LEADING A MEETING

Presenter: Gene R. O’Brien, PE, F.NSPE NSPE House of Delegates Parliamentarian

WHAT YOU NEEDTO KNOW ABOUT A MEETING

There are basically two types of meetings: ■ Formal Business Meeting

■ Informal Work Session

SOME KEY DEFINITIONS

meet’ing, n. Act of persons or things that meet; specif.: b A gathering; assembly

meet, v.i. 3. To come together for a common purpose; to assemble

quo’rum, n. 3. Such a number of the…mem- bers of any body…legally competent to

transact business…usually absolute majority [unless designated otherwise]

BEFORE WE PROCEDE FURTHER…

What do you specificallywant to know about meetings?

OVERVIEW OF PRESENTATION

A. Planning the meetingB. Conducting the meetingC. Action after the meetingD. Other Considerations

A. PLANNING A MEETING

► 1. Format of Meeting

► 2. Preparation of Agenda

► 3. Announcement of Meeting

► 4. Logistical Arrangements

A. 1. FORMAT OF MEETING

► Face-to-Face --All participants are gathered in one place

► Electronic Media --Webinar w/2-way talk or voice only

► Combination of both --Convenient for remote members esp.

A. 2. PREPARATION OF AGENDA

● ‘Roadmap’ for what will be covered● Adhere to any organizational standards, e.g. order of topics● Provide time markers for each separate item – actual time or elapsed time per topic● Identify lead person for each topic● Ensure including time-sensitive topics● Anticipate more controversial topics and position them appropriately● Identify issuer and date (including revisions)

Executive Committee Agenda – Feb. 12, 2015

• 7:30 PM Call to Order and Roll Call O’Brien • 7:35 Action on Minutes of Nov. 20, 2014 ExComm Meeting Bregen• 7:40 Status of 2014 Audit and IRS Form 990 Tax Return Zygmont• 7:55 Latest on Third Play and Inter-District Registration Petrillo• 8:10 Establishing E-Donation Capability (action desired) O’Brien • 8:20 Soliciting Donations to MAR at Events (review process only) O’Brien• 8:45 Major Topics for Feb. 19 Board Meeting O’Brien/All• 8:55 Adjourn to Executive Session for Personnel Discussion O’Brien• 9:00 Targeted Adjournment

Note: Indicates separate document for this item

• Prepared by GRO’B – Feb. 3, 2015• Revised by GRO’B – Feb. 5, 2015

A. 3. ANNOUNCEMENT OF MEETING

● Adhere to deadlines for notification● Ensure delivery method is adequate● Stipulate if receipt confirmation is needed● Solicit status of intended participation● Prudent to send reminder

A. 4. FACE-TO-FACE LOGISTICSS

● Sufficiently sized venue w/parking (if needed)● Ensure creature comforts● Seating in open U-shape for <’30’● Seating theater or classroom for >’30’● Identification of participants● Properly operating A-V equipment

A. 4 ELECTRONIC MEDIA

● Limit length of meeting duration (< 1.5 hours)● Provide toll-free access for participants● Special speaking provisions:

- Give one’s name before speaking- Be as brief as possible

● Considerations for voting

A. 4. COMBINATION OF ALTERNATIVES

● Length of meeting more like face-to-face- But engage phone non-participants

● Ensure phone participants have all info- Any item being handed to assembly

must be pre-delivered to remote persons

B. CONDUCTING A MEETING

► 1. Protocol for Meeting

► 2. Demeanor at Meeting

► 3. Roles of Meeting Participants

B. 1. PROTOCOL FOR MEETING

● Organization’s governance document(s) supersedes any other guidance.

● Most include definitive reference to Robert’s Rules of Order as “parliamentary authority.”

● Special Rules of Order may be used.● Default guidance should be Robert’s

Rules of Order.

B. 2. DEMEANOR AT MEETING

● Maintaining civility is critical.● Formality does not preclude cordiality.● All comments by participants should be

directed to the presiding officer.● Differences of opinion need not be cause for

disruption or bickering.

B. 3. ROLE OF PRESIDING OFFICER

● No matter the title, this person is in charge.● Duties: guide discussion, keep participants on

topic, manage time, and summarize.● Deal with disruptive/distractful persons.● Engage as many participants as possible.● Seek consensus, but reach decision on issue.● Votes only to break/create a tie.

