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1 Copyright 2016 - Thomas P. Moore - All Rights Reserved Best Practices for Meetings Tom Moore, Ph.D. 831-384-3234.

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Presentation on theme: "1 Copyright 2016 - Thomas P. Moore - All Rights Reserved Best Practices for Meetings Tom Moore, Ph.D. 831-384-3234."— Presentation transcript:

1 1 Copyright 2016 - Thomas P. Moore - All Rights Reserved Best Practices for Meetings Tom Moore, Ph.D. tpmoore@redshift.com 831-384-3234

2 © 2016 - Thomas P. Moore - All Rights Reserved 2 Introduction Preparation for the meeting Managing the meeting Rosenberg Rules of Order After the meeting

3 © 2016 - Thomas P. Moore - All Rights Reserved 3 Why am I qualified to tell you about best practices for meetings? Vice Chair, Board of Directors, CSAN President, Monterey Peninsula Soccer League Founder and past president, Southwest Virginia Soccer Association Past Vice President, Metro-DC Virginia Soccer Assoc. VP, Board of Directors, Marina Coast Water District Former Alternate Commissioner, Monterey County Local Agency Formation Commission Past ex-officio member, Board of Directors, Ft. Ord Reuse Authority Past member, Board of Directors, Monterey Regional Water Pollution Control Agency Past president, Special Districts Assoc. of Monterey County Past member, Board of Directors, Monterey Peninsula Choral Society

4 Why Do We Hold Meetings? To learn To make group decisions © 2016 - Thomas P. Moore - All Rights Reserved 4

5 Why Do We Hold Meetings? To learn –Requires instructor to know the audience To make group decisions –Requires some process for orderly deliberation © 2016 - Thomas P. Moore - All Rights Reserved 5

6 Decision Meetings 6 © 2016 - Thomas P. Moore - All Rights Reserved

7 7 Before the Meeting Meeting notice – what information? Agenda – why have one? Supporting staff reports. Your preparation.

8 At the Meeting - the Secretary © 2016 - Thomas P. Moore - All Rights Reserved 8

9 At the Meeting - the Secretary Takes the minutes Ensures clear record of: –What the motion says –Who made the motion –Who seconded the motion –Number of ayes, nays and abstentions Publishes DRAFT minutes before the next meeting © 2016 - Thomas P. Moore - All Rights Reserved 9

10 Hints for the Secretary Know the meeting room set up Arrive early Sit in central location or best location to hear everyone clearly Attendance roster -- Prepare list of all possible group members BEFORE the meeting If possible, pre-list possible motions © 2016 - Thomas P. Moore - All Rights Reserved 10

11 Hints for the Secretary Never let the speed of the meeting overwhelm you – force the rest of the group to slow down Make an audio tape of the meeting Write draft minutes within 24-48 hours of the meeting Distribute draft minutes at least a week before next meeting © 2016 - Thomas P. Moore - All Rights Reserved 11

12 © 2016 - Thomas P. Moore - All Rights Reserved 12 At the Meeting – Guidance for Everyone Stick to the agenda – show patience. Adding items not on the agenda. Ask appropriate questions. Ensure that secretary can keep up with the pace of the meeting and accurately record. Don’t be a springbutt, don’t be a wallflower. Potty breaks every 1-2 hours.

13 At the Meeting – the Chair Applies the Rules of Order Determines who has “the floor” (right to speak) Can participate in debate, BUT…. © 2016 - Thomas P. Moore - All Rights Reserved 13

14 At the Meeting – the Chair Respect group members: start on time! The Quorum: –Group decisions must be made by the group –The Quorum is the smallest number of group members that must participant for a decision to be valid (i.e. “To conduct business.”) –Default Quorum number: half of the members in the group plus one more member –Group may set a different number for Quorum © 2016 - Thomas P. Moore - All Rights Reserved 14

15 © 2016 - Thomas P. Moore - All Rights Reserved 15 At the Meeting - Rules of Order Robert’s Rules of Order, 10 th Edition Rosenberg’s Rules of Order Basic ideas: –The motion (a decision, AKA “action”) –Initially, motion should only have enough explanation to determine whether a 2 nd will be forthcoming –If seconded, then full debate, not before –Transparency

