RUNNING EFFECTIVE MEETINGS

Transcription

1 RUNNING EFFECTIVE MEETINGS School Community Council Symposium Tuesday, March 2, 2010 Students Come First

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3 A brief overview of the Good Spirit School Division structure... Policy Governance Model The Board of Education is responsible for the development of strategic directions, goals and policies to guide the provision of educational services in the Division. The Board Policy Handbook serves as the Board of Education s rule book. The Administrative Procedures Manual serves as the rule book for the daily operation of the Good Spirit School Division. The Board of Education works on the basis of subdivision representation. We currently have 11 Board members. School Division Structure The Director of Education reports directly to the Board and is accountable for the overall conduct and operation of the Division. Other main areas include: Superintendent of Business Administration Superintendent of Program Development Assistant Superintendent of Learning Superintendent of Student Services Superintendent of Schools (2 - work directly with the schools) Department Managers (Transportation, Facilities, Accounting and Human Resources)

4 Meetings can be an effective tool of management. An effective meeting has an outcome, a desired result, and leaves the participants satisfied with the process that led to that outcome. The Benefits of Meetings: Several key benefits include... Allow individuals to share ideas and information; Enable individuals to share their preferences; Provide opportunity for individuals to provide input to a decision; Allows the identification of those individuals who may be able/willing to champion a decision; and Gives members the opportunity to reaffirm that they are part of a larger whole. The Problem with Meetings: Many common complaints regarding meetings... Too long; Not well organized; Too frequent; Never actually accomplish anything; Dominated by a few people; and Doesn t deal with important issues. Preparing for Meetings: Proper planning includes... Define the purpose of the meeting; Develop objectives for the meeting; Develop an agenda; and Distribute the agenda before the meeting.

5 Conducting the Meeting: Some basic rules to keep in mind... Ensure that you have adequate facilities for the meeting; Start on time; Stick to the agenda; Develop action steps; Summarize the outcomes from the meeting; Document the meeting outcomes; and Finish on time. Roles and Responsibilities The Chair Prepare for the meeting Conduct and control the meeting watch the timing ensure all have an equal opportunity to speak adjudicate as and when necessary effect compromise if required Close each item: ensure action is clear and by whom and by when The Secretary Ensure agenda and relevant papers are distributed on time indicating date, time and place of meeting Carry a copy of the constitution, procedural rules and previous minutes Record names of attendees and those absent check quorum Take notes of what is said and decided. Essential to include: synopsis of discussion (not word by word); exact wording of proposals; names of those proposing and seconding; names of those responsible for future actions Basically, enough info for an accurate account of issues discussed

6 Members in General People often react to other people not to their ideas Respect the meeting atmosphere and parameters Open and respected dialogue for on-topic subject matter discussions Dealing with Difficult People This is always an uncomfortable area to talk about but one which may occur. While many people who attend meetings work well in groups there may be, on occasion, one individual that is difficult to deal with or makes participation difficult for others. Some typical behaviors include: Carrying on side conversations; Consistently trying to inhibit the group from reaching a decision; Taking criticisms of their ideas as personal attacks against them; Diminishing the perspectives and ideas of others; Wanting to finalize the decision before the group has defined the problem; and Bogging the group down with an unnecessary level of detail. Many of these types of behaviors can be addressed through: Adequate preparation; Use active listening techniques but don t agree or engage in debate; Don t single the individual out. Talk privately to them and explain how their behavior is disrupting the group; ask what you can do to help meet their needs; and Reframe comments: If a negative comment is made, reframe so that it provides a positive contribution to the discussion.

7 The Nitty-Gritty of Meetings Agenda The agenda allows the meeting to follow a set of discussion items. Participants will know ahead of time what is being discussed and come better prepared for the meeting. A meeting time frame is more easily attainable when objectives are set out ahead of time and known by those who will be in attendance. The agenda will have a standard set-up from one meeting to the next and is mailed and/or delivered to participants ahead of time (one week is ideal). If possible, include action items from the last meeting listing the names of the individual(s) who will be speaking to it at the meeting. Sample: Meeting Agenda John Smith High School - School Community Council Meeting Tuesday, March 2, :00 p.m. to 9:00 p.m. Agenda 1. Call Meeting to Order 2. Attendance / Roll Call 3. Review and Approve Minutes Meeting of January 27, Officer s Reports 5. Committee Reports 6. Unfinished Business 7. New Business 8. Next Meeting Date 9. Adjournment

