Effective meeting principles and practices applied to the development of ASHRAE Standards and Guidelines.

Transcription

1 PC Chairs Training: Running Effective e Meetings Effective meeting principles and practices applied to the development of ASHRAE Standards and Guidelines. Intended Audience Open to everyone, recommended for PC Chairs and Standards Committee Members Required Reading PC Manual of Procedures (PC MOP) PC Chairs Training: Running Effective Meetings 1

2 Learning Objectives Pre-planning a meeting Preparing an agenda Conducting a meeting Robert s Rules of Order Handling interruptions Limiting discussion time on each topic Following up Distributing action items and tracking progress Distributing meeting minutes PC Chairs Training: Running Effective Meetings 2

3 Developing the Agenda Planning meeting topics requires: Having clear purpose p for the meeting Generate topics for constructive idea sharing and strategies for building consensus In advance of meeting identify and frame major issues Being prepared Define reasonable list of issues to consider; assign time and speaker for each item Anticipating meeting outcome How to handle action items; member assignments; tracking progress; future meeting schedule PC Chairs Training: Running Effective Meetings 3

4 Agenda Resources 1 st PC meeting? Review Getting Started Otherwise, resources include: Work Plan TPS Working draft Last meeting minutes Roster Action Items PC Secretary (or ask someone to record notes) Supporting research (if available) By failing to prepare, you are preparing to fail, Benjamin Franklin PC Chairs Training: Running Effective Meetings 4

5 Sample Agendas for First PC Meetings 1. CALL TO ORDER FIRST PC AGENDA Committee Name Meeting Date and Time Meeting Location 1. Introduction of Members and Guests 2. Quorum Determination 3. Announcements and Immediate Goals 4. Liaisons 2. MEMBERSHIP 3. PC ORGANIZATION (For SSPC/SGPC) 4. Secretary (For SPC/GPC) 5. TPS 6. WORK PLAN 7. WORKING DRAFT 8. NEXT MEETING: Date, Time, Location 9. Adjourn Tip: Secretary can use a copy of the agenda and annotate it with motions, discussion summaries, action items, etc., as they occur. PC Chairs Training: Running Effective Meetings 5

6 Sample PC Agendas (After 1 st Meeting) 1. CALL TO ORDER SPC/GPC AGENDA Committee Name Meeting Date and Time Meeting Location 1. Introduction of Members and Guests 2. Quorum Determination 3. Announcements and Updated d Goals 4. Liaisons 2. AGENDA REVIEW 3. MINUTES OF THE LAST MEETING 4. WORKING DRAFT 5. NEW BUSINESS 6. NEXT MEETING: Date, Time, Location 7. Adjourn 1. CALL TO ORDER SSPC/SGPC AGENDA Committee Name Meeting Date and Time Meeting Location 1. Introduction of Members and Guests 2. Quorum Determination 3. Announcements and Updated Goals 4. Liaisons 2. AGENDA REVIEW 3. MINUTES OF THE LAST MEETING 4. ROSTER CHANGES 5. PUBLICATION PUBLIC REVIEW DRAFTS 6. RESPONSES TO COMMENTERS 7. CONTINUOUS MAINTENANCE PROPOSALS 8. SUBCOMMITTEE REPORTS 9. OLD BUSINESS 10. NEW BUSINESS 11. NEXT MEETING: Date, Time, Location 12. Adjourn PC Chairs Training: Running Effective Meetings 6

7 Meeting Be punctual: start & end on time Pass around an attendance sheet Expect disruptions: Some people will arrive late. Ask them to introduce themselves when least disruptive and then bring everyone s attention back on-topic Ask liaisons or other management visitors to be brief Focus on the purpose and expected outcome of the meeting Encourage participation, but require civility and control digressions Beware of TPS Scope Creep Following Robert s Rules of Order is required whenever: a PC meeting agenda item is intended to result in a standards action or an official interpretation of a standard; or under other circumstances when a PC member requests that the meeting be conducted under Robert s Rules. Further Reading: ASHRAE PC MOP PC Chairs Training: Running Effective Meetings 7

8 Following Up Distribute action items immediately Distribute draft minutes within 30 days, y, earlier if possible Track progress between meetings PC Chairs Training: Running Effective Meetings 8

