11C CHAPTER MEETINGS Session Length: 60 Minutes Target Audience: The well-versed members who think they know everything there is to know about Chapter Meetings. Learning objectives:! Explain how these concepts can be applied to all meetings not just Chapter Meetings.! Can we apply Roberts Rules of Order, and how they are used so positively by society?! Why running any meeting efficiently is necessary.! Examples of jobs that you can do if you can do this.! Time for group discussion and questions. Required Materials:! Flipcharts! Power Point presentation file! 3 of clear tape TRAINER PREPARATION Introduction: 2 Minutes Welcome everyone to your session. State that there will be some time to answer some questions for short periods during, the session when you ask. Ask everyone to write down their questions so that they can get answered during a short roundtable discussion during time allotted at the end of the session. Trainer Tip: Stay on schedule. Be polite when you have to say, we have to move on to stay on our time schedule. When you must do this remind everyone to continue writing down any questions for the end of the session. You should have someone helping you to write on flip charts, and run the projector if you are using a PowerPoint presentation. SESSION NARRATIVE During this session we will cover all the learning objectives mentioned above. Explain how these concepts can be applied to all meetings, not just Chapter Meetings: 10 Minutes Any meeting that is ran in an orderly conceptual manner is a good meeting. The concepts needed to run a good meeting are: Order of the Arrow 11C-1 Boy Scouts of America
a. Have a need for the meeting. b. Have an agenda. c. Keep the meeting moving along. d. Follow a time schedule. e. Use Parliamentary Procedure. Robert s Rule s of Order Any meeting at any level should follow these concepts. They could be Chapter, Lodge, Section, School, or Governmental meetings. Trainer Tip: Ask if anyone can think of something that helps in running a meeting. Add any ideas to a flip chart. Stay on schedule. Can we apply Robert s Rules of Order, and how they are used so positively by society: 20Minutes There is nothing like a good foundation on which to start building anything. Robert s Rule s of Order have been used by society for many, many years with great success. There is no time like the present to start youth learning how to run a meeting by using these rules. A simplified version that we can use is as follows for a motion: A MOTION: FROM START TO FINISH: 1. TO MAKE A MOTION: Raise your hand and when recognized by the Chapter Chief state I move that a. Make your motion as short and accurate as possible. b. Speak up so that everyone can hear you. c. Any voting member of the committee may make a motion. 2. MOTIONS MUST BE SECONDED: Raise your hand and say Second a. A motion must be seconded. b. If no second is received, the motion fails. c. Any voting member of the committee may second a motion. 3. DISCUSION: After a motion is made and seconded, the Chapter Chief will open the floor for discussion. This is the time to explain and persuade people to vote for the motion. If you are opposed, this is your time to tell the committee why the motion should not pass. 4. CALL THE QUESTION: (or how to end discussion of a motion) this is not a mandatory step. If the committee members get long winded and are repeating what everyone is saying and the committee needs to make a decision, then you: a. Raise your hand, get recognized by the Chapter Chief and say, I call the Question. b. The Chapter Chief will then state the following: The question has been called, all in favor of ending discussion on this motion, say aye. Thos opposed, say nay. Order of the Arrow 11C-2 Boy Scouts of America
c. There must be a majority of 2/3 to pas the motion to end the discussion, and then the motion must be voted upon. d. If there are not sufficient votes to pass the motion to end the discussion, more discussion continues. 5. VOTING ON A MOTION: Prior to voting on a motion, the Chapter Chief will repeat the exact wording of the motion. a. VOICE VOTE: The Chapter Chief will ask: Everyone who is in favor, please say aye. He will then ask Anyone who is opposed please indicate by saying nay. 1. The Chapter Chief will then declare whether the motion passed or failed. b. ROLL CALL VOTE: The Chapter Chief may call for a roll call vote when he thinks an item is of such importance that members votes need to be on the record or when it appears that a voice vote will be very close. 1. Committee members may ask for a roll call vote when they do not agree with the Chapter Chief s interpretation of the voice vote. 2. The committee member, after being recognized by the Chapter chief, states: I call that a role call vote be taken. 3. The person making an original motion can include in the motion the statement that the motion be decided by roll call vote. 6. AMENDING A MOTION: If you decide you want to amend a motion, you can do it in three different ways. a. FRIENDLY AMENDMENT: You can ask the Arrowman who made the original motion whether he would agree to a friendly amendment. This is usually used when a point needs to be clarified. b. EARLY AMENDMENT: If you want to amend a motion during the discussion stage (before the motion has been voted upon), you follow the following procedure: 1. Be recognized by the Chapter chief and then state, I ask the motion be amended to state 2. The amendment must be seconded. 