Effective Meetings
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Transcript of Effective Meetings
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Effective Meetings
Head Start ~ Early Head Start Program
for the
Effective Meetings
Policy Council
Melvin J. Gravely ~ Facilitator
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ColumbusColumbus
President
Vice-President
Treasurer
Secretary
President
Vice-president
Treasurer
Secretary
Open the meeting at the appointed time
Announce the business to come before the assembly in proper sequence
State and put to vote all motions that legitimately come before the council
Protect the council from obviously frivolous or dilatory motions by refusing to recognize them
Enforce the rules relating to debate and decorum
Expedite business
Decide all questions of order
Respond to inquiries of members relating to parliamentary procedure or facts
Declare the meeting adjourned
Duties as prescribed in the bylaws
Serves in the absence of the president
May have administrative or committee duties
Entrusted w/custody of funds
Can only disburse funds by authority of the council
Makes full financial report
Recording officer Custodian of records Essential officer,
together with the presiding officer, to conduct a meeting
Keep a record of all proceedings (minutes)
Keep on file all committee reports Keep the official membership roll Make minutes and records available Maintain a record book containing all of the
councils rules and minutes Call the meeting to order in the absence of the
president and vice-president
MEMBERS
Attend meetings
Make motions
Debate
Vote
Nominate
Hold office
Be prompt so the meeting can start on time
Pay attention; don’t talk to your neighbor
Sit near the front when you have a report to make
introduce new business in the meeting
move to rescind or amend previous action
give notice of business that requires previous notice
Frame your motion by asking the following questions: Is the language of my motion clear and
specific?
Is the motion stated briefly, concisely, and directly?
Can my intent be misinterpreted?
Will the motion be in order?
Does the motion call for action outside of the policy council?
Will the action conflict with rules of policy council or public law?
Is the motion stated affirmatively?
Begin the motion with the words, “I move…”
Move the adoption of recommendations in your committee report, if action is required
Talk loud enough to be heard
Be first to speak to a motion you’ve just made
Discuss only the immediately pending question
Address all remarks to or through the chair; don’t talk directly to another member
Speak a second time only after all members have had an opportunity to speak the first time
For a voice vote, respond by saying “aye” or “no”
For a rising vote, remain standing until the chair advises you to be seated
For a counted rising vote, remain standing until you are counted
For unanimous consent, remain silent if you agree or say, “I object,” if you disagree
Think about who would be the best candidate for the office or position
Seek permission from the person before placing the name in nomination
When the chair asks for nominations, say “I nominate…”
No second is required, but a second indicates endorsement of the candidate
You may not nominate more persons than there are places to be filled
Before accepting nomination for an office, review the duties as outlined in the bylaws and procedures manual
Make sure you have the time and talents necessary to fulfill the obligations of the office
Enjoy being a part of the leadership team!
Be familiar with the organization’s governing documents (bylaws rules)
Further the object of the organization
Insist on enforcement of the rules
Fulfill assigned duties until properly excused
Credit other members with the best possible motives for their actions
Call for the orders of the day
Call up a motion to reconsider
Division of the assembly
Make a nomination
T
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ogether
veryone
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ore
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is based on a regard for the rightsof the majorityof the minorityof individual
membersof absentees
A quorum must be present to do business
A quorum is the number of voting members who must be present in order that business can be legally transacted
All members are equal
All members have the right to attend meetings, make motions, debate, to nominate, to vote and to hold office
The rights of policy council supersedes
the rights of the individual
Policy Council may adopt special rules of order as needed to supplement the parliamentary authority
The majority rules
The minority has the right to be heard, however the majority rules when voting Everyone agrees to abide by the results of the vote.
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Open Meeting Act Public Meeting Public Record Public Vote City Ordinance
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Reading of Minutes Report of Officers Report of Standing Report of Special Unfinished Business New Business Adjournment
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A rule stated in the governance
A rule of parliamentary law Code of operations Quorum
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Regular
Special
Close Session
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ByLaws
Laws adopted by an organization for its own governance
Basic and most important rules that relate to the organization
Determine the rights and duties of membership
Provide how the organization is structured and governed
Precision in word choice Sentence structure and
punctuation are important What is omitted may carry as
much significance as what is included
Each sentence written so the complete meaning is clear
OR Each sentence
compels referral to an adjoining section
Temporary or transitional items are not included
Name Object Members Officers Meetings Executive Board Committees Parliamentary
authority AmendmentsNO MOME C PA
Full, exact, and properly punctuated
Concisely expressed in a single sentence, phrases set off by semicolons or lettered subparagraphs, also set off by semicolons
Should be general
Classes of members
Qualifications or eligibility for membership
Resignations
Honorary members
Listed in order of rank Duties Method of nominating Election Term of office and when term
commences Any term limitation Method of filling vacancies
Day on which regular meetings are to be held
Designation of annual meeting
Special meetings— procedure for calling and notification requirements
Quorum required for all meetings
Composition
Powers
Regular meetings
Special meetings
Quorum
Standing CommitteesCompositionManner of selectionDuties
Special CommitteesManner of selection
All standing committees named or a provision for establishment of additional standing committees
Ex-officio Members
Current edition of selected authority is named
Society may adopt special rules of order as needed to supplement the parliamentary authority
Procedure for amendment Required advance notice,
manner, and time Restricts amendment of
proposed bylaw amendment to the scope of the notice
Vote required for approval of amendment
Affirmative vote cannot be reconsidered
Amendment takes immediate effect unless there is a proviso
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Meeting Functions
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Motions bring business to the meeting
Motions provide fairness when making important decisions
Is a type of motion by which a policy council deals directly with a main motion prior to (or instead of) voting on the main motion itselfModifies, delays action or disposes of a main motion
Subsidiary Motion
Relates in varying ways to the main motion and other parliamentary motionsRelates to the pending businessDo not have rank
Incidental Motion
Is granted precedence over ordinary business because it concerns matters of great importance or urgencyAre not debatable, although in case of questions of privilege, the chair may feel the need to elicit relevant facts from members
Privileged Motion
Brings business before the council Are made while no other motion is pendingAre lowest ranking motion
Main Motion
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Meeting
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Recognition
State motion
Debate
Taking vote
Result
Effect of the vote
Recognition
State motion
Debate
Taking vote
Result
Effect of the vote
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“I move that …” A proposal that the group take
action, spend money, express a opinion, etc.
