Guide to Successful Members Hi and Board Meetings

8/4/2019 Guide to Successful Members Hi and Board Meetings

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THE UNITED STATES JAYCEES

Guide To SuccessfulMembership And Board

Meetings

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Table of ContentsINTRODUCTION

2-7-44-6.....-

5~l 5 6-76 8-980-18100123445of Governing Rules 167-18 190The United States JayceesP.o. Box 7ulsa, Oklahoma 74121-0007918) 584-24811984 U.S. Jaycees


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IntroductionThere are two primary means of communi

cation to your chapter as a whole available toyou as President - (1 ) Your chapter's newsletterand (2) Your membership meetings. This guidehas been prepared to enable you to maximizethe effectiveness and value of all meetingswhich you must conduct this year.

First, you must realize the fact that youare the leader, the chairman - that totallyimpartial individual who must ensure that allthe organization's business is transacted asfairly and expeditiously as possible. The keyword is "impartial." Once a leader of ameeting shows partially to any individual,to a group of individuals or to an issue - heimmediately loses the respect of majority ofthe audience. So be sure that the rights of allmembers are treated on an equal and impartialbasis.

Secondly, your attitude toward eachmeeting will be the attitude which is adoptedby your audience. If yours isone of confidence,preparedness and good humor - that is exactlyhow your members will feel about the meeting.If, however, you are obviously unprepared,act flustered when difficulties arise and letpeople ramble on and on - expect a lowerturnout of members at your next meeting.So be prepared, be good and consistentlyhave a positive, confident attitude.

Finally, realize that your "common sense"is one of the most important assets that youhave. You will not be able, and are not expected, to have the answer to every situationthat will arise during your meetings. So whenthose times come, rely on your "commonsense" and handle the situation as fairly andhonestly as you can. Jaycees will never blameanother when he makes an honest attemptto solve a problem. When all else fails - dowhat you "feel" is right - and it usually willbe.

Be a leader, have a positive attitude andrely on your common sense and your meetings will be the type that your members willwant to attend with their friends.

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Membership Meetings

WHY HAVE THEM?

There are many reasons for calling ameeting of your organization's members. Amembership meeting, however, is usually aregularly scheduled activity of your chapter.But, nevertheless, there are certain distinctreasons for having them. They are:

1. To transact the business of the organization;2. To inform all members of the currentactivities of the organization;

3. To solve specific problems.These meetings are of obvious importance

to the organization as an entity. They arenecessary for its existence. They are needed totransact business, solve problems, changepolicy, organize thinking and are an excellentmeans of communication. An organizationcannot exist without meetings.

Not so obvious are their importance tothe individual member. They give him anopportunity to share his opinions and expresshis ideas. They are a social outlet for him.They teach him to respect the will of themajority, to observe leadership techniquesand to make decisions.

BEFORE THE MEETINGThere are several items that must be

accomplished or considered prior to the dayof the meeting.The Meeting Room Itself

The room in which your meeting is to beheld should -Be large enough,Have adequate lighting,Be well ventilated,Somewhat centrally located.

If your present meeting hall does not meetthe above basic requirements, then you shouldattempt to find a new meeting hall, becausethe one you have now will have a "negative"effect on the comfort of your members ateach meeting.

Know the RoomYou, or a designated representative, should

actually "know the room." You should know-Where the heat and/or air conditioning controls are (or where the janitoris located)Where all the light switches are,Who is supposed to open the door(and his home phone number),The name, address and phone numberof the building owner,Where the bathrooms, telephones andemergency exits are.


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Publicize the MeetingA day or two before the meeting have

your Publicity Chairman submit an articleto your local newspapers, radio and televisionstations. It doesn't have to be elaborate, justa brief announcement of the meeting andwhat will transpire at it. It can be as simpleas the following example:

"The Bleep Jaycees are having theirregular bi-monthly meeting at the VFWHall on Pine St. at 8:00 p.m. this Thursdaynight. Their upcoming College-CareerNight and Blood Drive will be discussed.Also, State Regional Director Brian Dudley

of Bakersville will address the group. Allyoung men between the ages of 18 and 35are welcome to attend."

