I was asked to speak on meeting procedure and whilst this is a fairly big topic to cover in the short time I have, hopefully the information I have for you will assist you in ensuring your meetings are enjoyable and efficient for everyone.
It can be a bit of a dry topic too, but efficient meeting procedure helps you not just at Rotary, but at work and other meetings you may attend.
PROCEDURE: means – modus operandi, method, route or course of action.
So meeting procedure is your course of action, or the route or method you must travel for successful meetings.
Many people think that a bad meeting is caused by a bad chairman. But that’s not necessarily the case.
It’s everybody’s duty and responsibility to understand proper and good meeting procedure to ensure a smooth flowing meeting and a meeting that finishes in the right time frame.
I’m just going to run through a few things I think are important for running meetings efficiently, effectively and on time.
You will probably know some of these things already, but review of procedures can be a good thing, so in case you haven’t heard any of these things before, I’m sure this will be helpful for you.
In Australia we tend to operate under Joske, but internationally a code called Robert’s Rules are used.
They are slightly different, but as I’m only talking about general meeting procedure tonight and not formal motions as such, I don’t think there will be any problems with what you learn tonight, unless you grow up to become Rotary International’s World President!
MINUTES
So, what are minutes – or notes of a meeting? They are a record of what happened, a reference and a guide of what is happening within the club, an attendance record, reports on matters of importance and a legally acceptable record of proceedings.
Did you know that minutes are a legal record and can be introduced into court or other legal proceedings?
So this is why Minutes must be taken at each meeting then presented in draft to members before the next meeting.
Minutes must be confirmed at the next meeting.
They may be amended when the acceptance of the minutes has been moved/seconded, but remember, that only those in attendance at the meeting when the minutes were taken, can move and second, but everyone can vote.
The Chairman should ask if there are any amendments to the draft minutes – if so, they are discussed. Then the motion is put and voted on.
All minutes should be signed by the Chairman of the meeting at which they are accepted.
A record of Minutes MUST be kept as a record of club’s activities, either by the Secretary or another appointed person.
MOTIONS
Now let’s have a look at motions.
How do we move a motion?
A member should move a motion by saying “I move THAT” and then state the motion.
After the motion has been accepted by the Chairman and seconded, the chairman can ask if there is any dissent. If there is no dissent, the Chairman may choose to put the motion straight to the vote.
If there is dissent, the mover will be called upon to speak in support of their motion.
No discussion should ensue before the motion is officially moved and seconded.
There is a need to ensure people want to talk about it. If it’s important enough, the mover should have organised a seconder to ensure it is discussed if the mover has any concerns.
The mover outlines the basis of the motion. Could be that in that discussion, any questions people have, might be answered and this will save time.
All movers of a motion should be well prepared if at all possible.
Seconding a motion?
Once the motion is moved, the Chairman will call for a seconder.
This ensures that everyone is interested in discussing the motion.
A seconder of a motion does not need to necessarily be in favour of the motion, they may in fact just want to get it up for discussion.
If no seconder is found, the chairman must say words similar to: “The motion lapses for want of a seconder.”
The seconder may wish to speak immediately after the mover of the motion has spoken, or may reserve their right – in case the seconder can rebut some arguments levied against the motion.
Normal procedure is that there is a speaker for (firstly the mover), then one against.
Unless it is an extremely contentious issue, you can limit speaking to 2 speakers for and 2 against.
The mover of the motion may also take a right of reply at the end of debate.
Once a motion is moved it may only be withdrawn at the request of the mover provided the consent of the seconder and the approval of the meeting are obtained.
That’s because once moved, the motion belongs to the floor and any alteration must be agreed upon by the meeting.
AMENDMENTS
An amendment to a motion can be moved at any time during the discussion of the motion (prior to the vote), but not whilst someone is speaking.
An amendment also requires a seconder.