Only one main motion at a time
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Recognize the person who made the motion
Make an effort to allow both sides No one who has had the floor
previously Can’t interrupt the speaker
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Highest Rank Adjourn
Recess
Personal Privilege
Lay on the Table
Previous Question
Limit Debate
Postpone
Commit or Refer
Amend
Lowest Rank Main Motion
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Personal Privilege – I can’t hear! (chair)
Recess – take a break (majority) Adjourn – meeting is over
(majority)
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Amend – change wording (majority) Commit – send to committee
(majority) Postpone – until a certain time
(majority) Limit Debate – set time limit (2/3) Previous Question – stop debate (2/3) Lay on Table – set aside until later
(majority)
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Point of Order – enforce rules (chair) Appeal – object to ruling by chair (majority) Point of Information – request information
(chair) Parliamentary Inquiry – check the rules (chair) Division – request a verification of the vote
(member) Division of a Question – separate a motion into
parts (majority) Object to Consideration – remove improper item
from floor (2/3) Permission to Withdraw – withdraw a motion
(majority or no objection)
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I move we have a party Saturday night.I move we have a party Saturday night.
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I move we have a party Saturday night.I move we have a party Saturday night.
and invite two guestsand invite two guests
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I move we have a party Saturday night.I move we have a party Saturday night.
and invite two guestsand invite two guests
fourfour
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I move we have a party Saturday night.I move we have a party Saturday night.
and invite four guestsand invite four guests
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I move we have a party Saturday night I move we have a party Saturday night
and invite four guestand invite four guest..
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To "add" or "insert" To "strike out" To "strike out certain words & insert
others." To "substitute" To divide a motion into two or more
motions
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Roll Call Ballot Voice Show Hands Standing
MINUTES
Official record of the proceedings of a policy committee
Legal public record of a meeting
Should reflect what was done in the meeting, not what was said by the members
Should never reflect the recorder’s opinion, on anything said or done
Refresh the memory of the members who were present at the meeting,
Inform those who were absent from the meeting, and
Make possible a compiled history of the policy council acts and accomplishments
Agenda
Previous meeting’s minutes
Back-up material for agenda items
Roster/roll call list
Blank paper
First paragraph
Body
Last paragraph
Kind of meeting: regular, special, adjourned regular
The name of the policy council
The date, time, and place of the meeting
If the regular chairman and/or secretary were not present, who substituted for them
Whether the minutes of the previous meeting were approved
All main motions, except those that were withdrawn
The wording in which each motion was adopted or disposed of, including: If the motion was debated, and/or
If the motion was amended
If the motion was temporarily disposed of, any primary and secondary amendments not yet voted on
All points of order Reasons given by the Chair for his or her
ruling
Do not include what did not occur
All secondary motions that were not lost or withdrawn
Main motion Member Anderson’s motion to…
Amended motion (voice vote) After amendment, Member Anderson’s motion to….
Debated and amended motion (voice vote) After debate and amendment, Member Anderson’s
motion to…..
Member Smith’s motion… was referred to the finance committee with instructions to report back at next month’s meeting.
Postponed motion and amendment Member Smith’s motion to… with an
amendment pending to… was postponed to the next meeting.
Previous Question/Close debate After the previous question was ordered, the
motion was … (adopted, approved, carried, or lost, defeated)
Referred motion
Member Jones’ motion to … was laid on the tableRecess during meeting
Without objection, the meeting was recessed for five minutes
Member Jones’ motion to recess was adopted. The meeting recessed for five minutes
Motion to end meetingMember Jones’ motion to adjourn was adopted. The
meeting adjourned at 11:00 pm
Motion laid on the table
Member Smith raised a point of order that… The chair ruled the point of order well taken
because… or The chair ruled the point of order not well
taken because…
Point of Order raised
If by voice, the fact that the motion was adopted, approved, carried, lost, or defeated
If by roll call, the names of those voting on each side, as well as sufficient names of those abstaining to indicate a quorum was present
If by ballot, the complete tellers’ report
The hour of adjournment
Signed by the person writing the minutes
After final approval, the word “Approved” with the secretary’s initials and date should be written below
For a regular meeting – at the next regular meeting
For an adjourned meeting – at the next regular or adjourned meeting – whichever is first
For a special meeting – at the next regular meeting
Proposed minutes are only a draft and do not become the minutes until approved
Minutes may be approved byUnanimous consentAdopted motion
To “dispense with reading of the minutes” only postpones the time for their consideration
Corrections may be made any time an error or material omission is found
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Head Start Performance Standards Policy Council Bylaws Internal Dispute Resolution Confidentiality Agreement Code of Ethnic
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Be sure to attend all Policy Council Meetings
Sign up and participate in at least one Subcommittee
Take all important information back to the families at you center/site
Give a report at your parent meetings Stay involved
what it believes in, what it stands for,
and what it values.
The essence of any policy council lies in:
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ContactMel J. Gravely, Consultant
3195 Genevieve Drive, Columbus Ohio [email protected]
(614) 901-3369
The Gravely Group