Webinar on Meeting Management

will begin soon!

Roberts’ Rules and Meeting

Management

MidAmerica WebinarRev. Dr. Lisa Presley

District Executive, Heartland

Brought to you by MidAmerica Region

Central MidWest, Heartland and Prairie Star Districts

Welcome!

Welcome Introductions Technical Issues: Apologies

Abound!

This Webinar is Being Recorded

Roberts’ Rules and Meeting

Management

MidAmerica WebinarRev. Dr. Lisa Presley

District Executive, Heartland

Chalice Lighting

Look at our assumptions and habits of

meetings How to make meetings more inclusive How to run efficient meetings Parliamentary Procedure

Roberts Rules: What they really say! Consensus: What it really is!

Tonight’s Webinar

As member-based organizations, meetings

are the way things get done We make a lot of assumptions about meetings

—what should happen, when they should happen, who does what

Time to open up that can of worms Always can improve how we do what we

intend to do All we do is for theological deepening and

transformation

Meetings: Why?

We must have committees and meetings

What about Task Groups or Work Partners? Meetings must happen every month, no

matter what Could switch to quarterly or electronic

The committee members are the ones to do the work Separate workers from organizers—different

skill sets Committees have to last as long as it takes to

do the work Review every committee at least every other

year for relevance

Assumptions and Habits

Build in social time

Pre-meeting social hour? Snacks? Worship service before on meeting night

Encourage appropriate laughter Approach with lightness, not dread Again, approach from religious perspective:

how are we growing our spirits?

Enjoyable Meetings

Always ask who isn’t present?

Make sure not ruling out historically marginalized folks

Put a chair at the table for the voices not there Ask questions that will elicit the views of those

not present Accommodations:

Where held—accessible in broadest sense? What about children? Time and date issues Virtual meeting possible?

Inclusive Meetings

Realize meetings serve a variety of purposes:

Social Connect members Allow participatory leadership Get things done Legal requirement Achieve something spectacular Deepen our spirits

Need to make space for all of this to happen

Efficient Meetings

Realize people approach differently:

Leap to quick understanding Mull over for unintended consequences Want decisions Want dialog Think quickly/slowly Speak to know what thinking Think to know what to say

Need to make space for all of this to happen

Efficient Meetings

Build Agenda carefully

Check minutes for old business Solicit ideas and issues from others Add suggested time limits – no more than 90 minutes

of work! Send Agenda and documents out in advance Rule of thumb: don’t decide anything important in

same meeting presented unless absolutely necessary

Consider advance session to inform folks: town hall Agree on Rules before starting meeting (more

later)

Efficient Meetings: Prepare

Create a covenant for how you will be

together; review regularly Start religiously:

On time (time-ish) Chalice Lighting Check In Theological Reflection

End well: Check out, including task review and

reassignment Closing reading

Effective Meetings: There

Ensure everyone is involved appropriately

Ask input from everyone Institute “step up, step back” awareness

Encourage “Angel’s Advocates” Three good things about idea How would we be better if this was

chosen/worked? Appoint timekeeper and Process Observer Empower everyone to keep time and observe

Efficient Meetings: There

Make sure notes/minutes are circulated

quickly Include a “task list” that reminds folks of

commitments Follow up with folks as appropriate Share the news with others Confirm the date of the next meeting (if any!) Do what you said you’d do; if you can’t, let

folks know as soon as possible so alternate plans can be made

Efficient Meetings: After

Ensure you know what Rules will govern your

meetings: Roberts? Consensus? Roberta’s Rules? Others?

Make sure that you have: Parliamentarian who can assist with

understanding the Rules Training for those running, and those attending

Efficient Meetings: Rules

Who was Robert, and why his rules? Henry Martyn Robert, Army Engineer

Motivated by failure Created own set 1876 Now in 11th Version with forward by Henry

M. Robert III (!) Direct line of succession in creating new

versions Often default way of decision making

Robert’s Rules

Basic Premises:

No one speaks without recognition—no shouting out

Always need a motion to discuss anything, & second

No one speaks a second time until all heard, unless Chair agrees

Chair may call upon whomever as often as want to clarify issues

Only members have privilege of floor, but Chair may allow others to speak

Point of Information: when don’t understand things

Robert’s Rules

Point of Personal Privilege: when need

something Moving the previous question, with Chair

recognition; not debatable; 2/3 to pass Need to be polite!

Chair may call for the vote without moving the previous question, especially when no one waiting to speak

Point of Order when think not following Rules – can interrupt!

Robert’s Rules

No “friendly amendment” under Robert’s

Can make amendments to motion Can withdraw original motion and then move

new one Abstentions:

Don’t need to call for them unless requested Do not count in the vote—if more vote for than

against, it passes (subject to plurality required)

Robert’s Rules

Customary role for Chair:

Doesn’t make or second motions (though can) Steps out of chair when wishes to speak on

issue Can break a tie in vote, but doesn’t need to

Getting rid of motion: Withdrawn by mover Voting against Tabling (though can be brought back) Postpone (to particular time) Postpone indefinitely (basically kills the motion)

Robert’s rules

Conditions necessary for consensus

governance: Common goal Commitment to reach consensus Trust and openness Sufficient time Clear process Active participation Good facilitation

Consensus Model

Introduce and clarify issues Explore issue and look for ideas Look for emerging proposals Discuss, clarify and amend proposal Test for agreement If agreement, then implement If no agreement, back to emerging proposals

for other options/agreements

Consensus Process

Not just everyone agreeing, but shades of

agreement/disagreement: Agreement: this is what we should do Non-support: don’t see need, but will go along Reservations: might be mistake, but can live

with it Standing aside: can’t do personally, but won’t

stop others Blocking: cannot support or allow group to

support; it is immoral, wrong Withdrawing: must leave if this occurs

Consensus Decision

If don’t come to an agreement/consensus,

then follow whatever pre-existing decision or, if none, then do not act at all

Takes time to reach; not good for quick decisions

Requires deep commitment by members Appreciates complexity of situations Can be a powerful way of participating, and

when reach consensus, often have greater buy-in and participation

Consensus Review

Need clear and shared articulation of when

you use which (or whatever rules you choose) What do your bylaws say about specific things

such as quorum, calling a minister, purchase/sale of property

If choose consensus as “default,” then what will you do if you don’t find consensus?

Regardless: need to teach and learn—it’s not just automatic

Robert’s vs. Consensus

Robert’s Rules “Official” website:

http://www.robertsrules.com/history.html Consensus governance Meetings that Work Roberta’s Rules:

http://www.robertasrules.net/ Consensus:

http://seedsforchange.org.uk/consensus http://

www.actupny.org/documents/CDdocuments/Consensus.html

Resources

Meetings that Work, UUA Publication

http://www.uua.org/documents/congservices/meetingswork.pdf

Patrick Lencioni, author of leadership fables Death by Meeting

Alban Institute, congregational life think-tank www.alban.org

Resources

What are your questions?

Q & A

It has been said democracy

is the worst form of government except for all those others that have been tried.

Winston Churchill

Final Words