1. Facilitating Effective Meetings
2016 CSU Professional Development Institute
Presented by Jason Huitt

2. Why should meetings have rules?

3. Why should meetings have rules?
Efficiency
Organization
Fairness
Professionalism
Record keeping
Productivity
Legal requirements
Validity

4. There’s a time and a place…

5. Components of a Meeting
Quorum
Minimum number of folks present in order to meet
Chair
The Facilitator
Secretary
Agenda

6. What are Rules of Order? Robert’s Rules of Order
Published in 1876 by U.S. Army Major Henry Martyn Robert
A guide for conducting meetings and making decisions as a group
Enabling assemblies of any size, respecting all opinions, to arrive at consensus on a maximum of issues in minimum time, in harmony or impassioned division

7. Basic Rules of Order All members have the right to speak
All members have the right NOT to speak
Designated members have a vote
Majority wins

8. The Motion
A member makes a motion stating exactly what they’d like to do
“I move to approve the FY17 budget.”
“I move to amend the motion by changing the word north to south.”
“I move to approve the minutes from our last meeting.”

9. The Motion
A member makes a motion stating exactly what they’d like to do
Another member seconds the motion
“Second!”

10. The Motion
A member makes a motion stating exactly what they’d like to do
Another member seconds the motion
The chair formally states the question to the group
“It has been properly moved and seconded to approve the FY17 budget.”

11. The Motion
A member makes a motion stating exactly what they’d like to do
Another member seconds the motion
The chair formally states the question to the group
Debate ensues
“Is there any discussion or debate on the motion?”

12. The Motion
A member makes a motion stating exactly what they’d like to do
Another member seconds the motion
The chair formally states the question to the group
Debate ensues
Vote is taken
“Is there any further debate? Seeing none, we’ll proceed to a vote.”

13. MOTION
Motion
motion

14. Voting
Majority wins
In the event of a tie, the chair casts the tiebreaking vote
The Chair is encouraged to abstain from voting
Members do not have to vote
When counting votes, abstentions do not count!
Voting may be conducted by hand, voice, secret ballot or roll call
The Chair determines the mechanism of voting

15. The Power of Unanimous Consent
Useful when consensus is evident, no obvious opposition
Can be offered by members or by the Chair
Immediately adopts a motion, shortcutting rules for a motion
With objection from any member, rules for a motion apply
Member: “I ask unanimous consent to approve the minutes from our last meeting”
Chair: “Is there any objection to approving the minutes? Seeing none, the minutes stand approved”

16. The Election Chair opens the floor for nominations
Presentations from each nominee
Member nominate other members (or themselves)
Debate ensues (without the nominees being present)
Each nomination requires a second!
Votes taken
Each nominee must accept the nomination

17. Practicing Parliamentary Procedure
Approving Minutes
The Elephant on the Plaza
The Mission Statement
“The mission of the Zipper Club is to socialize regularly”

18. The Motion
A member makes a motion stating exactly what they’d like to do
Another member seconds the motion
The chair formally states the question to the group
Debate ensues
Vote is taken

19. The Agenda Introductions / Call to Order Roll Call Approval of Minutes
Presentations
Old Business
New Business
Announcements
Adjournment

20. Minutes Ideally recorded by a designated secretary or clerk
At a minimum, records:
Attendees
Motions made, who made them, who seconded them
Method of vote conducted
Results of the vote
The more detail, the better

21. Bylaws Can be synonymous with Constitution, not always
Rules of Order created and adopted by the group
Usually prescribe membership and leadership roles
Reviewed regularly

22. Cheers to efficient meetings!
Please submit your session evaluations on the TILT PDI web site
Jason Huitt – –