1. Governance Training “Anatomy of a Meeting”

2. Outcomes
Basics of Parliamentary Procedure & Robert’s Rules of Order (RRO)
Elements of a meeting
How to start a meeting
Motions
Mock Meeting

3. Parliamentary Procedure/ Robert’s Rules of Order
Everyone can participate equally in the decision-making process and has equal rights in the process
Each proposal is entitled to full and free debate
Will of the majority is carried out and rights of minority are preserved
Use of Motions as the primary mode of moving business along
Preference is always given to those who have not yet spoken
Decreases interruptions so meetings can proceed smoothly

4. Elements of a meeting (pg. 21 in Handbook)
Call to order
Constituent Comments
Approval of Minutes
Chairs Report
Unfinished Business
New Business
Adjournment
You will receive an agenda for your council meetings that have these items on it. You will learn how to work through these items in a thoughtful and planful way using Robert’s Rules of Order.

5. Starting a meeting
Chairperson runs the meeting (Vice-Chair runs it in their absence)
- Agenda items are only items to be discussed during meetings
Quorum
MC Governance Constitution states:
“A majority of the members of the council shall constitute a quorum to conduct business. Majority is defined as half of the members of the council plus one additional member.”
If quorum is not met, you may 1) adjourn till next meeting 2) call for recess to wait till other members show 3) make changes to meeting schedule to have a higher possibility of reaching quorum, 4) Proxy

6. Motions
Purpose= to propose that the council take a specific action on an issue.
Most utilized motions on councils
1) Main Motion- (I.e. a recommendation proposal to college council from staff council or a recommendation to move one topic’s constituent concern to a different council for review)
2) Subsidiary motion (i.e. the process of amending a motion)

7. Motion process from beginning to end
Council member addresses the chair
Council member is recognized by the chair
Council member proposes a motion
A different council member seconds the motion
Chair states the motion to the council
Council debates/discusses the motion/closes discussion (facilitated by the chair)
Chair takes vote on the motion
Chair announces the results of the vote and is recorded in the minutes

8. Motions Video

9. Amending a motion
To add, subtract/strike, or substitute wording in a main motion
Can make it more satisfactory to council members
2 types: An amendment to a motion & an amendment to an amendment

10. Amendment video

11. Example of a well-written recommendation motion
WDCE’s motion (AY 17/18)
WDCE moves to recommend the criteria for student assistants be expanded to include non-credit students who are currently enrolled and have completed at least 45 instructional hours within the previous fiscal year.

12. Mock Council Meeting

13. Getting Started (Cast of Characters)
Chair
Vice Chair
Secretary
Moderator- Brad
Council Member 1
Council Member 2
Council Member 3
Council Member 4
Constituent

14. Constituent Comments
Constituent members’ opportunity to speak (provided written to council)
Chair’s role
Council action (yes or no?)
Discussion with constituent (yes or no?)

15. Constituent Comments
Take 2

16. Approval of agenda and minutes
Approved- “Yeah!”
Objections ok?
No consensus on objection- then what?

17. Approval of agenda & minutes
Take 2

18. Reports
Chair
Leader Liaison
Council Committees
Guest Speakers

19. Unfinished Business Unresolved topics from a previous meeting
A. Let the conversations keep going
B. Suggest that a motion be made

20. Handling motions
Let’s see it in action!

21. New business
Handled the same as unfinished business

22. Resources Governance Handbook (Section 3)

23. Discussion/Questions?