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Planning & Conducting Meetings - FGS Wiki

Planning & Conducting Meetings


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[NOTE: this page has not yet been formatted.  If you are interested in assisting in the care and maintenance of the FGS Wiki Content, please contact Thomas MacEntee at publicity@fgs.org.]
 
 
 
[[Category:Strategies for Presidents]]
 
[[Category:Strategies for Presidents]]
 +
 +
 +
== Congratulations! ==
 +
 +
YOU are the PRESIDENT. The president is the
 +
top ranking officer elected by the membership
 +
to lead them and to direct the activities of the
 +
organization. This officer, in cooperation with
 +
the Board, is responsible for the general
 +
management, and the development of group
 +
effort to achieve unity of purpose within the
 +
organization. To insure success for the term, the
 +
president establishes goals, then reaches them
 +
by motivating members. Important personal
 +
attributes include enthusiasm, motivation,
 +
persistence, courage, imagination, dedication,
 +
diplomacy and appreciation. This paper is
 +
designed to provide guidance and suggestions to
 +
enable a new president to successfully achieve
 +
those society goals by planning and conducting
 +
effective and efficient business meetings.
 +
 +
 +
== Before Each Meeting ==
 +
 +
Prepare an agenda (check by-laws and previous
 +
minutes) and give copies to the secretary and the
 +
parliamentarian. Expedite business by
 +
providing copies to Board members before the
 +
meeting. See further for “Agenda.” Remind
 +
officers and committee chairmen to prepare
 +
reports expected to be delivered.
 +
 +
Discuss meeting plans with the chairmen in
 +
charge of arrangements, program, protocol
 +
(seating and introduction) and the parliamentarian. Assign reading of correspondence in
 +
advance (summarizing and indicating pertinent
 +
points). Correspondence belongs to the organization, not to the president.
 +
 +
 +
== At the Meeting ==
 +
 +
You are the chosen leader of your society. Acquire a workable knowledge of parliamentary procedure, and be familiar with the
 +
objectives, bylaws, and other rules of the society. You do not have to memorize everything, but do know where to find the answers. It
 +
is essential you set an example of impartiality, courtesy, and obedience to rules. Check the
 +
by-laws and other policies of your organization for the specific duties of your office.
 +
 +
Arrive early to ascertain that the meeting is “Ready To
 +
Go!” Come well organized so that you are free
 +
to welcome members and guests.
 +
In general, a president is expected to:
 +
<ul>
 +
<li>Be the official representative of the organization.
 +
<li>Preside at all meetings of the society and of
 +
the Board.
 +
<li>Refer to oneself as the chair. (“I” is not appropriate.)
 +
<li>Call meetings to order ON TIME.
 +
<li>Determine that a quorum is present.
 +
<li>Announce, in proper order, the business to come before the meeting.
 +
<li>Recognize members entitled to the floor.
 +
<li>State and put to vote all questions that legitimately come before the assembly.
 +
<li>Announce results of each vote and the effect of the action.
 +
<li>Expedite business in every way possible without denying members their rights.
 +
<li>Enforce rules of debate, order and decorum.
 +
<li>Decide all points of order (subject to appeal).
 +
<li>Respond to relevant questions of members.
 +
<li>Refrain from voting except when vote is by ballot or when the vote would change the result.
 +
<li>At the proper time, declare the meeting adjourned (by general consent or by a vote of the assembly).
 +
<li>End the meeting ON TIME.
 +
<li>Stand while calling a meeting to order, while declaring it adjourned, and while putting a question to vote.
 +
<li>Carry out administrative and executive duties outlined in by-laws or as directed by the assembly.
 +
<li>Prepare a report to be given at the annual meeting.
 +
</ul>
 +
 +
The by-laws may provide for the president to be an
 +
''ex-officio'' a member of all committees except
 +
the nominating committee. This is not a duty of
 +
the office, but a privilege granted by the bylaws. Without such a provision, the president
 +
has no more right to attend committee meetings
 +
than any other member of the organization. ''Ex-officio'' means “by virtue of office.” If given
 +
this privilege, the president has all rights
 +
extended to other members of the committee—
 +
to make motions, debate or vote. The president
 +
is not obligated to attend committee meetings
 +
and is not counted in the quorum, but it is the
 +
duty of the chairman of the committee to notify
 +
the president of each committee meeting.
 +
 +
 +
== The Agenda (Order of Business) ==
 +
 +
Parliamentary authorities list preparation of the
 +
agenda as the duty of the secretary, but many
 +
presidents prefer to prepare their own order of
 +
business. The sample agenda may contain more
 +
than will be needed for a small organization,
 +
but it can be adapted to helping conducting an
 +
orderly meeting.
 +
 +
 +
== CALL TO ORDER ==
 +
 +
The president takes position, stands quietly for
 +
a few seconds, taps the gavel once, waits for
 +
quiet, then says, “The regular meeting of the
 +
(Name of Society) will come to order.”
 +
 +
 +
== OPENING CEREMONIES ==
 +
 +
Don’t spend too much time on these. The call to
 +
order may be followed by invocation, inspiring
 +
thought, patriotic expression, or by other
 +
opening ceremonies.
 +
 +
Example:
 +
“Please rise.” Wait for quiet. “The invocation
 +
will be given by ___. Please remain standing
 +
during the Pledge of Allegiance to the flag of
 +
the United States of America, to be led by ___.”
 +
If used, invocation and grace are given before
 +
the Pledge of Allegiance.
 +
 +
 +
== WELCOME AND INTRODUCTION ==
 +
 +
The chair welcomes members and guests,
 +