Study Parliamentary ProcedureYou, as well as your Parliamentarian and/or

Legal Counsel, must know the basics ofParliamentary Procedure. You are not expectedto know it all, but you are expected to knowenough so that you can:

1. Efficiently transact the business ofthe organization

2. Protect the rights of all membersduring the meeting

The last section of this Guide is devotedto Parliamentary Procedure. Read it!

Be Prepared to Conduct the Meeting

Be mentally and administratively prepared to conduct a good, efficient meeting.Your agenda (as mentioned in the precedingsection) should be finalized at the precedingBoard meeting. Be sure you or your Secretaryhave enough extra copies of the agenda andother discussion-related data available forthe meeting.

Following is a standard type of agendafor a membership meeting. It is recommendedthat you attempt to follow the basic outlineas closely as possible, but don't hesitate tochange its order if it will enhance yourparticular meeting.

Sample Agenda for a Membership Meeting Call to Order Invocation Pledge of Allegiance Introduction of Guests Approval of Agenda Program and Guest Speaker (some speakerslike to wait until the end of the meeting)

Secretary's Report (highlight minutes ofthe previous meeting)

Treasurer's Report Officer Reports (as needed) Standing Committee Reports Old Business

a.b.c.

New Businessa.

b.c.

Guest Speaker (optional) President's Comments Announcements Comments for the Good of the Chapter(any member comments on anything hopefully positive comments.)

Jaycee Creed Adjournment

The Hour Before the MeetingThe stage is set for the meeting in the

hour that immediately precedes the start ofthe meeting. Here is where you set the look ofefficiency and the feeling of friendliness to allwho attend.

Arrive Early

Arrive at the hall at least an hour beforehand. It's your meeting and your responsibilityto see that everything is set up properly. Ifthe door to the hall is locked, it's better toknow an hour beforehand than only 5 minutes.


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The Set-Up CommitteeHave two or three non-Board members

responsible for the set-up of each meeting.Rotate the assignment every meeting. Theyshould arrive early and do the following kindof things:

1. Set up the head table,2. Set up the room,3. Put up the Creed banner, flag, andpodium,4. Put out ash trays,5. Set up the greeting table,6. Set out any display materials orposters,7. Sweep and generally clean up theroom if necessary,8. Check the bathrooms for toilet paper,towels, etc.,9. Set up and check any audio-visual

equipment to be used,10. Check microphones, etc.If you decide to have a set-up committee,be sure to thank them from the podium thatevening.

Head Table Set-UpFor most meetings, you should have thePresident, Vice Presidents, Secretary, Treasurer,State Officers and guest speakers at the headtable. Their seating arrangement is really up

to you.If, however, you are a large chapter or arehaving a somewhat formal meeting for anyreason and you want to ensure proper protocol,these are the general rules for seating (facingthe audience):1. Guest speaker to immediate rightof lectern2. Chapter President or Master of Ceremonies to immediate left of lectern3. Highest-ranking Jaycee officer tospeaker's immediate right4. Highest-ranking non-Jaycee, otherthan speaker, to emcee's immediateleft5. Seat men of equal rank at equaldistance from podium to left andright of lectern6. Number of guests of equal rank canbe seated alphabetically7. Arrange seating from lectern toeither end

8. Notify people to be seated at headtable well in advance and indicatedress - black tie and tux or businesssuits9. If meeting is formal, line up head

table people in proper seating orderoff stage and then seat them "enmasse"1O. Alternate "outsider" with Jaycees good PR "livens up" conversation11. Wives are seated to the right oftheir husbands

Hospitality TableIt is highly recommended that at eachmeeting you have an official hospitality tableto greet all prospective members who attend.The minute a prospective member enters theroom he should be lead to the "HospitalityTable": where he is-

welcomed to the meeting;receives a nametag (stick-on type);receives a copy of the agenda;receives a membership application;receives any other Jaycee informationthat you have to pass out.After he is greeted be sure that themember who brought him introduces him

to as many Board members and generalmembers as possible.

