2016 (3)effective meetingblue

Head Start Law Open Board Meetings Minutes Motions Documents

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Effective Meetings



Agenda

Understanding parliamentary law

Open meeting laws

Conducting a meeting

Making a record of the meeting

Motions

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PARLIAMENTARY LAW

The Majority Rules

A Quorum must be Present

In order to make decisions

All members are equal

The Rights of the Governing body

outrank the rights of the members



Parliamentary law

Parliamentary law is a set of generally-accepted

rules

There are also rules written by the Governing

Board.

These rules are called Bylaws

Bylaws determine the rights and duties of all

members of the board



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Parliamentary Law is based on a regard for

the rights

of the majority

of the minority

of individual members

of absentees



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State/Local Law

Open Meeting Act

Public Meeting

Public Record

Public Vote

City Ordinance



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Cannot be Suspended

A rule stated in the governance

A rule of parliamentary law

Code of operations

Quorum



What are Bylaws?

Laws adopted by an organization for its own governance

Basic and most important rules that relate to the organization



Purpose of Bylaws

Determine the rights and duties of membership

Provide how the organization is structured and governed



Standard Order of Business

Minutes

Reports of officers, boards and standing committees

Special committee reports

Special orders

Unfinished business

New businessMRS SUN



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Regular

Special

Close Session



OPEN MEETINGS LAW

Non-Profit boards operate for public benefit with

support from the general public

They should provide the public with information

about their mission, program activities, and

finances

Boards should be accessible and responsive to

members of the public who express interest in

the affairs of the organization



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Leadership

President

Vice-President

Treasurer

Secretary



What are Minutes?

Official record of the proceedings of a meeting

Legal public record of a meeting

Should reflect what was done in the meeting,

not what was said by the members

Should never reflect the recorder’s opinion, on

anything said or done



Purpose of Minutes

Refresh the memory of the members who

were present at the meeting,

Inform those who were absent from the

meeting, and

Make possible a compiled history of the

policy council acts and accomplishments



First Paragraph

Kind of meeting: regular, special, adjourned

regular

The name of the policy council

The date, time, and place of the meeting

If the regular chairman and/or secretary were

not present, who substituted for them

Whether the minutes of the previous meeting

were approved



Outline Minutes

Paragraph One

Type of meeting

Date, time, place of meeting

Approval of the minutes of the last meeting

Paragraph Two

Main motions

Primary and/or secondary motions

Last Paragraph

Time the meeting was adjourned

Signature of the Secretary



Recording Votes

If by voice, the fact that the motion was adopted,

approved, carried, lost, or defeated

If by roll call, the names of those voting on each

side, as well as sufficient names of those abstaining

to indicate a quorum was present

If by ballot, the complete tellers’ report



Minutes are Approved

For a regular meeting – at the next regular

meeting

For an adjourned meeting – at the next regular or

adjourned meeting – whichever is first

For a special meeting – at the next regular

meeting



Approving Minutes

Proposed minutes are

only a draft and do not

become the minutes

until approved

Minutes may be

approved by

Unanimous consent

Adopted motion

To “dispense with reading of the minutes” only postpones the time for their consideration

Corrections may be made any time an error or material omission is found



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Why Motions?

Motions bring business to the meeting

Motions provide fairness when

making important decisions



MotionsIs a type of motion by which a policy

council deals directly with a main

motion prior to (or instead of) voting on

the main motion itself

Modifies, delays action or disposes of

a main motion

Subsidiary Motion

Relates in varying ways to the main

motion and other parliamentary motions

Relates to the pending business

Do not have rank

Incidental Motion

Is granted precedence over ordinary

business because it concerns matters of

great importance or urgency

Are not debatable, although in case of

questions of privilege, the chair may feel

the need to elicit relevant facts from

members

Privileged Motion

Brings business before the

council

Are made while no

other motion is pending

Are lowest ranking motion

Main Motion

Motions That Bring a Question Again Before the Assembly

Discharge a Committee

Reconsider

Rescind;

Amend Something Previously Adopted

Take from the Table



Rule

Recognize the person who made the

motion

Make an effort to allow both sides

No one who has had the floor previously

Can’t interrupt the speaker

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Highest Ranking Adjourn

Recess

Personal Privilege

Lay on the Table

Previous Question

Limit Debate

Postpone

Commit or Refer

Amend

Lowest Ranking Main Motion



Main Motion

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I move we have a party Saturday night.



Primary

We have a party Saturday night.

and invite two guests



Primary & Secondary

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and invite two guests

four



Primary

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and invite four guests



MAIN AS AMMENDED

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We have a party Saturday night

and invite four guest.



Amend

"add" or "insert"

"strike out"

"strike out certain words & insert others"

"substitute"

divide a motion into two or more motions

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Vote

Roll Call

Ballot

Voice

Show Hands

Standing

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What One Member Can Do

Call for the orders of the day

Call up a motion to reconsider

Division of the assembly

Make a nomination



what it believes in,

what it stands for

what it values.

Know Your Organization

The essence of any board lies in:



Contact Me

The Gravely Group(614) 901-3369

www.gravelygroup.com

Mel J. Gravely, Consultant

3195 Genevieve Dr., Columbus Ohio 43219

[email protected]

2016 (3)effective meetingblue

Government & Nonprofit