Chapter Operations Workbook
How to Run a Chapter Executive Committee Meeting
Before the Meeting
Determine the purpose of the upcoming meeting and the attendance required-what
business needs to be transacted; what reports need to be heard, etc.
Once this is determined, one is then able to send out requests for any
information or reports for backup for presentation at the meeting. Also,
make sure individuals from those committees will be present to give
their reports.
Determine location and time-take
into consideration the geographical locations and traveling time of the
members who will be attending as well as the length of time necessary
for the conduct of the meeting. If there is a regularly scheduled
meeting, check the minutes of the previous meeting to determine if this
has already been established and if the time and place previously set
are still reasonable.
Prepare the agenda-an agenda
needs to be drawn up and sent to all members of the committee and those
giving reports. It should include all topics to be discussed at the
meeting and should also include the date, location, starting time,
scheduled breaks, and anticipated adjourning time. Any supporting or
background material to further explain or detail the items on the agenda
should also be included.
Then:
- read the last meeting's minutes.
-
check with the chapter secretary regarding any unfinished business from
the previous meeting, responsibilities, reports which were to be
presented at the next meeting.
- find out what progress has
been made since the last meeting, e.g., if a committee was charged at
the last meeting, determine if that committee has anything to report.
When preparing the agenda fix a time
limit per item on that agenda. This not only reflects the importance of
the various items under discussion, but it also aids in the swift
progression of the meeting so that the meeting will run within the
confines of the predetermined time. Agendas have a set, fixed format.
The following is a typical format for an agenda:
Name of Meeting
Meeting Date
Meeting Location
I. |
Call to order at (time) |
President |
II. |
Roll Call, Introduction of Guests |
Ms. B |
III. |
Reading & Approval of Minutes of Previous Meeting .......... |
Secretary |
IV. |
Treasurer's Report |
Treasurer |
V. |
Committee Reports Nomination Committee ..................... |
Chair |
|
P.R. Committee ............................................................ |
Chair |
|
Etc. |
|
VI. |
Unfinished Business ...................................................... |
Mr. C |
VII. |
New Business .............................................................. |
Ms. D |
VIII. |
Announcements ............................................................ |
Mr. E |
IX. |
Program (if any) ............................................................ |
Mr. J |
X. |
Adjournment ................................................................. |
President |
- Mail the agenda-determine
who is to receive a copy of the agenda. Make sure everyone has a copy
of the agenda and all relevant backup materials, information, and
reports in plenty of time before the meeting so everyone will have
adequate time to do their own preparation for the meeting. If you have
guest presenters or committee reports scheduled, make sure that these
individuals receive an advance copy of the agenda so that they may make
arrangements to attend and to be prepared.
- Make sure that everyone has read the agenda in advance-before
the actual conducting of the meeting, try to determine if the
participants are well-prepared. Many unwise decisions have been based on
decision maker's failure to be prepared.
At the Meeting
-
It is the responsibility of the President to make sure that all
arrangements for the meeting are in order and that conditions are
favorable - microphone is in working order, heating or air conditioning
is working, etc.
- Call the meeting to order on time and follow the agenda for the meeting.
-
In the conduct of the meeting, make sure that all motions and
discussions are presented in proper form following the Society's
requirements that all meetings follow Robert's Rules of Order (See
section on Robert's Rules of Order).
- During the course of
the meeting, direct a fair and impartial discussion of all questions,
giving both sides an opportunity to speak. (Remember that a president
can-not speak on an item while presiding. The president is a servant of
the board.)
- State clearly all motions which are presented
as well as recognize the individuals who have presented such motions and
note if the motions were seconded so that the record of the minutes
will read accurately and correct.
- When called for, put any measures to a fair vote:
- when bringing a motion to a vote, repeat the motion for clarity and correctness.
- voting may be in the form of: 1) voice vote (aye or no); 2)
show of hands or by standing: 3) ballot (even if not required in the
bylaws, a ballot vote can be ordered by a majority vote or by general
consent; and/or 4) by general consent (frequently used for relatively
unimportant matters or when the president is sure of a consensus in
favor of the motion, i.e., if there is no objection to the motion it is
carried by general consent. However, if there is any objection, even
after the president has announced that the motion has passed, it must be
put to a regular vote).
- Some presidents prefer to force the issue by calling
dissenting votes first. This procedure forces undecided persons (who
wait to see who is in favor before voting) to take a stand rather than
to remain noncommittal.
- Announce the results of the vote and the resulting action to be taken, if any, for the record.
-
Help in expediting business while guiding the meeting along-remembering
the time limits which you placed for each item of the agenda.
- Assign a timekeeper, possibly the secretary, to limit time
for debate, etc. If the item is crucial, then table it until the other
items of business are taken care of, or schedule another special
meeting. If you continue on that item, you may fail to complete several
other items on the agenda.
- Following Robert's Rules of Order, restrain members within
those rules to prevent interruptions and to move the meeting along
expeditiously.
- Move the meeting along gently. For example, if discussion
is lagging, suggest that it be put in the form of a motion. If
discussion is lagging on a motion, suggest putting the motion to a vote,
using general con-sent as much as possible in order for the proceedings
to continue at a quick pace.
- Decide all questions of order, keeping in mind that the president's decision may be subject to appeal.
-
End the meeting on time (or before)-remember that people have made
other plans based on your agenda and the time-limits imposed.
When presiding over chapter business
meetings, the president should stand when stating motions, putting
questions to a vote and when speaking on an appeal or in defense of a
ruling on a point of order. During debate, the president should stay
seated and listen to a speaker. At Executive Committee meetings, or
other small gatherings, the president may stay seated.
The president, as presiding officer of a
meeting, liter-ally is the servant of the Executive Committee and the
chapter. If the president feels that he/she must speak on a matter,
he/she should relinquish the chair temporarily and ask the
president-elect/vice president to preside until the question has been
resolved. While the president-elect/vice president is in charge, the
president is subject to the same rules that apply to any other member,
and must leave the chair and sit with the other members. (See Office of
Chapter President-Elect/Vice President)
After the Meeting
- Expedite the Minutes. Minutes should be concise and should include
decisions, deadlines, and responsibilities. Minutes should go out within
48 hours of the meeting to all members of the Executive Committee for
corrections and to remind them of their commitments. In the preparation
of the minutes, work in close conjunction with the secretary, checking
for accuracy as well as for any action which was proposed during the
meeting which you now need to act on. (See Office of Chapter Secretary)
- Follow up on the progress reports, responsibilities, committees, as a
result of the direction taken and outlined from the meeting. For
example, if it was moved to appoint a task force or committee, start
making appointments to that committee and help to initiate action.