introduces guests at the head table, and may
 +
introduce those of rank in the audience. A person
 +
known to the audience is presented; if unknown,
 +
the person is introduced.
 +
 +
 +
== ROLL CALL QUORUM ==
 +
 +
This may be done silently by the secretary. If
 +
taken orally, the names are usually recorded in
 +
the minutes. The president confirms that a
 +
quorum is present.
 +
 +
 +
== MINUTES ==
 +
 +
The secretary will read the minutes of the
 +
previous meeting. The president sits while they
 +
are read, then asks, “Are there any corrections?” Pause. If not, they are approved as read.
 +
If there are corrections ask, “Are there further
 +
corrections?” Pause. If not, the minutes are
 +
approved as corrected.
 +
 +
 +
== TREASURER’S REPORT ==
 +
 +
“May we have the treasurer’s financial report?”
 +
The president sits while report is given, then
 +
asks: “Are there any questions?” Pause. “The
 +
report will be placed on file.”
 +
The treasurer’s report is never adopted; it is the
 +
auditor’s report that is adopted.
 +
 +
 +
== CORRESPONDENCE (not requiring action) ==
 +
 +
The secretary may read official correspondence,
 +
first stating from whom it was received and, if
 +
possible, condensing the information.
 +
 +
 +
== OTHER REPORTS ==
 +
 +
The chair sits while reports are given and stands
 +
while putting any question to vote.
 +
 +
 +
== OFFICERS ==
 +
 +
If an officer makes a recommendation in a
 +
report, the officer should not move that it be
 +
adopted; another member should so move.
 +
 +
 +
== BOARD ==
 +
 +
The secretary reads the report of the action taken
 +
by the Board (not the minutes of the Board).
 +
When the report includes motions or resolutions
 +
to implement recommendations of the Board,
 +
the secretary moves their adoption. No second is
 +
required.
 +
 +
 +
== STANDING COMMITTEES ==
 +
 +
The president checks in advance and calls on, in
 +
the order listed in the by-laws, only those who
 +
have reports to make. The chairman, or reporting member, moves the adoption of motions or
 +
resolutions to implement recommendations of
 +
the committee. No second is required, unless it is
 +
a committee of one.
 +
 +
 +
== SPECIAL COMMITTEES ==
 +
 +
(Sometimes called ad hoc or select)
 +
Only those prepared, or instructed, to report
 +
should be called on (in the order of their
 +
appointment). Some reports are given for information only. If there are recommendations, the
 +
same procedure is used as that of a
 +
standing committee. When a special committee
 +
has completed its work and made its final report,
 +
it is automatically discharged.
 +
 +
 +
== UNFINISHED BUSINESS ==
 +
 +
The president never asks the assembly if there
 +
is any unfinished business. Instead, unfinished
 +
business (it is not properly called “old business”)
 +
is that which is recorded in the minutes as begun
 +
but not completed at the previous meeting. The
 +
president should state, “Under unfinished
 +
business we have___” and puts the business
 +
back before the assembly.
 +
 +
 +
== NEW BUSINESS ==
 +
 +
The chair always announces the next business
 +
in order. “New business is now in order. Is there
 +
any new business?”
 +
 +
Correspondence requiring action is read by the
 +
secretary who makes the necessary motions.
 +
 +
“Are there any bills?” The treasurer reads the
 +
bills. The treasurer, or another member, may
 +
move they be paid. A second is required.
 +
 +
 +
== PROGRAM ==
 +
 +
The programs can be presented before or after
 +
the business meeting. The chair calls on the
 +
program chairman to present the program. The
 +
president, however, remains in charge and never
 +
officially relinquishes the meeting.
 +
 +
 +
== FURTHER BUSINESS ==
 +
 +
“Is there further business?” Additional business
 +
is permissible, but members are encouraged to
 +
bring up new business at the proper time.
 +
 +
 +
== ANNOUNCEMENTS ==
 +
 +
The chair makes announcements first (only those
 +
relating to the organization), then asks for other
 +
announcements.
 +
 +
 +
== CLOSING AND ADJOURNMENT ==
 +
 +
Invite guests to return; a closing thought may
 +
be offered. The meeting may be adjourned by
 +
general consent, or by a motion and vote of the
 +
assembly.
 +
 +
The presiding officer stands, “If there is no
 +
further business, the meeting will adjourn.”
 +
Pause. “The meeting is adjourned.” One tap of
 +
the gavel is given to signify adjournment, but
 +
this is not necessary unless your organization
 +
requires it.
 +
 +
{NOTE: Each organization has a certain meeting
 +
at which elections are held, certain reports are
 +
given, or special action is required. By-laws and
 +
other rules should be checked for this
 +
information and these items placed on the
 +
agenda for those particular meetings.)
 +
 +
 +
== AFTER THE MEETING ==
 +
 +
Carry out the decisions made by the
 +
organization. Evaluate your role as president
 +
and presiding officer and the overall effectiveness of the meetings.
 +
 +
 +
== BETWEEN MEETINGS ==
 +
 +
Hold regular discussions with officers and
 +
evaluate progress toward established goals.
 +
Remain informed about progress of officers and
 +
chairmen. Attend all required committee
 +
meetings. Study parliamentary procedure. Serve
 +
as a public relations representative, as well as
 +
the chief executive officer, of the organization.
 +
 +
 +
== AT THE CLOSE OF THE TERM ==
 +
 +
Verify that reports are prepared by all officers
 +
and committee chairmen in accordance with the
 +
by-laws. Be prepared to give guidance on
 +
making reports, preparing final records,
 +
organizing files, and preparing notebooks for
 +
transfer to successors. Prepare a president’s
 +
report. Transfer files in good working order.
 +
At the last meeting of the term, remember the
 +
officer who opens the meeting, and closes it.

Latest revision as of 00:57, 14 August 2013

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