Keys to a better meeting. By Bob Fish NAP Member

Transcription

1 Keys to a better meeting By Bob Fish NAP Member

2 Page citations All page citations are to Robert s Rules of Order Newly Revised, 11 th Edition.

3

4 Objectives Review/Reminders: Keys to Effective Meetings The principles of parliamentary law Handling a motion Minutes Make your meeting more effective Changes brought about with RONR-11 Hints to help / hinder a motion Test your skill Use the right motion at the right time

5 Parliamentary procedure A system whereby people who otherwise can t stand each other can work together toward a common goal.

6 Principles Rules based on a regard for rights: Of the majority Of the minority, especially >1/3 Of individual members Of absentees, and Of all these together

7 Members have rights Attend meetings Make motions Speak in debate Vote Altering the rights of members requires you to amend the bylaws!

8 Principles Rules based on a regard for rights: Of the majority Of the minority, especially >1/3 Of individual members Of absentees, and Of all these together

9 10 Ways to improve your meeting Goal: twice the effectiveness in half the time

10

11

12 80/20 rule for meetings 20% of the people take up 80% of the time. 20% of the business takes up 80% of the time. Time taken by a matter bears no relationship to its importance.

13 10 Ways to improve your meeting 1. Start on time, no matter what 2. Adopt a simple agenda 3. Approve minutes beforehand and distribute 4. Preprint reports 5. Use a consent calendar/agenda 6. Adopt and enforce time limits 7. No motion? Then no discussion.

14 10 Ways to improve your meeting 8. Use motions to postpone and commit 9. Don t accept bad/no committee work 10. Chairman moderates meeting: a. Be prepared for parliamentary issues b. Adopt motions by unanimous consent. c. Are you ready for the question? d. If there is no (more) new business, we are adjourned.

15 10 Ways to improve your meeting Bonus Items Print and distribute complex motions beforehand. Train new board members about board procedures Discuss rules about electronic devices Behave courteously and expect courtesy Discuss attendance expectations

16 Greatest Barrier to Learning about RONR

17 Greatest Barrier to Learning about RONR

18 10 Mistakes you learned from TV 1. Misuse of the gavel 2. Calling the question 3. Ex officio members can t vote 4. Minutes

19

20 Content of the minutes In an ordinary society [the minutes] should contain mainly a record of what was done at the meeting, not what was said by the members. The minutes should never reflect the secretary's opinion, favorable or otherwise, on anything said or done. [P468, emphasis in original]

21 How to record a motion A committee report was made by Col. Mustard. He moved and Mrs. Peacock seconded the motion to buy a copy of the book John Adams for the library. Mr. Jones spoke strongly against the motion. Miss Smith especially liked the book s cover. The motion was amended twice: change the number of copies to 2 and add a NTE of $50. A voice vote was taken. The secretary felt the vote was 14-1, although Mr. Jones may have not voted. How to record?

22 How to record a motion The Library Committee reported, through its chairman, Col. Mustard, a resolution, which, after debate and amendment, was adopted as follows: Resolved, That two copies of the book John Adams be purchased for the library at a cost not to exceed $50.

23 10 Mistakes you learned from TV 5. Applying open meeting laws or US Constitution to private clubs 6. President is all-powerful 7. Board is all-powerful 8. Talk Show Decorum 9. Tabling motions 10. Who seconded the motion?

24 Faux-pas: worst of the worst Old business / Unfinished business / New business Old business Unfinished business Matters previously introduced which have come over from the preceding meeting The chairman should know whether there are any items of unfinished business. New Business Matters initiated in the present meeting

25 Steps in Handling a Motion [p32ff, RONR] A member obtains the floor and makes a motion. Another member seconds the motion Chairman states the question Debate (amendment and secondary motions) Chairman puts the question to a vote Chairman announces the result of the vote

26 ByLaws Define the primary characteristics of the organization Prescribes how the organization functions Includes all rules that the society considers so important that they: Cannot be changed without previous notice to the members and the vote of a specified large majority (such as a two-thirds vote) Cannot be suspended

27 Changes in RONR, 11 th ed. Article VIII. Parliamentary Authority The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Society may adopt.

