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Community Capacity Building Program
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
Meeting ManagementObjectives
Meeting Management
Justice and courtesy to allOne thing at a timeThe rule of the majority andThe rights of the minority
Elements of Good Meetings
In good meetings, people nod in agreement;
in poor meetings, people just nod.
1. Planning and preparation
2. Efficient disposal of business
3. Open participation with adherence to the rules
4. Effective follow-up
Planning and Preparation Ensures
• Access to documents and materials• Attention to the meeting
environment• Follow through on decisions
Items Needed for the Meeting
• Minutes of previous meeting• Copies of reports• Correspondence
Director Responsibility
• Awareness of topics, context, and stakeholder positions
• Review of documents prior to meeting• Preparation for debate and decision-
making
Meeting Environment
• Bright room with adequate lighting• Comfortable heating level• Good air circulation• Good seating arrangement • Early opening of the room
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
6. Correspondence
7. Reports from committees
8. New business
9. Date and time for next meeting
10. Adjournment
New Business
• Add policy and strategic issues to the agenda before circulation
• List motions to be debated
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
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
Minute -Taking
• Minutes are the official record of proceedings
• 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
Minute - Taking
• 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
• Minutes include: the time, date, place, andnames of attendees the exact wording ofmotions, naming mover and seconder
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
Types of Motions
Motions to: 1) Fix time of next meeting 2) Adjourn
3) Questions of privilege
Privilege motions
Types of Motions
1) Requests for information or answers to questions
2) Motions to: Appeal Withdraw Renew Call for vote to be conducted in a
particular way3) Points of order
Incidental motions
Types of Motions
1) Apply only to main motion2) Motions to:
Amend Refer Postpone Close debate Table
Subsidiary motions
Types of Motions
1) Main question group will debate2) One motion at a time
Main motion
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
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
Consensus
While everyone may not be in agreement with the decision, every participant in the process commits to supporting that decision.
Consensus Principles
• Inclusiveness• Voluntary participation• Access to relevant information and
opportunity to participate• Flexible and diverse process
Consensus Principles
• Differing points of view, traditions, and cultures accommodated
• Commitment and accountability• Mutual respect and empathy• Individual thought valued
Participants’ Input 9.4
Participants’ Input
STRATEGY & PLANNING
RELATIONSHIP BUILDING
ORGANIZATIONAL SKILLS &
MANAGEMENT
CO-OPERATIVE DEVELOPMENT
Strategic Planning
Community Development
Organizational Governance
Basics of a Co-operative
Proposal Writing Public Participation
Board Orientation Co-operatives and the
Community Development
Process I
Project Management
Alternative Dispute
Resolution
Meeting Management Co-operative and the
Community Development
Process II
Opportunity Identification
Group Dynamics Leadership and Motivation
Opportunity Management
Interpersonal Communications
CommunicationsPlanning
Legal Issues
• Review objectives• Review any additional expectations• Review Parking Lot• Point out Certificates of Participation• Complete evaluation• Thank you!
Conclusion and Evaluation
Community Capacity Building Program http://www.ibrd.gov.nl.ca/regionaldev/capacitybuilding.html