Pre-Meeting OrientationAn excellent means to orient guests andprospective members and to expedite meetingsis to have a "Pre-Meeting Orientation." Acouple of Past Chapter Presidents can conductthe session for you.Prospective members arrive at the hallone-half hour before the meeting starts. Aftergoing to the "Hospitality Table," they are taken

by the members conducting the orientationto a separate room. There they receive a 15minute orientation.

The main purpose is to acquaint the guestswith what is to happen at that night's meeting.The meeting's agenda is reviewed with them.Any project to be reported on that night isexplained at this "Pre-Meeting Orientation";this eliminates the necessity of every projectchairman explaining exactly what his project


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is during every meeting at which he gives areport. This will eliminate the phrase, "forthose of you who are here for the first timetonight, let me take a brief minute to explainmy project."

Do not spend much time on the Nationalor State organization at this orientation. Theprospective members are primarily interestedin your chapter and what it is doing.

If you conduct this type of "Pre-MeetingOrientation," you'll recruit approximately 90%of those prospective members who attend.

The BarIf you have a bar at your meeting hall,

shut it down when the meeting begins. Don'topen it until you adjourn. If, however, yourmeeting is exceptionally long, you may wantto open it during a break.

Members who have had a little too muchto drink can inhibit the efficient transactionof business at the meeting and, simply, do notcreate a good impression to guests and prospective memoers. If they "don't know whento say when" - you say it for them.THE MEETING ITSELF

Always conduct yourself as the leaderthey elected you to be. Be neat and clean inappearance. Run the entire meeting in asefficient and professional manner as youknow how.

Start on TimeEven if you and the Set-Up Committee

are the only ones in attendance, start yourmeeting on time. Don't ever wait for "just acouple of more members to show up!"

You set the habit for your members. Ifyou always start your meeting late, yourmembers will habitually arrive late. If youalways start on time, then they will alwaysbe on time.

Follow the AgendaAs your agenda goes, so should go your

meeting. Once the audience approves theagenda, stick to it. The agenda is the onlymeans by which you can keep the meetingmoving.

Welcome All GuestsImmediately following the Pledge of

Allegiance, introduce all guests and prospective members. Have the member manning the"Hospitality Table" keep a list of every guestin attendance. Be sure not to overlook anybody.

Introducing SpeakersAlways prepare an introduction for any

guest speaker. Call him ahead of time or seehim before the meeting to get the factsnecessary for a proper introduction.

The purpose of a good introduction is tobuild the credibility of the speaker. Veryseldom will just a name and title build thiscredibility. So be sure you gather enough factsabout the individual to adequately presenthim to your audience.

Officer and Committee ReportsAs mentioned in a previous section, ensure

at the Board meeting that everyone knowswho is responsible for what reports. Also, giveeveryone time limits for each report (i.e. VicePresident's reports, 5-6 minutes; and comm itteeor project reports, 3-4 minutes.)

Have all reports given from the podium th is allows you to control the speaker. If heruns over his time limit give him a signal to"wrap-it-up." A good way to do that is tomerely stand up beside the speaker withoutsaying a word; he'll get the message.

Never Lose Your TemperNever, never lose your temper. Be diplo

matic. If someone is out of order, be firm butpolite. If someone interrupts, you can politelysay, "Mr. so-and-so has the floor, but we willget to you in just a short time." Rememberthat in those tense situations ParliamentaryProcedure and common sense will be yourtwo best friends.

It's very tempting sometimes to really"cloud up and rain" on an obvious agitator,but resist that temptation. Do not belittlehim or be sarcastic. He is the one who has aproblem, not you. And the rest of yourmembers know that.

