Download - Conducting Meeting Parlimentary .ppt
-
7/29/2019 Conducting Meeting Parlimentary .ppt
1/33
MODULE 4: CONDUCTING ANEFFECTIVE MEETING
Conducting Your Meeting
Fundamentals of Parliamentary Procedures
List the rules that govern ParliamentaryProcedures.
Identify the types of motions.
Participate in a parliamentary proceduredemonstration/Parliamentary ProceduresActivity/Attachment 4.
Communicating as Meeting Leader.
Listening Effectively and Asking Questions.
Understanding Nonverbal Communication.
Communication Activity/Attachment 5.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
2/33
Conducting anEffective Meeting
BLACKS IN GOVERNMENT
-
7/29/2019 Conducting Meeting Parlimentary .ppt
3/33
3
Overview
Pointers for conducting the
meeting
Before
During
After
Fundamentals of Parliamentary
Procedures
Communicating as Meeting
Leader
-
7/29/2019 Conducting Meeting Parlimentary .ppt
4/33
4
Before Before the Meeting
Plan the meeting carefully Select an affordable location Notify members in enough time to allow their
planning
Prepare and send out an agenda early
Check room set up early to make sure thatthe meeting room is set up properly
At the Beginning of the Meeting Start on time
Get participants to introduce themselvesand state their expectations for the meeting
Set clear time limits
Review action items from the previous
meeting
-
7/29/2019 Conducting Meeting Parlimentary .ppt
5/33
5
During the Meeting
Ask questions Listen
Clarify issues
Use the agenda to keep themeeting moving
Summarize agreements
Identify additional data needed to
make decisions
-
7/29/2019 Conducting Meeting Parlimentary .ppt
6/33
6
After
At the End of the Meeting
Establish action items: who, what,when
Set the date and place of the next
meeting and develop a preliminaryagenda
Close the meeting crisply and
positively
After the Meeting
Follow-up on action items and start to
plan the next meeting
-
7/29/2019 Conducting Meeting Parlimentary .ppt
7/33
7
QUESTIONS
-
7/29/2019 Conducting Meeting Parlimentary .ppt
8/33
PARLIAMENTARY
PROCEDURES
-
7/29/2019 Conducting Meeting Parlimentary .ppt
9/33
9
PARLIAMENTARYPROCEDURES
Three basic principles of
Parliamentary Procedures: MAJORITY RULES
EQUAL RIGHTS OF ALL MEMBERSTO PARTICIPATE IN PROCEEDINGS
ORDERLY CONSIDERATION OF ALL
MATTERS WORTHY OF
CONSIDERATION
-
7/29/2019 Conducting Meeting Parlimentary .ppt
10/33
10
NECESSARY OFFICERS
Presiding Officer
President
Chairman
Moderator
Speaker
Recorder
Secretary
Clerk
-
7/29/2019 Conducting Meeting Parlimentary .ppt
11/33
11
QUORUM
The minimum number of members
within a society required in order to
officially conduct business.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
12/33
12
CONDUCTING BUSINESS
Business is brought before theassembly by motion of a member or
in the form of a resolution.
Members must receive recognitionfrom the presiding officer before
speaking, with the exception of
specific motions. Motions are stated as I move
that..
-
7/29/2019 Conducting Meeting Parlimentary .ppt
13/33
13
FIVE BASIC PRINCIPLES
Only one subject may claim theattention of the assembly at a time.
Each proposition presented forconsideration is entitled to full and freedebate.
Each member has rights equal to everyother member.
The will of the majority must be carriedout, and the rights of the minority mustbe preserved.
The personality and the desires of eachmember should be merged into thelarger unit of the organization.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
14/33
14
MOTIONS
The process by which business or
a proposal in brought to the
assembly for action.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
15/33
15
MAIN MOTION
The business of the organization is
carried out through the main motion.
The object of the main motion is to
introduce new business for consideration
of the group.
The main motion brings before the
members a proposed course of action, and
there can be only one main motion under
consideration at a time.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
16/33
16
THE MOTION TO AMEND
An amendment may be made byanyone to modify an original motion.
Amendments change or modify a motion
by striking out, adding or substituting
language to the original motion.
