LEADING A MEETING
Presenter: Gene R. O’Brien, PE, F.NSPENSPE House of Delegates Parliamentarian
WHAT YOU NEEDTO KNOW ABOUT A MEETING
There are basically two types of meetings:■ Formal Business Meeting■ Informal Work Session
SOME KEY DEFINITIONS
meet’ing,n.Act of persons or things that meet; specif.: b A gathering; assemblymeet,v.i.3. To come together for a common purpose; to assemblequo’rum,n.3. Such a number of the…mem-bersof any body…legally competent totransact business…usually absolute majority [unless designated otherwise]
BEFORE WE PROCEDE FURTHER…
What doyouspecificallywant to know about meetings?
OVERVIEW OF PRESENTATION
A.Planningthe meetingB.Conductingthe meetingC. Actionafterthe meetingD. Other Considerations
A. PLANNING A MEETING
► 1. Format of Meeting► 2. Preparation of Agenda► 3. Announcement of Meeting► 4. Logistical Arrangements
A. 1. FORMAT OF MEETING
►Face-to-Face--All participants are gathered in one place►ElectronicMedia --Webinar w/2-way talk or voice only►Combinationof both --Convenient for remote members esp.
A. 2. PREPARATION OF AGENDA
● ‘Roadmap’ for what will be covered● Adhere to any organizational standards, e.g. order of topics● Provide time markers for each separate item – actual time or elapsed time per topic● Identify lead person for each topic● Ensure including time-sensitive topics● Anticipate more controversial topics and position them appropriately● Identify issuer and date (including revisions)
Executive Committee Agenda – Feb. 12, 20157:30 PMCallto Order and RollCallO’Brien7:35 Action on Minutes of Nov. 20, 2014ExCommMeetingBregen7:40 Status of 2014 Audit and IRS Form 990 Tax ReturnZygmont7:55 Latest on Third Play and Inter-District RegistrationPetrillo8:10 Establishing E-Donation Capability (action desired)O’Brien8:20Soliciting Donations to MAR at Events (review process only)O’Brien8:45 Major Topics for Feb. 19 Board MeetingO’Brien/All8:55 Adjourn to Executive Session for PersonnelDiscussion O’Brien9:00 TargetedAdjournmentNote:Indicates separate document for thisitemPreparedby GRO’B – Feb. 3, 2015Revised by GRO’B – Feb. 5, 2015
A. 3. ANNOUNCEMENT OF MEETING
● Adhere to deadlines for notification● Ensure delivery method is adequate● Stipulate if receipt confirmation is needed● Solicit status of intended participation● Prudent to send reminder
A. 4. FACE-TO-FACE LOGISTICSS
● Sufficiently sized venue w/parking (if needed)● Ensure creature comforts● Seating in open U-shape for <’30’● Seating theater or classroom for >’30’● Identification of participants● Properly operating A-V equipment
A. 4 ELECTRONIC MEDIA
● Limit length of meeting duration (< 1.5 hours)● Provide toll-free access for participants● Special speaking provisions:- Give one’s name before speaking- Be as brief as possible● Considerations for voting
A. 4. COMBINATION OF ALTERNATIVES
● Length of meeting more like face-to-face- But engage phone non-participants● Ensure phone participants have all info- Any item being handed to assembly must be pre-delivered to remote persons
B. CONDUCTING A MEETING
► 1. Protocol for Meeting► 2. Demeanor at Meeting► 3. Roles of Meeting Participants
B. 1. PROTOCOL FOR MEETING
● Organization’s governance document(s) supersedes any other guidance.● Most include definitive reference toRobert’s Rules of Orderas “parliamentary authority.”● Special Rules of Order may be used.● Default guidance should beRobert’sRules of Order.
B. 2. DEMEANOR AT MEETING
● Maintaining civility is critical.● Formality does not preclude cordiality.● All comments by participants should be directed to the presiding officer.● Differences of opinion need not be cause for disruption or bickering.