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Board Meetings

Your Board of Directors or ExecutiveCommittee meetings are different from yourgeneral membership meetings. The Boardmeetings are an in-depth review session designed to analyze where you've been, where youare and where you're going.

They are extremely important to you asPresident because they give you a chance toconsistently regroup your team and keep itheading in a unified, positive direction. Theresults of how well you build and prepareyour team at a Board meeting will be noticedat the following membership meeting.

Following are the key elements of havinga productive Board meeting.

1. Prepare an Agenda. Always plan yourBoard meeting. Have a complete agenda prepared before the meeting (either by yourselfor your Secretary.) Have an agenda for everyone attending the meeting. Mail them out inadvance, if at all possible. Start on time andhold to the agenda. (NOTE: There is a sampleagenda for a Board meeting at the end of thissection.)

2. Use Parliamentary Procedure. Alwaysfollow good parliamentary procedure guidelines when making the business decisions ofthe chapter. Your Board meeting may befairly informal (so that the quieter membersof your Board have an opportunity to "openup"), but all decisions should adhere to goodparliamentary procedure practices. (NOTE:Parliamentary Procedure is discussed in thenext session of this guide.)

3. Keep the Meeting Short. Respect thetime of your Board members. Transact allbusiness quickly and efficiently. Have brainstorming and creative sessions at the end ofthe agenda. Don't let them ramble. You'rehaving a Board meeting, not a committeemeeting, so don't waste time doing committeework.

4. Have a Report from Each BoardMember. Every Board member should participate in the meeting. The best way to ensurethat is to have each one give a report on hisportfolio area. Either you or your Secretaryshould call each member before the meetingand let him know what is expected of him.Give each a time limit to ensure short andconcise reports. Remember, participation byall stimulates unity.


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5. Review Your Newest Members. Haveassigned Board member give the entire Boarda quick overview of your newest members who they are, where they work, what theywant to do, why they joined, etc.

6. Review the Members Whose Dues AreDue Next Month. Have they been billed? Talkabout them. What is their attitude? When wasthe last time a Board member spoke to them?What action, if any, is needed to ensure thatthey will rejoin? Editor's Note: If you do thisat each Board meeting-your chapter's retentionrate will increase by 15% or 20%.

7. Have an "Attitude" Report. Have eachBoard member with individual membersassigned to him give a report on the generalattitude of his people. Is it "good", "bad","indifferent", "positive", "negative", etc.?These reports will enable you and yourBoard to note any trends before they becomemajor problems (i.e. if it seems that mostmembers are indifferent, then you and yourBoard should quickly examine the kind ofmembership meetings that you've been havingrecently and the types of projects that arebeing conducted.)

8. Review Your Year of Planned Action.Where are you in relation to where youplanned to be? How do new projects affectyour Plan of Action? Should you drop orreschedule any projects? Do you have allyour chairmen appointed?

9. Prepare the Agenda for the NextMembership Meeting. Let the Board participate in the preparation of the agenda. Thiswill relieve any "assumptions" as to whatthey are responsible for at the next meeting.Review the business to be transacted and, ifpossible, get the rest of the Board membersto agree to a unified position on the criticalissues. Pinpoint responsibility for any reportsto be given (i.e. the Community DevelopmentVice President knows which of his committeechairmen are expected to have verbal reports

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ready, and that it is his responsibility to besure that each is prepared with a short,comprehensive report.)

10. Have Some Creative Time. Allow timeat the end of the meeting for creating newideas, approaches and solutions.

Sample Agenda for a Board Meeting Call to Order Invocation Pledge of Allegiance (Optional) Jaycee Creed Approval of Agenda Secretary's Report Treasurer's Report Officer Reports (All Officers, ExceptThose Responsible for Members) Review of Membershipa. Newest Members

b. Whose Dues are Due Next Monthc. Attitude Report (Officers Respon

sible for Members) Review of Status of Year of Planned Action Approval of Agenda for Next Membersh ipMeeting Old Business

a.b.c.

