CONDUCTING AN EFFECTIVE MEETING Jacquelyn Deeds

Why Do You Need to Know Parliamentary Procedure Setting Agenda’s Taking proper minutes Helping to keep the meeting on track Personal use in other organizations Others

Quiz--True and False A new main motion may be made before the previous motion is voted on. The maker of a motion has the first right to debate. The motion to suspend the rules requires a simple majority vote. A simple majority is 51% of those voting. The motion to lay on the table may not be debated. To make the motion to reconsider the maker of the motion must have voted on the prevailing side of the issue. An amendment can not be amended. Some one who abstains from voting is counted on the negative. The motion Division of the House requires a counted vote. Parliamentary Procedure is designed to protect the rights of the minority while allowing majority rule.

Factors for Effective Meetings An effective agenda process Adequate leadership Length of debate or discussion is controlled There is a spirit of cooperation within the board or council Procedural Ordinance/Meeting Rules/Rules of Order

Objectives Discuss why parliamentary procedure is used. List the rules that govern parliamentary procedure. Identify the taps of the gavel. Discuss how votes may be taken. Identify the types of motions.

WHAT IS PARLIAMENTARY PROCEDURE Systematic and Democratic way to get things done Majority Rules Rights of the Minority Protected. Based on the Rules of British Parliament Thomas Jefferson used the rules for Congress. Henry M. Robert wrote the first edition in 1876

Standard Agenda Call to order--opening ceremonies Secretary's minutes Officer reports Treasurer Other officers as needed Committee reports Unfinished business New business --items not previously discussed Special features ** Closing--adjournment

Steps In Presenting A Main Motion Member seeks recognition Presiding officer grants recognition Member states the motion Motion is seconded Presiding officer states the motion for the body

Steps Continued Discussion of the motion/subsidiary motions Presiding officer takes the vote Presiding officer announces the vote

Types Of Motions Main motions Bring business to the floor Lowest in precedence Start with “i move that” Must be positively stated

Types Of Motions Subsidiary Modify of dispose of main motion Require a second Debatable based on purpose Some amendable Most require majority vote

Types Of Motions Privileged motions Not connected with the main motion Relate to the conduct of the meeting Most require a second Usually not debatable Majority vote

Types Of Motions Incidental motions Not directly related to the main motion Parliamentary procedure oriented Higher order of precedence Usually not debatable Votes vary

Types Of Motions Unclassified - restorative motions Deal with motion disposal Require seconds Usually majority vote

Taking The Vote Plurality Majority One more than half Not 51% Majority rule-minority protected Plurality Most votes of the votes cast Used in elections Committee elections

Taking The Vote Two-thirds Chair should plan ahead and figure 2/3 Matters of great importance- changing rules/ ending debate/ constitutional changes Must be a counted vote

Taking The Vote A. Hand vote Don't designate hand Keep them up to be seen Voting cards B. Voice Yes and no Aye and nay/ not like sign Don't use on close issues Chair is in doubt/ counted vote

Taking The Vote C. Secret ballot Elections Membership Sensitive issues D. Division of the house Standing vote/move to the sides Not appropriate if a counted vote has already been taken. Called after the vote is announced not before. Don't recognize until announced

Motion To Refer To A Committee A. Number on the committee Odd numbers are best Not to large--gets out of hand Committee of the whole B. How appointed By the chair Volunteers Elected

Motion To Refer To A Committee C. When to report At a specific date and time Before as specific date Other wise it could be endless D. Powers of the committees 1. Investigate and report Power to act

Taps Of The Gavel One tap -- sit, motion passed or failed, adjourn Two taps -- call to order Three taps -- stand

Writing Correct Minutes Opening paragraph 1. Name of the organization 2. Date, time and place 3. Type of meeting-special/regular etc 4. Presiding officer 5. Secretary May include number present or names of excused--

The Downtown Business Association meeting was called to order by Julie Davenport at 8:05 a.m. March 5, 2002 in the conference room of AmSouth Bank. Jason Johnson served as secretary.

Writing Correct Minutes Officer reports-- 1. Minutes read and approved or what corrections were made 2. Treasurer's report--total of income, expenses and beginning and ending balance 3. Other officer reports in brief--recommendations or potential new business

Writing Correct Minutes Committee reports-- Main point of reports--any suggestions for action or potential new business Full reports should be filed or attached

Writing Correct Minutes Unfinished business-- How the business was disposed of--motions only New business Any items that result from reports should be handled first Who made and seconded Motions that passed/failed

Writing Correct Minutes May include information about special features--name and topic of speakers-- brief notes The time the meeting adjourned Signed by the secretary