B. 3. ROLE OF PRESIDING OFFICER
● No matter the title, this person is in charge.● Duties: guide discussion, keep participants on topic, manage time, and summarize.● Deal with disruptive/distractfulpersons.● Engage as many participants as possible.● Seek consensus, but reach decision on issue.● Votes only to break/create a tie.
B. 3. ROLE OF PARTICIPANTS
● Review agenda andbe prepared.● Listen attentively to discussion.● Provide input on topic, but don’t repeat.● Avoid side conversations or do so quietly.● Be prepared to vote on a question.● When decision is made, align with outcome.
C. POST-MEETING ACTION
► 1. Issue Summarysoon w/ action items► 2. IssueMinutesin timely manner► 3. MaintainStatus Report
C. 1. SUMMARY AND ACTION ITEMS
● Highlights of decisions issued expeditiously to all participants and other stakeholders.● Follow-up items documented with name(s) of responsible party(ies) and due dates.
C. 2. MINUTES
● Amount of details varies according to an organization’s customs, but each topic, decision and outcome must be recorded.● List of participants to be included.● Action on adoption usually done at body’s next meeting, but action before that meeting may be done, if interval between meetingsislengthy.
C. 3. STATUS REPORTS
● Intervening advisories issued, if meetings are conducted less than quarterly.● These can include outcome of action items from prior meeting(s).● Provide to all members of the body.
D. OTHER CONSIDERATIONS
► 1. Organizational Calendar► 2. Why some meetings under perform► 3. How to use Parliamentary Procedure
D. 1. ORGANIZATIONAL CALENDAR
● Issued annually in most cases● Updated periodically as necessary● Contents should include:- Important meetings, e.g. governing body;- Schedule for nominations & elections; and- Other key activities of organization
D. 2. UNDER PERFORMING MEETINGS
● No agenda or lack of supporting documents●Disorganized, e.g. don’t follow agenda● Start late or time is wasted● Some participants are ignored● Presiding officer tries to ‘hold court’● Decisions made improperly
D. 3. PARLIAMENTARY PROCEDURE
● Set of rules for conducting business● Originated in early English Parliaments● Became uniform with publication by Henry M. Robert of his manual in 1876● Now used as basic handbook of operations● Allows all participants to beheard…and make orderlydecisions without confusion
● Motion is necessary to begin discussion of topic.● Motion requires a second to ensure the topic is not the interest of a sole participant.● Discussion on the main motion then ensues with proponent given first speaking opportunity.● Original motion may be amended using the same process of moving and seconding.● “Friendly amendment” is rarely permitted(Motion is owned by the body…only unanimously)
MOVING TOWARD A DECISION
● Speaker’s comment time may be limited (based on Special Rules of Order).● Presiding officer may politely interrupt a participant, who is repeating a point already made (based on Special Rules of Order).
DEFERRING A DECISION
● Motion toTablea main motion (“lay on the table”) is non-debatable, but its purpose is to defer action to later in the same meeting in order to handle more pressing matter.● Motion toPostponea main motion may do so either indefinitely or to a later meeting and is debatable.
● Presiding officer, sensing debate has been exhausted, may express that viewpoint and seek to call for a vote.--OR--● A participant may“move the previous question,”i.e. close debate. This action requires a second, but is NOT debatable. However it requires atwo-thirdsvote.
VOTING ON MAIN MOTION OR AMENDMENT
● There are five standard methods of voting:- General Consent (used by presiding officer)- Voice Vote (can seem indecisive via phone)- Voting by show of hands (after voice vote)♦- Roll Call Vote (may be sought for record)- Ballot Vote (when secrecy is desired)♦NSPEHoDalso uses weighted voting.
ROLE OF PARLIAMENTARIAN
● Provides advice to presiding officer● Never gives a ruling unless asked to do so by presiding officer● Should review agenda in advance and consult with presiding officer – especially for controversial topics● Should be proactive to assist presiding officer
The speaker acknowledges contribution to this presentation have been gleaned from material issued previously byJack F. Schlegel,Pharm.D.,MSEd, CAE, PresidentSchlegel & Associates____________________________________________________________________________________________________________________________________________________For additional consultation please contact:Gene R. O’Brien, PE, [email protected]