New Businessa.b.c.

President's Comments Creative Time Adjournment

The importance of Board meetings to thesuccess of your chapter's year cannot be overemphasized. The success of a membershipmeeting can be measured in direct proportionto the success of the preced ing Board meeti ng.

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ParliameQlary Procedure

1. To enable an assembly to transactbusiness with speed and efficiency.2. To protect the rights of each individual.3. To preserve a spirit of harmony withinthe group.

To achieve these purposes, always considerthe five basic principles of parliamentaryprocedure:

Parliamentary procedure will either beyour friend or your foe. The choice is entirelyup to you. If you have a working knowledgeof it and use it, along with common sense,you'll have a friend for life.

One of the simplest and most comprehensive books on Parliamentary Procedure is oneentitled "Mister Chairman - A Handbook onParliamentary Procedures." It was compiledby the Activities Center, Associated Studentsof Washington State University. This handbookfollows and is presented almost in its entirety.It is reprinted by permission.THE "WHY" OF PARLIAMENTARY LAW

Parliamentary law is simple in principle. Itis based largely on mere common sense andcourtesy. It seems technical because it hasbeen necessary to develop a special vocabularyfor discussing it. If one knows the vocabulary,the rules come easily. For this reason, a glossaryof common terms has been included in theback of the booklet and should be referred toas often as necessary in considering the fundamental rules. The purpose is:

1. Only one subject may claim theattention of the assembly at one time.2. Each proposition presented for consideration is entitled to full and freedebate.

3. Every member has rights equal toevery other member.4. The will of the majority must becarried out, and the rights of theminority must be preserved.5. The personality and desires of eachmember should be merged into thelarger unit of the organization.

THE ORDER OF BUSINESSIt is customary for every group to adopt astandard order of business for meetings. Whenno rule has been adopted, the following is theorder:

1. Call to order:"Will the meeting please come to order."

2. Reading and approval of minutes:"Are there any corrections to the minutes?""There being no corrections, the minuteswill stand approved as read."


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... OR ..."Are there any further corrections to theminutes?" ..."There being no further corrections. the

3. Reports of officers and standing committees:Officers, boards, or standing committeesshould be called upon to report in theorder in which they are mentioned in theconstitution or by-laws of the organization.

4. Reports of special committees:5. Unfinished business:"We come now to unfinished business. Isthere any unfinished business to come before the meeting?"6. New business:"Is there any new business to come beforethe meeting?"

7. Program8. Adjournment:Unqualified torm: Proposer moves for

adjournment; motion is seconded; chairman calls for a vote; action depends uponmajority vote. This motion cannot bediscussed.Qualified form: Proposer moves foradjournment within a definite time oradjournment to meet again at a specifiedtime; motion is seconded; chairman callsfor discussion; a vote is taken; actiondepends upon majority vote.

WHAT IS A MOTION?A motion is a proposal that the group

take certain action. There are four types ofmotions:

Main MotionsMotions of this group have for their object

the bringing of questions, or propositions,before the assembly for consideration. Onlyone main motion can be considered at a giventime by the assembly, and such a motion,when introduced, excludes all other mainmotions until it has been disposed of.

Subsidiary MotionsMotions of this group have for their

object the modification or disposition of themain motion that is being considered. Theirexistence as motions depends entirely uponthe principal motion to which they are subordinate. Since they relate to the questionbefore the house, it is "in order" to proposethem when a main motion is still before theassembly and to vote upon them prior to voting upon the main motion.

Privileged MotionsMotions of this group have no connectionwhatsoever with the main motion before the

assembly, but are motions of such importancethat they are entitled to immediate consideration. These motions have the privilege of


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setting aside temporarily the main businessbefore the house.Incidental Motions

Motions of this group have few generalcharacteristics in common, but for conveniencehave been grouped into one class. The name,"incidental," has been chosen because theyarise only incidentally out of the business ofthe assembly.

