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

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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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and invite two guestsand invite two guests

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and invite two guestsand invite two guests

fourfour

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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:

ContactMel J. Gravely, Consultant

3195 Genevieve Drive, Columbus Ohio [email protected]

(614) 901-3369

The Gravely Group

mailto:[email protected]

Effective Meetings

Education

Transcript of Effective Meetings