Community Capacity Building Program Meeting Management.

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