16 At the Meeting – the Chair Steps to follow for each agenda item: 1.Clearly announce item number and description. 2.Invite “staff” report 3.Invite questions from voting members of group 4.Invite “public” comment © 2016 - Thomas P. Moore - All Rights Reserved 16

17 At the Meeting – the Chair Steps to follow for each agenda item: 5.Invite the making of a motion 6.Ask if there will be a second 7.If seconded, the Chair must ensure all group members understand the motion 8.Invite discussion from group members 9.Take the vote 10. Announce the results of the vote © 2016 - Thomas P. Moore - All Rights Reserved 17

18 At the Meeting – the Debate To provide for orderly discussion, the chair MUST prevent interruptions that are not in order (can be assisted by other members) –Raised hands –Speaking cards –Talking stick –Lights –Microphone © 2016 - Thomas P. Moore - All Rights Reserved 18

19 At the Meeting – the Members Three basic types of motions 1.The “main” motion 2.The motion to amend (amend the main motion) a)The “friendly” amendment b)The “hostile” amendment 3.The substitute motion (to replace the main motion) © 2016 - Thomas P. Moore - All Rights Reserved 19

20 At the Meeting – the Members Non-debatable motions: –To adjourn (the meeting) –To recess (the meeting) –To fix the time to adjourn (the meeting) –To table (an agenda item) –To limit debate (on a debatable motion) –To object to the consideration of a question –To close nominations © 2016 - Thomas P. Moore - All Rights Reserved 20

21 At the Meeting – the Members Motions requiring 2/3rds majority –To limit debate (about a debatable motion) –To close nominations –To object to the consideration of a question –To suspend the rules (this is a debatable motion) © 2016 - Thomas P. Moore - All Rights Reserved 21

22 At the Meeting – the Chair Counting votes –Tie votes = motion fails –How to count (or not) abstentions They count for quorum purposes But do they count as nothing or nay in calculations? Depends on specific rules of organization Example: 5 member board votes 3 aye, 1 nay and 1 abstain on motion requiring 2/3rds –Counting mechanisms © 2016 - Thomas P. Moore - All Rights Reserved 22

23 At the Meeting – the Members A special motion: the motion to reconsider –Must be made before meeting adjourns –May only be made by member who voted in the affirmative © 2016 - Thomas P. Moore - All Rights Reserved 23

24 At the Meeting – the Members Points, appeals and calls (may interrupt the member who is speaking): –Point of privilege (relates to conditions in room) –Point of order (relates to rules of order) –Motion to appeal (a ruling of the chair) –“Call for orders of the day” –Withdrawing a motion © 2016 - Thomas P. Moore - All Rights Reserved 24

25 © 2016 - Thomas P. Moore - All Rights Reserved 25 After the Meeting – the Secretary Why have minutes? What critical information must be in them? –Time, date and location of meeting. –Attendance list. –Clear statement of any motions, especially those that were approved! –Who made, who seconded and the vote on the motion.

26 © 2016 - Thomas P. Moore - All Rights Reserved 26 Draft Minutes MUST reflect what actually happened at the meeting. Should be written and distributed as soon as possible after the meeting. Should be approved with appropriate corrections at the next BOD meeting. Approved minutes MUST: reflect what actually happened at the meeting in question!

27 Hints for the Secretary Distributing draft and approved minutes: –Email is easy, but May miss people May not handle large files Not accessible to the “public” –Cloud drives Will handle large files Can have private, public and quasi-public sections © 2016 - Thomas P. Moore - All Rights Reserved 27

28 © 2016 - Thomas P. Moore - All Rights Reserved 28 References Andringa, Robert C., Nonprofit Board Answer Book (San Francisco: Jossey- Bass, 2007) ISBN 978-0-7879-9461-7. Rosenberg, Dave, Rosenberg’s Rules of Order (Sacramento, CA: California League of Cities, 2011)


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