8 Meeting Minutes Minutes record the decisions of the meeting and the actions agreed (basically a record of the meeting). It is not necessary to record each word, just the main issues, decisions and actions with deadlines where appropriate. Once approved at the next meeting, the minutes should be signed by the Chair and Secretary and kept together in a binder by the Secretary. TIP: When an agenda item is resolved or action is agreed upon, make it clear who in the meeting will be responsible for this. In an effort to bypass misunderstandings, summarize the action to be taken and include this in the meeting s minutes. Sample: Meeting Minutes John Smith High School School Community Council Meeting Wednesday, January 27, 2010 Present: Jack Doogle (Chair), Peggy Smith (Secretary), John Doe, Michael Cook, Jason Howe Regrets: Jane Martin The regular monthly meeting of John Smith High School School Community Council was held on Wednesday, January 27, 2010 at 7:00 p.m. at the school. The Chair, Jack Doogle, presided. The minutes of the last meeting were read. John Doe motioned that the minutes be adopted as read; Michael Cook seconded. Treasurer s Report: Presented as per attached. Mr. Howe, reporting on behalf of the lunch committee, reported that the bills for last month s hot dog sale were now all received and will be turned over to the treasurer for payment. A profit of $ was realized and will be put towards the Playground Fundraising Project. A Communications Committee was established with Mr. Howe, Mr. Doogle and Mr. Cook appointed as members. A report will be presented at the next meeting of a To Do list for the upcoming six months. The meeting was adjourned at 8:45 p.m.

9 Robert s Rules of Order This is a basic handbook of operation for most clubs and organizations. Some of the main points, in summary form, are covered as follows: What is a Parliamentary Procedure? It is a set of rules for conduct at meetings. It allows EVERYONE to be heard and to make decisions without confusion. What is a Quorum? The number of members that must be present for business to be conducted legally (½ members plus one). Order of Business is followed by organizations using parliamentary procedures. Example: Call to Order The Chair says, The meeting will please come to order. Roll Call Members in attendance/absent are recorded in the minutes. Minutes Secretary reads a record of the last minutes. Officers Reports Often limited to a report from treasurer, but others may report at this time Committee Reports First come reports from standing or permanent committees; then from ad hoc or special committees Special Orders Important business previously designated for consideration at this meeting

10 Unfinished Business Business left over from previous meetings. New Business Introduction of new topics Announcements Inform the assembly of other subjects and events Adjournment Meeting ends by a vote, or by general consent (or by chair s decision if time of adjournment was pre-arranged by vote). Motions A motion is a proposal that the assembly take a stand or action on an issue. Members can: Present motions (make a proposal) Second motions (express support for discussion of another member s motion) Debate motions (give opinions on the motion) Vote on motions (make a decision) Questions Relating to Motions Is it in order? Your motion must relate to the business at hand and be presented at the right time. It must not be obstructive, frivolous or against the by-laws. Do I need a second? Usually, yes. A second indicates that another member would like to consider your motion. It prevents spending time on a question which interests only one person. Can it be amended? Motions can be altered by striking out, inserting or both at once. Amendments must relate to subject as presented in main motion.

11 Can it be reconsidered? Some motions can be re-debated and re-voted to give members a chance to change their minds. May I interrupt the speaker? Some motions are so important that the speaker may be interrupted to make them. The original speaker regains the floor after the interruption has been attended to. Is it debatable? Parliamentary procedures guards the right to free and full debate on most motions. Some privileged and incidental motions are not debatable. What vote is needed? Most require only a majority vote but motions concerning the rights of the assembly or its members need 2/3 vote to be adopted. Presenting a Motion Obtain the floor Ensure that all others are completed speaking before taking your turn. Make your motion Speak clearly and concisely: I move that we... Wait for a second Another member will say I second the motion or the Chair will call for a second. If there is no second, your motion is lost. Chair states your motion The Chair must say, It is moved and seconded that we... After this happens, debate or voting can occur. Expand on your motion Mover is allowed to speak first. Direct all comments to the Chair.

12 Putting the Question The Chair asks, Are you ready for the question? If there is no more discussion, a vote is taken. Method of Vote on a Motion 1. By Voice (In favour, say yes; opposed say no) 2. By Show of Hands 3. By Roll Call (Each member say yes or no as name is called) 4. By Ballot (Done when secrecy is desired) 5. By General Consent (When a motion isn t likely to be opposed, the Chair say If there is no objection.... Members show agreement by their silence. If someone says, I object, the matter must be put to a vote.) It works best for your organization when member(s)... Make motions that are in order Obtain the floor properly Speak clearly and concisely Obey the rules of debate Are courteous Parliamentary procedure is the BEST WAY to get things done at meetings.

13 SYNOPSIS Start on time Review and stick to the agenda Ensure minutes are taken (by secretary or a volunteer, if required) Assign and agree on responsibilities and establish target dates for completion Summarize End on time Send out minutes or notes HAVE SOME FUN! If you should have any questions, please feel free to contact the Administration Office at or toll free at for clarification. If you prefer , forward your inquiry to feedback@mail.gssd.ca.