left out Concern that issues rushed Small majorities result in implementation problems

Consensus Approach Less structured and more time-consuming Commitment to find common ground Fact-finding and face-to-face deliberations Creativity and innovation Responsibility of participants VS chair

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

Consensus Principles Inclusiveness Voluntary participation Access to relevant information and opportunity to participate Flexible and diverse process

Consensus Principles Differing points of view, traditions, and cultures accommodated Commitment and accountability Mutual respect and empathy Individual thought valued

Participants’ Input 9.4 Participants’ Input

STRATEGY & PLANNINGRELATIONSHIP BUILDING ORGANIZATIONAL SKILLS & MANAGEMENT CO-OPERATIVE DEVELOPMENT Strategic PlanningCommunity Development Organizational GovernanceBasics of a Co-operative Proposal WritingPublic ParticipationBoard OrientationCo-operatives and the Community Development Process I Project ManagementAlternative Dispute Resolution Meeting ManagementCo-operative and the Community Development Process II Opportunity Identification Group DynamicsLeadership and Motivation Opportunity Management Interpersonal Communications Communications Planning Legal Issues

Review objectives Review any additional expectations Review Parking Lot Point out Certificates of Participation Complete evaluation Thank you! Conclusion and Evaluation Community Capacity Building Program