department of alabama conducting a meeting maintaining order and following dav regulations and...
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Department of Alabama
CONDUCTING A MEETING
MAINTAINING ORDER AND FOLLOWING DAV REGULATIONS AND RITUALS
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Department of Alabama
MEETING PREPARATION
Contact adjutant Review correspondence Review minutes and action items from previous
meeting Prepare agenda
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Department of Alabama
WHY AN AGENDA
Prepares commander Prepares attendees Creates an interest Clearly defines objectives Provides a valuable organizational tool
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Department of Alabama
AGENDA INCLUDES
Meeting date, time, location General information Minutes approvals Items with clear motions and seconds Unfinished/New Business Good of the Order Summary/ Assignments
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Department of Alabama
COMMANDERS AND CHAIRS
IF YOU CANNOT ATTEND, FIND A REPLACEMENT
BRIEF YOUR REPLACEMENT ON THE AGENDA
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Department of Alabama
BEFORE THE MEETING
Set up the room Adjust audio visual Ensure adequate seating
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Department of Alabama
CONDUCTING A MEETING
START ON TIME!! Adjutant takes minutes or a committee recorder Review the agenda/obtain agreement on the
meetings objectives and goals Revise agenda if necessary
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Department of Alabama
ROLE OF THE COMMANDER/ CHAIRPERSON
Maintain order Follow agenda Recognize members who wish to speak Remain neutral After a motion is seconded ask for discussion Call for vote on motions
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Department of Alabama
PARLIAMENTARY PROCEDURE
Majority rule must prevail Rights of members w/ minority opinion are
protected Respect for all members assured Logical order of business provided
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Department of Alabama
ROBERT’S RULES!
USED WHEN Seeking resolution to a controversial issue (e.g.
handling a negative vote) Requires a formal vote count (e.g. voting on a not
persuasive negative) Business must be conducted in a formal and
efficient manner (e.g. main and subcommittee meetings)
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Department of Alabama
ROBERT’S RULES!
NOT USED WHEN The purpose of a meeting is to develop creative
solutions Conducting a brainstorming session The issues being discussed are not contentious
(e.g. future meeting locations)
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Department of Alabama
WHY MEETINGS RUN LONG
Repetition Wandering from the agenda Lengthy discussion of controversial issues Repeated interruptions by single members
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Department of Alabama
MEETING TECHNIQUES
Focus attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed
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Department of Alabama
CLOSING A MEETING
State conclusions reached Summarize assignments Give staff manager next meeting requirements
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Department of Alabama
AFTER THE MEETING
Prepare minutes as soon as possible after the meeting actions and discussions that took place are
fresh in the writer’s mind committee members may rely on receipt of
minutes before they implement promised actions
Send a copy of minutes to committee chairs assigned during meeting
Place minutes in reading file
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Department of Alabama
PREPARING MINUTES
Follow the format of the meeting agenda and include: title, date/location of meeting, and time called to
order an accurate summary of the decisions and
conclusions reached the assignments that were made the follow-up action required time of adjournment and notice of the next meeting
date, time and location
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Department of Alabama
CONCLUSION
Running a meeting is an art and takes preparation and practice
A meeting should be run while following an approved or regular agenda
Commanders/ Chairs should control the members and flow of the meeting
Knowledge of Constitution & Bylaws, Robert’s Rules of Orders and the Officers Guide from DAV National is very important