See pages 10 and 11 for a Chart of Precedence of Motions and a Summary of RulesGoverning Them.PROGRESS OF MOTIONS1. A member rises and addresses the presidingofficer.

The presid ing officer should be addressedby title, as "Mr. President." If the specifictitle is not known, it is always correct touse the term "Mr. (or Madame) Chairman."

2. The member is recognized by the presidingofficer.The chairman recognized a member byhis name, "Mr. Member" or by a nod tohim. Having thus received formal recognition from the chairman, a member is saidto "have the floor" and is the only member entitled to present or discuss a motion.

3. The member proposes a motion.A motion is always introduced in theform, '" move that" followed by a statement of the proposal. Th is is the onlycorrect phraseology. Aside from verybrief explanatory remarks, it is not perm issable to discuss the merits of a motioneither prior to, or immediately following,the formal proposal of the motion. Alldiscussion must wait until after the chairman has stated the motion to the assembly and has called for discussion.

4. Another member seconds the motion.Another member, without rising oraddressing the chairman, may say "Isecond the motion." Seconding a motionis merely an indication that the memberseconding it wishes the matter to comebefore the assembly for consideration.If no one seconds the motion, the chairman may ask, "Is there a second to themotion." If there is none, he may declare,"The motion is lost for want of a second."

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5. The presid ing officer sta tes the motionto the assembly.When a motion has been properly proposed and seconded, the chairman repeatsthe motion to the assembly, or "states themotion." After it has been formally statedto the assembly, it may be spoken of as a"question," or a "measure."

6. The assembly discusses or debates themotion.After the motion has been formally statedby the chairman, any member has a rightto discuss it. He must obtain the floor inthe same manner as when presenting amotion. Normally the first person whoasks recognition is entitled to speak, butwhen several members wish to speak orpresent motions at the same time, certainguiding principles should determine thedecision of the chairman:a. The chairman should always show

preference to the proposer of themotion.b. A member who has not spoken hasprior claim over one who has alreadydiscussed the question, or who hasproposed another motion.c. If the chairman knows the opinions

of the various members regarding themeasure before the house, he shouldalternate between those favoring themeasure and those opposing it.d. The chairman should recognize amember who seldom speaks in preference to one who frequently claimsthe attention of the assembly.DISCUSSION MUST BE CONFINEDTO THE QUESTION THAT IS"BEFORE THE HOUSE."

7. The presiding officer takes the vote on themotion.When all members who desire to discussthe question have done so, the chairman"puts the motion to a vote. II He may,before taking the vote, inquire, "Is thereany further discussion?" or "Are youready for the question?" If no one rises,the chairman presumes discussion isclosed. He will proceed to take the voteby announcing, "All in favor of the motion(STATE THE MOTION) say 'Aye'."Following response from the assembly,the chairman then says, "Those opposedsay 'No'." If the chairman cannot determine from the volume of voices whichway the majority has voted, he says:


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Nominations From the Floor:a. Nominations do not require a second.b. Nominations are in order as soon as thechairman calls for them.c. As a nomination is made, the chairmanrepeats it and the secretary records it.d. No member may nominate more thanone candidate for each office.e. If there are no further nominations,the chairman may declare the nominationsclosed.f. A motion to close the nominationsrequires a two-th irds vote.g. Prior to voting but following the formalclosing of nominations, nominations may bereopened by a motion, which requires only amajority to carry.

Nominations by Nominating Committee:a. Committee may be appointed or electedas assembly may choose or as stated in theby-Ia ws.b. Nominating committee report presentsto the organization the names of one or moremembers as candidates for each office.c. The report of the nominating committeeis not adopted, but the names are posted andtreated as if the persons named had beennominated from the floor.d. Further nominations may be made fromthe floor.