Only two amendments may be
considered on any motion at any time.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
17/33
17
REFER TO A COMMITTEE
This process is used to addressbusiness which cannot or
should not be disposed of
immediately by the group.
Standing vs. Ad Hoc
Committees.
Appointment of Committees Vote Appointment
Volunteering
-
7/29/2019 Conducting Meeting Parlimentary .ppt
18/33
18
POSTPONE TO A DEFINITETIME
This motion postpones or delays
action until a certain time.
It is the proper way to delay action on amotion until later in the agenda, or the
next business meeting, but not beyond
that meeting.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
19/33
19
CLOSE DEBATE
When members of a group continue
to discuss a motion until it becomes
tiresome or after the issues have
been presented, someone maymove to close debate and vote.
The motion to close debate requires
a 2/3 majority vote of the assembly.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
20/33
20
THE MOTION TO TABLE
The motion to table is used to lay
aside an item of business
temporarily in order to attend to
more urgent business. It is NOT intended to kill a motion.
Only to lay it aside in a way that its
consideration may be resumed aseasily as if it was a new motion.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
21/33
21
MOTION TO ADJOURN
The business meeting is closed by a
motion to adjourn.
This motion cannot be debated or
amended.
The meeting is not adjourned until the
chairman announces The meeting is
adjourned.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
22/33
22
MOTION TO TAKE A RECESS
The motion to recess allows for a
break in proceedings.
The motion to recess is not
debatable, but it is amendable.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
23/33
23
MOTION TO FIX TIMEIN WHICH TO ADJOURN
The motion to fix time in which to
adjourn is to set the time, and
sometimes the place, for anothermeeting to continue business of the
session, with no effect on when the
present meeting will adjourn.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
24/33
24
INCIDENTAL MOTIONS
Various types of incidental motionsallow for speakers to interrupt the
activity at hand.
Point of Order Question concerning a breach of
parliamentary law.
Call for the Order of the day
Calls to the attention of the assembly a
problem in the agenda or procedure.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
25/33
25
INCIDENTAL MOTIONS (CONT)
Point of Personal Privilege Motion that permits a request or mainmotion relating to the rights and
privileges or the assembly or any of its
members.
Point of Information
A request directed to the chair, or
through the chair to another officer ormember, relevant to the business at
hand but not related to parliamentary
procedure.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
26/33
26
INCIDENTAL MOTIONS (CONT)
Point of Clarification Motion which allows the chair to explainpending actions of the assembly prior to
a vote.
Division of the House or Assembly
Calling for a recount of the vote by an
alternative method other than voice
vote.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
27/33
27
PRESIDENTAL VOTING
The President, although notprohibited, should avoid voting in
almost all instances, except when
his/her vote can directly impact theoutcome of a vote
Voting to break a tie.
Voting to make a tie.
Voting to create a required majority.
-
7/29/2019 Conducting Meeting Parlimentary .ppt
28/33
9-45
QUESTIONS
?
-
7/29/2019 Conducting Meeting Parlimentary .ppt
29/33
Communicating asMeeting Leader
BLACKS IN GOVERNMENT
C i ti
-
7/29/2019 Conducting Meeting Parlimentary .ppt
30/33
30
Communicating
Communicate clearly during ameeting
Use language that is appropriate
during a meeting Understand and use assertive
communication
Enhance your relationship withparticipants throughcommunication
-
7/29/2019 Conducting Meeting Parlimentary .ppt
31/33
31
Listening and AskingQuestions Effectively
Understand how listening andquestioning work together during ameeting
Recognize common barriers tocommunication
Improve your listening skills
Know the purposes effective questionsserve
Ask appropriate questions during ameeting
-
7/29/2019 Conducting Meeting Parlimentary .ppt
32/33
32
Understanding Nonverbal
Communication
Understand how nonverbal communication issent through a person's eyes, facialexpressions, body position, and gestures
Recognize how the qualities of a participant's
voice communicate nonverbally Recognize that nonverbal communication can
alert you to problems Interpret nonverbal communication correctly
Improve your ability to communication nonverbally
QUESTIONS
-
7/29/2019 Conducting Meeting Parlimentary .ppt
33/33
33
QUESTIONS