STRUCTURED MEETINGS
Presented for Altrusa International, District One
Conference
April 22-24, 2010
By: Sue Hawes, CMA,. MBA, CMPE
OBJECTIVES
•
•
•
•
Define the criteria for an effective meeting.
List five types of meetings.
What is the Role of the Presiding Officer.
List the five P’s of the Presiding Officer.
OBJECTIVES CONTINUED
•
•
•
•
•
Moans and Groans.
Responsibilities of meeting members.
Good meeting components.
Function/importance of meetings.
Meeting Development.
EFFECTIVE MEETINGS
• Formal agenda.
• Roles and responsibilities of attendees
should be clearly defined.
• Parliamentary procedure should be used.
• Meeting flow should be steady.
• At all times, individuals should be
respected.
TYPES OF MEETINGS
•
•
•
•
•
Feedback
Planning
Reporting
Decision Making
Problem Solving
ROLE OF PRESIDING OFFICER
Prepares for the meeting. Keeps the
meeting on track until the agenda has
been fulfilled. The presiding officer is
always neutral, allows for both sides of an
issues to be heard, and always protects
members from personal attack. The
presiding officer always remains within the
time constraints.
THE PRESIDING OFFICER
SHALL
•
•
•
•
•
PREPARE
PRESIDE
PREVENT
PROTECT
PROCLAIM
CRITERIA OF GOOD MEETINGS
•
•
•
•
•
Presiding Officer should show Leadership.
Meeting should be structured.
Preplanning
Preparation
Timing
MOANS AND GROANS
•
•
•
•
•
•
Meetings that do not start on time.
Unprepared Presiding Officer.
Meeting not Orderly.
Dominated by Members.
Waste of Time/Gripe Session.
Nothing Accomplished.
MEMBER RESPONSIBILITIES
•
•
•
•
•
•
•
Give Speaker your full attention.
Stay Focused.
Always Keep an Open Mind.
Leave Negative Attitudes at the Door.
LISTEN!
Participation not Domination.
Commit to Actions Adopted.
HOW DID THE MEETING GO?
•
•
•
•
•
•
Did the group work together?
Was the meeting fun?
Was business handled in a timely manner?
Was the meeting orderly?
Were problems solved?
Did attendees draw and build on each others
ideas?
FUNCTION AND IMPORTANCE
OF MEETINGS
• Effective way to accomplish tasks.
• Effective way of communicating
information to others.
• Produces way to achieve results in your
objectives.
• Allows input of knowledge and expertise of
many.
MEETING MINUTES CONTAIN
•
•
•
•
•
Kind of Meeting – Regular, Special
Organization, Date, Time, Place
Those in Attendance-Officers
Reports Given
Motions made and Disposition of those
motions.
• Time Adjournment/Signature of Secretary
MEETING DEVELOPMENT
• Request Agenda Items from appropriate
departments or staff.
• Develop and Finalize Agenda with all
pertinent parties.
• Know in advance who is responsible for
each item on the agenda.
• Watch the time constraints.
• Stick to the Agenda.
MOTIONS
• Motions are used in Parliamentary Procedure to
bring a topic up for discussion.
• Motions require a second, the item is than up for
discussion, after discussion is closed the
presiding officer calls for the vote.
• The presiding officer will ask all in favor as well
as all opposed. Announces carried or defeated,
move to next item of business.
SAMPLE MOTIONS
•
•
•
•
•
•
To Reconsider.
To Amend.
To Postpone to a Date Certain.
To Postpone Indefinitely.
Motion to Table.
Motion to Suspend the Rules.
MOTION TO RECONSIDER
• This motion is used when a member
wishes to have the vote reconsidered.
This requires a majority of the voting body
to pass. Once passed the original voted
question is again brought to a vote.
MOTION TO AMEND
• When an item of business has been moved and
seconded, there can be a motion to amend that
order, once it is seconded, there would be a
vote. There would be allowed discussion. Once
voted, if passed than a member would move
passage of the order as amended.
• The motion can not be amended, but can be
debated if the original item is debatable.
MOTION TO POSTPONE TO A
DATE CERTAIN
• A member would move and item of
business, there would be a second. There
would than be a motion to postpone to a
specific date, there would be a second,
than a vote. This motion can be amended
and can be debated.
MOTION TO POSTPONE
INDEFINITELY
• A member would move an item of
business, there would be a second. A
member would move to postpone the item
indefinitely, there would be a second. The
item would be voted. This motion can be
amended and debated.
MOTION TO TABLE
A member would move the item of business,
there would be a second. A motion could
be made to table this item, there would be
a second and a vote.
The motion can not be debated or amended.
MOTION TO SUSPEND THE
RULES
• This motion is used to take action on an item of
business out of the usual order of business.
This can not be debated or amended.
• This motion would be moved, seconded and so
voted. This can be a vote unless doubted in lieu
of a roll call vote.
• Assuming passage there would be a motion to
pass the item of business in question, seconded
and so voted after discussion.
THANK YOU
• Thank you for your attention. It has been
my pleasure to be with you today.