Voting for Candidates Not Nominated:Voters may vote for anyone who is eligibleregardless of whether or not he has been

nominated, and anyone receiving the necessarymajority is elected. This is commonly called a"sticker ballot."

Voting on Nominations:a. After the nominations are closed, theassembly proceeds to vote upon the namesby the method prescribed in the constitution.b. An election becomes effective immediately,if the candidate is present and does not declineor if he is absent but has consented to hiscand idacy. If he is absent and has not consented to his nomination, the election becomeseffective as soon as he is notified, if he doesnot decline immediately.c. Unless some other time is specified in theby-laws, an officer assumes the duties of officeas soon as he has been elected.

Most organizations make specific and detailed provisions for nominating and electingnew officers in their constitution and by-laws.The provisions ordinarily include such detailsas time of nomination, time of elections,method of nominating and electing, and timeof installation.


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PARLIAMENTARY PROCEDURE QUIZThe following is a quiz that is an excellent tool with which to educate your Board or your membership on the basics of Parliamentary Procedure. Photocopy or retype the questions and use it to orientyour people.T F.Parliamentary Procedure is used to keep outsiders from knowing what is going on.T F.The source of any organization's parliamentary procedure authority is Robert's Rules of Order, Revised.T F.A motion to adjourn is always in order.T F.he chair uses the 'Rule of General Consent' to expedite business without discussion or vote of themembers.

F.Any motion that suppresses the normal rights of the group requires a larger vote of the members.T F.Orders of the day' are the duties assigned to the Officers by the President.TF.During the discussion of the Main Motion, another motion cannot be made.T F.Any member who wishes to close debate may 'Move the Previous Question.'

USF.An amendment must be 'germane' to the main motion.TF0.An amendment to the amendment need be 'germane' to the main motion.T F1.An amendment may be tabled in order to act on the main motion.T F2.A 'Point of Order' can only be made by the Parliamentarian.T F3.Any member has the right to 'Appeal From the Decision of the Chair.'T F4.The member making a motion is the only person who may withdraw it.T F5.All motions must be seconded.T F6.Before making a motion, the maker should present h is argument in favor of it.T F7.The membership should discuss or debate every motion before voting.TF8.The President is always an ex-officio member of all committees of the organization.TF9.During consideration of a motion the chair must state the motion at least twice.TF0.A chairman may be removed at any time by motion and vote.TF1.Only the chair can make a motion to adjournTF2.A good secretary's minutes will record everyt'Jing that is said at a meeting.TF3.No member should be perm itted to speak CJ 'iecond time on the same question if anyone desires to

speak who has not spoken previously on that luestion.F4. The chair must resta te the motion before a vo~e is taken.T F 25.n motions that are obviously popular, minority discussion can be dispensed with in interest of time.

PARLIAMENTARY PROCEDURE QUIZ ANSWERS1. F

2.F

3.T

4.T

5.T6. F7. F8.T

9.T

10.F

11.F

12.F

13.T

14.T

15.F

16.F

17.F

18.F

19.T

20.F

21.

F22.

F23.

T24.

T25.

F Used for orderly meetings.Constitution will name the authority, which MAYBE Robert's Rules.Has highest precedence."If there are no objections or corrections, the minutes stand approved as read," is one example.Usually a two-thirds majority, in very rare cases unanimous.Another name for the agenda.Another MAIN motion cannot be made.Of course, the rest of the group may feel differently and defeat the motion thereby continuing debate.Any amendment must be germane to the motion.A Point of Order may be made by any member.For anyone else to be able to withdraw it would mean that anyone opposed to the motion could removeit very simply. This is not the intent or purpose of a motion to withdraw.Many motions, such as Point of Order, require no second.Discussion is not in order until there is a motion to discuss.Many motions are not debatable according to parliamentary law.Not unless the constitution so states or he appoints himself.The chair restates the motion right after it is made and before final vote on the question.Your presiding officer (usually the president) is elected for a specific term of office. He can be removedby impeachment or by his own resignation. If we could remove a chairman from the chair every time wewere unhappy, we would have chaos.Any member may move to adjourn. The chair may not make a motion.An impossibility! A good secretary records the BUSINESS of the organization.As this is one of Robert's general rules of precedence of speakers.The entire purpose of parliamentary law is to preserve the right of the minority to have its chance tospeak.


