C REATED BY R OOPA S HANKAR, C ALIFORNIA S TATE P ARLIAMENTARIAN

I NTRODUCTION #1 R ECOGNIZE & UNDERSTAND that efficiency in meetings can be attained even through simple parliamentary procedure practices #2 Help SPREAD AWARENESS about these simple practices #3 E NFORCE these practices to see positive ramifications

Accurate records,essential for strong goal- planning Structure meeting by having pre- decided categories for discussion Streamlined method of discussion and suggestions Overseer, keep members on track C HAIR M OTIONS M INUTES A GENDAS 4 S IMPLE S TEPS

One who presides over business meetings & one who is thoroughly familiar with all the business to be dealt with at the meeting, including business held over from previous meetings Must be sensitive to the physical, informational, and social needs of members Must be familiar with the basic rules of Parliamentary Procedure No one can speak without being recognized by the chairperson Must be impartial and must adhere to the agenda Helps to minimize interruptions & discussion without purpose

Member is recognized by the chairperson to speak Member makes a motion Chairperson repeats motion as stated and opens the floor for discussion Chair conducts vote after discussion has terminated Chair announces result of vote, proceed with agenda I move that we hold a restaurant fundraiser on May 15 th. Member seconds the motion A SHORT, PRECISE, AND UNAMBIGUOUS PROPOSAL TO BRING BUSINESS BEFORE THE MEETING

A GENDAS AND O RDERS OF B USINESS C HAIR DEVISES AGENDA AND DISTRIBUTES TO PARTICIPANTS IN ADVANCE Members have responsibility of announcing items to be discussed to the chair before meeting C ALL TO O RDER The chair begins the meeting at the published time “The meeting will now come to order.” R OLL C ALL Minutes should list names of those present and absent Secretary should conduct role call

A DOPTION OF THE AGENDA Send members a copy of agenda in advance, or hand tentative agenda to members upon arrival Chairperson should ask if anyone has items to place on the agenda A PPROVAL OF M INUTES FROM P REVIOUS M EETING Minutes should be sent out (with the agenda) for members to read prior to the meeting Unless there is a disagreement regarding the minutes, not necessary for motion or a vote to accept the minutes R EPORTS OF O FFICERS, B OARDS, S TANDING C OMMITTEES Reports are generally for information only

S PECIAL C OMMITTEES & S PECIAL O RDERS Exist for the purpose of a specific project Special committees typically go out of existence upon their final report U NFINISHED B USINESS AND G ENERAL O RDERS Items pending from previous meetings Chairperson may want to provide a brief recap of item s N EW B USINESS, A NNOUNCEMENTS & A DJOURNMENT Items will be discussed in the order on the agenda New motions and proposals discussed here Suspension of proceedings to another time or place

M INUTES : R ECORD OF M EETING P ROCEEDINGS As brief as possible All motions reported in the order in which they were presented Record all actions taken by meeting participants Record the maker of the motion, exact wording, and action taken Send to all members of team after the meeting Should include name of organization, date, and place Use separate paragraphs for each subject & refer to members by name Include hour of adjournment & signature of secretary, chairperson

A PPLYING SIMPLE PRACTICES IS THE FIRST STEP TO PRODUCTIVE MEETINGS ! Q UESTIONS ? Roopa Shankar | California State Parliamentarian |