28 716 pages, $11.53 (Amazon)

29 198 pages, $7.50 (Amazon)

30 Major changes in RONR (11 th ed.) 11 th edition was released on Sept. 27, changes throughout RONR 17 changes classed as substantial Let s review 5.

31 E-Meetings ABSENTEE VOTING. It is a fundamental principle of parliamentary law that the right to vote is limited to the members of an organization who are actually present at the time the vote is taken in a regular or properly called meeting. [p423] Unless the bylaws say otherwise, all e-meetings including phone conference call meetings are null and void.

32 Example Bylaw Section Article VI, The Executive Board Section 4. The Executive Board may meet by electronic means provided each member can hear each other member simultaneously.

33 Changes/E-Meetings Still not allowed unless the bylaws say otherwise. An e-meeting requires simultaneous aural communications among all participating members. Should have additional rules for their conduct

34 Special rules/e-meetings Specify type of equipment or software Issues regarding a quorum How to obtain recognition or raise point of order Means to submit motion in writing Means to take and verify votes Security

35 Meeting Notice [If the date, time, and place are not established by your bylaws and special rules] notice must be sent to all members in advance of each regular meeting and the number of days notice should be prescribed by the bylaws. [p89]

36 Meeting notice/change Notice may be provided by a form of electronic communication such as fax or which the member has agreed to accept. [p89]

37 Discipline Procedures clarified for dealing with abuse of authority by the Chairman. Will not recognize a member entitled to the floor. Will not accept a valid motion. Will not abide by the assembly s decision on appeal of a point of order.

38 Runaway Chairman/Remedy In extreme cases, the motion may be stated and put from the floor. The Chairman may be removed from the chair by a 2/3 vote.

39 One person/one vote It is a fundamental principle of parliamentary law that each member of an assembly is entitled to one and only one vote. [p407]

40 Member in Good Standing Unless bylaws say otherwise, all members are in good standing unless suspended for reason of discipline or provisions in your bylaws. [footnote, p6]

41 "It is difficult to find another branch of knowledge where a small amount of study produces such great results in increased efficiency in a country where the people rule, as in parliamentary law. -Henry M. Robert

42 Strategy to get your motion passed Thoroughly understand the motion and its pros and cons. Make the motion simple but write it out and have copies. At the appropriate time in the meeting, make the motion and have a pre-arranged seconder. Speak effectively to your motion, covering both pros and cons. Stay within time limits and observe other procedural rules. Obtain at least 3 others (or 10% of the group) to also speak in favor. Be prepared to counter arguments against your motion.

43 Strategy to derail their pesky motion Thoroughly understand the motion and its pros and cons. Amend the motion to make it acceptable. Speak effectively against the motion, covering both pros and cons. Raise a point of order/information. E.g. violates bylaws or amends something previously adopted. Delay consideration. E.g. refer or postpone to a definite time. Stay within time limits and observe other procedural rules. Obtain at least 3 others (or 10% of the group) to also speak against. Be prepared to counter arguments by those speaking in favor. Move for voting by ballot

44 Putting it all together Role of the Chairman He presides at the meeting, making sure the meeting is conducted in accordance with appropriate rules. His role does not include showing favoritism to either side of an issue. Role of a Board Member He should attend meetings, be informed about issues prior to the meeting and make motions and speak in debate to advance the business that will best benefit the organization. Role of the Executive Director His role at the meeting may depend on rules particular to the organization.

45 Show your skill without raising your voice.

46 Use the right motion If you want to Bring up a new idea Make this motion

47 Use the right motion If you want to Bring up a new idea End the meeting Make this motion I move [S,D,M]

48 Use the right motion If you want to Bring up a new idea End the meeting Change wording of the current motion Make this motion I move [S,D,M] Adjourn [S,ND,M]

49 Use the right motion If you want to Bring up a new idea End the meeting Change wording of the current motion Require more study before deciding Make this motion I move [S,D,M] Adjourn [S,ND,M] Amend (add/strike/substitute) [S,D,M]