9 Robert s Rule of Order Basics Motions: Must relate to the business at hand. Must not be obstructive, frivolous, or violate PC MOP. Must be seconded unless they are from a subcommittee. Most common motions: Main motions: ( I move that ) are debated Amendment motions: ( I move to amend the motion by... ) are debated d and voted upon followed by voting on the main motion Consent Agenda motions: ( I move approval of a consent agenda which includes items a, e, g ) are voted upon without discussion. After the motion is seconded, ask, Does anyone want me to pull any of these consent agenda items out of this motion? Table motions: ( I move to table ) delay action on a main motion Take from the Table motions ( I move to take from the table ) are used to resume discussion on a motion that was tabled Adjournment motions are seconded but not debated PC MOP 5.2 defines voting rules that apply to motions. Tip: Consent agendas are only used where it is clear that there is no remaining controversy regarding the included agenda items PC Chairs Training: Running Effective Meetings 9

10 Typical Motions PCs vote to approve: 1. Original TPS (first meeting) 2. Proposed changes to TPS 3. Meeting minutes 4. Publication Public Review Draft* 5. PC responses to commenters Standing PCs vote to approve: 1. Proposed changes to TPS 2. Meeting minutes 3. Publication Public Review of addenda* 4. Responses to commenters 5. Interpretations* 6. Responses to CMPs 6. Final Publication Draft* 7. Code Change Submittals Note: Items with * are Standards Actions. 8. Final Publication of Addenda PC Chairs Training: Running Effective Meetings 10

11 Openness Participation is open to all persons. PCs are expected to meet during the Annual and Winter Society Meetings unless other arrangements are made. Interim meetings, such as conference calls, webinars and other face to face meetings are highly encouraged to ensure timely completion of the project. PC Chairs must advise SPLS Liaison and Manager of Standards (MOS) of all meetings or teleconferences between Society Meetings in time to announce interim meeting in Standards Actions 30 days before in-person meetings and 14 days before teleconferences. Tip: ASHRAE staff can assist with scheduling conference calls, webinars and in-person meetings Further Reading: ASHRAE PC MOP PC Chairs Training: Running Effective Meetings

12 Due Process Any person (organization, company, government agency, individual, etc.) with a direct and material interest has a right to: a) express a position and its basis, b) have that position considered, and c) appeal if adversely affected Due process allows for equity and fair play Further Reading: ASHRAE PC MOP PC Chairs Training: Running Effective Meetings

13 Standards Staff Standards Committee Direct line xxxx Stephanie Reiniche, Manager of Standards...ext Status of Standards/Guidelines and SPLS Susan LeBlanc, Standards Administrator...ext Procedures, PPIS, and Appeals Tanisha Meyers-Lisle, Procedures Administrator...ext Staff Review of Drafts Carmen Manning, Standards Analyst......ext PC Chairs Training: Running Effective Meetings

14 Standards Staff American Standards, including Standards 62.1 and 62.2 Mark Weber, Asst. Mgr. of Standards - American...ext mweber@ashrae.org Codes, CIS, Standards 90.1, 90.2 and 189 Steve Ferguson, Asst. Mgr. of Standards - Codes..ext.1138 sferguson@ashrae.orgorg International Standards and Standard 34 Doug Tucker, Asst. Mgr. of Standards - Int l.ext dtucker@ashrae.org Standards 90.4 and Bert Etheridge, Asst. Mgr. Special Projects... ext hetheridge@ashrae.org h Project Committee Membership Beverly Fulks, Standards Coordinator...ext bfulks@ashrae.org 14 PC Chairs Training: Getting Started

15 Standards Staff Project Committee Membership SPCs 15 and 34 Angela McFarlin, Admin. Asst./ Secretary...ext Project Committee Membership SPCs 90.1, 90.2, 90.4, and Katrina Shingles, Secretary/Admin Asst...ext PC Chairs Training: Running Effective MEetings

16 Questions? 16

17 Questions and Answers Aside from the draft minutes from the last meeting, name three resources you have as you prepare an agenda. Aside from the introductions of all participants, name two other preliminary steps needed to set the stage for a meeting. What should you say to delay action on a motion until next Thursday? If you re unsure about voting rules, where would you look for that information? PC Chairs Training: Running Effective Meetings 17

18 How did you do? If you knew the answers to all the questions Congratulations! You have mastered the material If you were able to answer most of the questions (70-80%) Please review the material you may have missed If you were unable to answer most of the questions (<70%) Please review all the material 18