Taking Minutes at a Meeting - PowerPoint by hgh19249


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									Meeting Management

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

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          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

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   Good Meetings (contd)

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

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      Preparation ensures:

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

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Items needed for the meeting:

 minutes of previous meeting
 copies of reports
 correspondence

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    Director Responsibility

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

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    Meeting Environment


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

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          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

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      The Agenda (contd)

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

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           New Business

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

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Participants’ Input 9.1

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         Role of the Chair

 Ensure orderly debate and opportunities
  for participation.
 Remain impartial during the debate.
 Vacate the chair when presenting personal
 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
 Maintain copies of bylaws, policies, and
  previous minutes.
 Maintain correspondence.
 Oversee use of the Corporation seal.
 Notify participants of meetings.

                                 Module 9

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

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    Minute-Taking (contd)

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

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Participants’ Input 9.2

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    Parliamentary Procedure

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

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           Types of Motions

Privilege motions:

   motions to:
    fixtime of next meeting

   questions of privilege

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  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
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   Types of Motions (contd)

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

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 Types of Motions (contd)

Main motion:

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

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 Majority Decision-Making
   decisions made based upon a majority
     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
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     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

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

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    Consensus Principles

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

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Consensus Principles (contd)

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

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Participants’ Input 9.3

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Participants’ Input 9.4

                      Module 9

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