50 Use the right motion If you want to Bring up a new idea End the meeting Change wording of the current motion Require more study before deciding End debate Make this motion I move [S,D,M] Adjourn [S,ND,M] Amend (add/strike/substitute) [S,D,M} Refer (include instructions) [S,D,M]

51 Use the right motion If you want to Bring up a new idea End the meeting Change wording of the current motion Require more study before deciding End debate Insure that the vote result is correct Make this motion I move [S,D,M] Adjourn [S,ND,M] Amend (add/strike/substitute) [S,D,M} Refer (include instructions) [S,D,M] Call the question [S,ND,2/3]

52 Use the right motion If you want to Bring up a new idea End the meeting Change wording of the current motion Require more study before deciding End debate Insure that the vote result is correct Change action taken at earlier meeting Make this motion I move [S,D,M] Adjourn [S,ND,M] Amend (add/strike/substitute) [S,D,M} Refer (include instructions) [S,D,M] Call the question [S,ND,2/3] Call for division [NS,ND,1 member]

53 Use the right motion If you want to Make this motion Bring up a new idea I move [S,D,M] End the meeting Adjourn [S,ND,M] Change wording of the current motion Amend (add/strike/substitute) [S,D,M} Require more study before deciding Refer (include instructions) [S,D,M] End debate Call the question [S,ND,2/3] Insure that the vote result is correct Call for division [NS,ND,1 member] Change action taken at earlier meeting Rescind/amend [S,D,M or 2/3] Have correct procedure followed

54 Use the right motion If you want to Make this motion Bring up a new idea I move [S,D,M] End the meeting Adjourn [S,ND,M] Change wording of the current motion Amend (add/strike/substitute) [S,D,M} Require more study before deciding Refer (include instructions) [S,D,M] End debate Call the question [S,ND,2/3] Insure that the vote result is correct Call for division [NS,ND,1 member] Change action taken at earlier meeting Rescind/amend [S,D,M or 2/3] Get correct procedure to be followed Point of order [Chairman will rule] Overrule chairman s ruling on POO

55 Use the right motion If you want to Make this motion Bring up a new idea I move [S,D,M] End the meeting Adjourn [S,ND,M] Change wording of the current motion Amend (add/strike/substitute) [S,D,M} Require more study before deciding Refer (include instructions) [S,D,M] End debate Call the question [S,ND,2/3] Insure that the vote result is correct Call for division [NS,ND,1 member] Change action taken at earlier meeting Rescind/amend [S,D,M or 2/3] Get correct procedure to be followed Point of order [Chairman will rule] Overrule chairman s ruling on POO Appeal [S,D,M] Take an item away from a committee

56 Use the right motion If you want to Make this motion Bring up a new idea I move [S,D,M] End the meeting Adjourn [S,ND,M] Change wording of the current motion Amend (add/strike/substitute) [S,D,M} Require more study before deciding Refer (include instructions) [S,D,M] End debate Call the question [S,ND,2/3] Insure that the vote result is correct Call for division [NS,ND,1 member] Change action taken at earlier meeting Rescind/amend [S,D,M or 2/3] Get correct procedure to be followed Point of order [Chairman will rule] Overrule chairman s ruling on POO Appeal [S,D,M] Take an item away from a committee Discharge the committee [S,D,M or 2/3] Have a vote be taken by ballot

57 Use the right motion If you want to Make this motion Bring up a new idea I move [S,D,M] End the meeting Adjourn [S,ND,M] Change wording of the current motion Amend (add/strike/substitute) [S,D,M} Require more study before deciding Refer (include instructions) [S,D,M] End debate Call the question [S,ND,2/3] Insure that the vote result is correct Call for division [NS,ND,1 member] Change action taken at earlier meeting Rescind/amend [S,D,M or 2/3] Get correct procedure to be followed Point of order [Chairman will rule] Overrule chairman s ruling on POO Appeal [S,D,M] Take an item away from a committee Discharge the committee [S,D,M or 2/3] Have a vote be taken by ballot Move for ballot vote [S,ND,M]

58 Summary Understanding at least the basics of parliamentary procedure will make you a better member, meeting participant, director, moderator and chairman.

59