Once moved and seconded, the amendment’s precise points only are discussed. The mover of the amendment speaks first, but has no right of reply.
The mover, seconder and anyone who has already spoken to the primary motion, may speak to an amendment subsequently placed before the meeting. So you can have two bites of the cherry but only if there is an amendment to discuss.
After the amendment has been discussed, the Chairman will put the amendment to the vote.
Once an amendment has been carried, it becomes the motion and further discussion centres around the amended motion.
If the amendment is lost, discussion centres around the original motion.
Amendments to a motion cannot alter the intent of the motion – for example, it may change the cost of an event, but not the fact that an event is going to be held.
THE RIGHT TO SPEAK
Someone wishing to speak should rise or raise their hand (depending upon the formality of the meeting) and must always address the Chairman.
The Chairman will normally recognise the first person to indicate they wish to speak.
The most important thing to remember is that each person may only speak once, during the debate of the motion.
The chairman may permit someone who has already spoken to speak again briefly, if they can give an explanation or answer a question if the mover cannot do that in their right of reply. Common sense should prevail in this instance.
Normally a time allocation of 2 or 3 minutes is given to the mover of a motion and 2 minutes for everyone else.
CHAIRMAN
It is very rare, IF EVER, that a Chairman moves a motion from the chair.
A chairman is supposed to be impartial.
Most club rules have the capacity for a Chairman to have a substantive vote, like every other member and a casting vote in the event of a tie.
If using a casting vote, a Chairman would normally vote for the status quo, unless they feel particularly strongly about the issue being discussed.
The Chairman should never speak for or against a motion unless they have vacated the chair and handed over the Chairman’s role to someone else.
Again, it’s about impartiality.
Having handed the chair over for that particular debate, the Chairman would normally resume the chair, once the motion has been voted on.
POINT OF ORDER
This is a really powerful tool.
If someone is speaking to or against a motion and they start to get off track or ramble a bit, anyone in the meeting can raise a point of order.
Normally the person raising the point of order, raises his hand or stands (again, depending on how formal the meeting is) and calls “a Point of Order Mr./Madam Chairman”.
This can interrupt the speaker.
Then the Point of Order is made.
For instance: Madam Chair, I believe the speaker has started speaking about something else other than the issue at hand”.
The Chairman then has to rule whether the Point of Order is upheld or dismissed, that is, it’s a fair point.
If upheld, the original speaker must only continue if they are speaking to the topic.
If dismissed the speaker continues in the vein they were going.
I have a couple of suggestions for your club if I may which may help your members with meeting procedure and ensuring meetings finish on time?
- It might be worth considering having a meeting critic now and again, over the next even if just for a few months. It will give feedback on how your meeting procedure is going – and not just about motions, but other discussions as well. This could be in the form of a person making comments to everyone at the end of the meeting, or a written report which could be included in your bulletin. None of the comments should EVER be personal or directed at any individual.
- Perhaps you may be able to have reports or motions to be discussed, go out on a couple of days prior to your meetings. It may help ensure that everybody has had a chance to read through all the relevant issues. This may help save time when it comes to discussing items at your meetings as everyone will be up-to-date and understand the topics being discussed.
- If a speaker is doing an excellent job, or the topic is of great interest AND if there is a little bit of time, someone can suggest or move a motion to extend the speaker’s time (again, depending on the formality of your meeting), by say 5 or 10 minutes. It may be that a member has something that he needs to report or discuss with the club and hasn’t had a chance to let the chairman know. Members will then have the opportunity to say yes or no to the extension of the speaker’s time.
- It is important with guest speakers that you ensure before they commence, that they have “X” amount of time for their presentation. If you are concerned that they may go over time, explain that you can hold up a time card at 5 minutes to go and then 1 minute left, to allow them time to wrap up.
The first Kevin Thomas Luncheon for 2019 will be held on Monday 25th February 2019 starting at 12:30 pm at the Dorset Gardens Hotel in Croydon
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