B. 3. ROLE OF PARTICIPANTS

● Review agenda and be prepared.● Listen attentively to discussion.● Provide input on topic, but don’t repeat.● Avoid side conversations or do so quietly.● Be prepared to vote on a question.● When decision is made, align with outcome.

C. POST-MEETING ACTION

► 1. Issue Summary soon w/ action items

► 2. Issue Minutes in timely manner

► 3. Maintain Status Report

C. 1. SUMMARY AND ACTION ITEMS

● Highlights of decisions issued expeditiously to all participants and other stakeholders.

● Follow-up items documented with name(s) of responsible party(ies) and due dates.

C. 2. MINUTES

● Amount of details varies according to an organization’s customs, but each topic,decision and outcome must be recorded.● List of participants to be included.● Action on adoption usually done at body’s next meeting, but action before that meeting may be done, if interval between meetings is lengthy.

C. 3. STATUS REPORTS

● Intervening advisories issued, if meetings are conducted less than quarterly.

● These can include outcome of action items from prior meeting(s).

● Provide to all members of the body.

D. OTHER CONSIDERATIONS

► 1. Organizational Calendar

► 2. Why some meetings under perform

► 3. How to use Parliamentary Procedure

D. 1. ORGANIZATIONAL CALENDAR

● Issued annually in most cases● Updated periodically as necessary● Contents should include:

- Important meetings, e.g. governing body;- Schedule for nominations & elections; and- Other key activities of organization

D. 2. UNDER PERFORMING MEETINGS

● No agenda or lack of supporting documents● Disorganized, e.g. don’t follow agenda● Start late or time is wasted● Some participants are ignored● Presiding officer tries to ‘hold court’ ● Decisions made improperly

D. 3. PARLIAMENTARY PROCEDURE

● Set of rules for conducting business● Originated in early English Parliaments● Became uniform with publication by Henry

M. Robert of his manual in 1876● Now used as basic handbook of operations● Allows all participants to be heard…

and make orderly decisions without confusion

INTRODUCING BUSINESS

● Motion is necessary to begin discussion of topic.● Motion requires a second to ensure the topic is not the interest of a sole participant.● Discussion on the main motion then ensues with proponent given first speaking opportunity.● Original motion may be amended using the same process of moving and seconding.● “Friendly amendment” is rarely permitted

(Motion is owned by the body…only unanimously)

MOVING TOWARD A DECISION

● Speaker’s comment time may be limited (based on Special Rules of Order).

● Presiding officer may politely interrupt a participant, who is repeating a point already made (based on Special Rules of Order).

DEFERRING A DECISION

● Motion to Table a main motion (“lay on the table”) is non-debatable, but its purpose is to defer action to later in the same meeting in order to handle more pressing matter.

● Motion to Postpone a main motion may do so either indefinitely or to a later meeting and is debatable.

ENDING DISCUSSION

● Presiding officer, sensing debate has been exhausted, may express that viewpoint and seek to call for a vote.

--OR--● A participant may “move the previous question,” i.e. close debate. This action requires a second, but is NOT debatable. However it requires a two-thirds vote.

VOTING ON MAIN MOTION OR AMENDMENT

● There are five standard methods of voting:- General Consent (used by presiding officer)- Voice Vote (can seem indecisive via phone)- Voting by show of hands (after voice vote) ♦- Roll Call Vote (may be sought for record)- Ballot Vote (when secrecy is desired) ♦ NSPE HoD also uses weighted voting.

ROLE OF PARLIAMENTARIAN

● Provides advice to presiding officer● Never gives a ruling unless asked to do so by

presiding officer● Should review agenda in advance and consult

with presiding officer – especially for controversial topics

● Should be proactive to assist presiding officer

ACKNOWLEDGEMENTThe speaker acknowledges contribution to this presentation have been gleaned from material

issued previously byJack F. Schlegel, Pharm.D., MSEd, CAE, President

Schlegel & Associates____________________________________________________________________________________________________________________________________________________

For additional consultation please contact:Gene R. O’Brien, PE, F.NSPE

grob.group@rcn.com