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Taking Minutes at a Meeting - PowerPoint

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					Meeting Management




              Module 9
     Meeting Management
Objectives:
 to identify the components of good
  meetings
 to debate the roles of directors and
  officers at meetings
 to review the basic rules of
  parliamentary procedure
 to explore two options for decision-
  making
                                   Module 9
Meeting Management


Justice and courtesy to all,
One thing at a time,
The rule of the majority and
The rights of the minority



                          Module 9
          Good Meetings

In good meetings, people nod in agreement;
in poor meetings, people just nod.
Elements of good meetings

1. Planning and preparation
2. Efficient disposal of business


                                     Module 9
   Good Meetings (contd)


3. Open participation with adherence to
  the rules
4. Effective follow-up




                                 Module 9
      Preparation ensures:


 access to documents and materials;
 attention to the meeting environment;
  and
 follow through on decisions.




                                Module 9
Items needed for the meeting:



 minutes of previous meeting
 copies of reports
 correspondence




                                Module 9
    Director Responsibility

 awareness of topics, context, and
  stakeholder positions
 review of documents prior to meeting
 preparation for debate and decision-
  making



                               Module 9
    Meeting Environment

Ensure:

 a bright room with adequate lighting;
 a comfortable heating level;
 good air circulation;
 a good seating arrangement; and
 the early opening of the room.


                                Module 9
          The Agenda

1.   Call to order
2.   Review and approval of agenda
3.   Reading and adoption of minutes
4.   Business arising from minutes
5.   Treasurer’s report

                                Module 9
      The Agenda (contd)

6.   Correspondence
7.   Reports from committees
8.   New business
9.   Date and time for next meeting
10. Adjournment

                               Module 9
           New Business


 Add policy and strategic issues to the
  agenda before circulation.
 List motions to be debated.




                                  Module 9
Participants’ Input 9.1




                      Module 9
         Role of the Chair

 Ensure orderly debate and opportunities
  for participation.
 Remain impartial during the debate.
 Vacate the chair when presenting personal
  viewpoints.
 Use a gavel to keep order.
 If in doubt, consult the secretary’s notes.


                                  Module 9
     Role of the Secretary
 Keep records of procedures.
 Produce minutes summarizing
  discussions.
 Maintain copies of bylaws, policies, and
  previous minutes.
 Maintain correspondence.
 Oversee use of the Corporation seal.
 Notify participants of meetings.

                                 Module 9
            Minute-Taking

 Minutes are the official record of
  proceedings.
 Minutes include:
     the time, date, place, and names of
      attendees; and
     the exact wording of motions, naming
      mover and seconder.


                                      Module 9
    Minute-Taking (contd)

 Minutes maintain the individual’s
  confidentiality.
 Official opposition to the course of action
  must be recorded.
 Minutes are adopted and signed off at
  the following meeting.


                                   Module 9
Participants’ Input 9.2




                     Module 9
    Parliamentary Procedure

 rules used by legislatures for hundreds of
  years
 rules compiled by General Henry M.
  Robert
 business introduced and discussion
  controlled by motions or resolutions


                                   Module 9
           Types of Motions

Privilege motions:

   motions to:
    fixtime of next meeting
    adjourn

   questions of privilege


                               Module 9
  Types of Motions (contd)
Incidental motions:
  requests for information or answers
   to questions
  motions to:
    appeal            renew
    withdraw
    call for vote to be conducted in a
    particular way
  points   of order
                                     Module 9
   Types of Motions (contd)

Subsidiary motions:
  applyonly to main motion
  motions to:
    amend
    refer
    postpone
    close debate
    table

                              Module 9
 Types of Motions (contd)


Main motion:

 main question group will debate
 one motion at a time




                              Module 9
 Majority Decision-Making
   decisions made based upon a majority
    vote:
     50%  +1
     2/3 majority
     3/4 majority
 efficient way to dispose of business
 minority may feel left out
 concern that issues rushed
 Small majorities result in implementation
  problems.
                                  Module 9
     Consensus Approach


 less structured and more time-consuming
 commitment to find common ground
 fact-finding and face-to-face deliberations
 creativity and innovation
 responsibility of participants VS chair



                                   Module 9
              Consensus


While everyone may not be in agreement
with the decision, every participant in the
process commits to supporting that
decision.



                                   Module 9
    Consensus Principles


 inclusiveness
 voluntary participation
 access to relevant information and
  opportunity to participate
 flexible and diverse process



                                Module 9
Consensus Principles (contd)


 differing points of view, traditions, and
  cultures accommodated
 commitment and accountability
 mutual respect and empathy
 individual thought valued



                                  Module 9
Participants’ Input 9.3




                          Module 9
Participants’ Input 9.4




                      Module 9

				
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