3. The amendment must be discussed. 4. The amendment must be voted upon and must pass by a majority vote. 5. If the amendment passes, then discussion resumes on the amended motion, followed by a vote on the amended motion. c. LATE AMENDMENT: If a motion has already been voted on, you can attempt to amend the motion by the following: 1. Be recognized by the Chapter Chief and then state, I ask the last motion be amended to state. Order of the Arrow 11C-3 Boy Scouts of America
2. The amendment must be seconded. 3. The amendment must be discussed. 4. The amendment must be voted upon and must pass by 2/3-majority vote. 5. If the amendment passes, no other vote is required. 7. TABLING A MOTION: If you believe that a motion should be deferred to later in the meeting, you should: a. Be recognized by the Chapter Chief and then state: I move that we table this motion until a later time due to. b. The motion to table must be seconded. c. The motion to table must be discussed. d. The motion must be voted upon and must pas by a majority vote. 8. POSTPONING A MOTION: If you want to postpone the discussion on a motion until a future meeting or until some future time, you should: a. Be recognized by the Chapter Chief and then state: I move that we table this motion until 1. Your motion should state whether you are postponing until a specific future meeting or whether you are postponing the motion indefinitely. b. The motion to postpone must be seconded. c. The motion to postpone must be discussed. d. The motion must be voted upon and must pass by a majority vote. Trainer Tip: If you are ahead of schedule take some questions. However, make sure to stay on schedule. Why running any meeting efficiently is necessary 10 Minutes Good meetings aren t accidents they are the result of good planning. The time you spend before will result in major benefits later by efficiently using the meeting time, accomplishing objectives, and avoiding the need to follow-up meetings. When deciding to hold a meeting, you should also decide who should attend and what is the purpose of the meeting. To help in planning meetings you must know what you want to accomplish at the meeting. The following are just a few of the things to be considered. You keep the group informed. You collectively solve problems of the group. You coordinate individual efforts. You garner support for ideas. Order of the Arrow 11C-4 Boy Scouts of America
You can brainstorm ideas. You must begin and end on time. You must stay on track. Your attitude is infectious. How you conduct yourself during meetings has a big effect on attendees. Use an agenda. Establish and use ground rules. You must control dominating individuals. Make sure everyone participates. Everyone is entitled to his or her own opinion. Respect different viewpoints. Bring food. Food energizes and motivates people more effectively than any other meeting tactic. The responsibility for the success and effectiveness of the meeting ultimately rests equally with everyone in the group. A well-planned agenda, and posted ground rules are just two important keys to running effective meetings. Meetings can be fun and productive. It s easy to get caught up in the pressure of the meeting and lose sight of perspectives. Stress diminishes creativity and spontaneity and generally lowers the quality of the results achieved by the group. So relax and remember that the best results come from groups who are able to laugh together, discus their mistakes, and take pride in their efforts. Examples of jobs that you can do if you can run an effective meeting 5 Minutes You could be the Chief Executive Officer of a major company. You could be a Lawyer. You could be a Mayor. You could be a City Council President. You could be the Lead Engineer on a major construction project. You could be a School Superintendent or Principle. You could be the President of the United States. Trainer Tip: Ask the group for ideas of jobs that they think you could do if you could run and effective meeting. Write them on a flip chart. Stay on the scheduled times allotted. Conclusion: 13 Minutes Thank everyone for attending thesession and ask if they feel that they learned something. Pass out a copy of the Syllabus for this class as a hand out. Open up the rest of the session for questions and answers using a roundtable format if you would prefer help in answering the questions that are going to be asked. End your session on time. Order of the Arrow 11C-5 Boy Scouts of America
APPENDIX: FLIPCHART SUGGESTIONS The following is a recommended list of flip chart pages that can be used for visual presentation. Chapter Meetings Your Name Explain meeting concepts How can we apply Roberts Rules of Order at this level? Why running a meeting efficiently is necessary. Page 1 Page 2 Page 3 Order of the Arrow 11C-6 Boy Scouts of America