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II 10\1CHART OF PRECEDENCE OF MOTIONS AND SUMMARY OF GOVERNING RULES

May Interrupta Speaker

Requiresa Second Debatable

VoteRequired

Motions thatMay Apply

Privileged Motions --------------------------------------------------1. To fix time to which to adjourn No Yes Limited Maj. Amend Reconsider2. To adjourn (unqualified) No Yes No Maj. None3. To take a recess No Yes Limited Maj. Amend4. To rise to a question of privilege Yes No No (hmn. Rules All5. To call for the orders of the day Yes No No None None

Subsidiary Motions --------------------------------------------------6. To lay on the table No Yes No Maj. None7 . To call for the previous question No Yes No 2/3 Reconsider8. To limit, or extend limits, of debate No Yes Limited 2/3 Amend. Recon., Prevo Ques.9. To postpone definitely No Yes Limited Maj. Amend. Recon., Prevo Ques.10. To refer to a committee No Yes Limited Maj. Amend. Recon., Prev.Ques.11. To amend No Yes Yes Maj. Amend. Recon., Prev.Ques.12. To postpone indefinitely No Yes Yes Maj. Limit Dcb. Prev.Ques.Rccon.Main Motions ----------------------------------------------------13. a. General main motions

b. Specific main motionsTo take from the tableTo reconsiderTo reconsider and have entered

on the minutesTo rescindTo expungeTo adopt a resolut ionTo adjourn (qualified)To create orders of the day

(Special) _To amend (constitution, etc.)Incidental Motions --------------------------------------------------To suspend ru lesTo withdraw a motionTo read papersTo object to considera tionTo rise to a poin t of orderTo rise to parliamentary inquiryTo appeal from the decision of the chairTo call for a division of the houseTo call for a division of a question

NoNoYesYesNoNoNoNoNoNoNoNoNoYesYesYesYesYesNo

YesYesYesYesYesYesYesYesYesYesYesNoYesNONoNoYesNoYes

YesNoYesNoYesYesYesLimitedYesYesNoNoNoNoNoNoLimited~No

Maj.Maj.Maj.None untilCal led for2[3--2/3Maj.Maj.Gen, Maj . Spec.2/32/3

2/3Maj.Maj.2/3Chmn. rulesor Maj.NoneMaj.Maj.Maj.

AllNoneLim. Deb., PrevoQues., Table,Postpone definitelyNoneAllAllAiiAllAllAllNoneReconsiderReconsiderReconsiderNoneNoneAll except amendNoneAmend


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ACTION FOR SPECIAL PURPOSES

Objectffectlear the floor forDelays actionecure immediate votends debaten pending question -rovides more or lesshortens or lengthens17 time for discussioniscussion period- Often gives more timeelays actionor informal discussionfor securing followers To enable more carefulelays actiono improve the notiono change theoriginal motion To prevent a vote ono suppress theuestiono call attention toKeeps group function-ng according to parlia-mentary procedures To determine the attitudeSecures ruling of thef the group on the rulingroup rather than byhe chairo permit action notecure action whichould otherwise beprevented by the rules Prevent wasting timeuppress the motionn unimportant businessecure more carefulecures action bya rtsa) To determine theecures an accurateheck on voteindividual member's vote


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ACTION FOR SPECIAL PURPOSES (cont.)

Objectffectuggest names for officelaces before the groupnames for considerationTo secure information orrovide informationsk to be excused from a dutyo have legal continuationets definite continua-to adjourn of the meetingion time

To adjournEnd the meetingdjourns the meetingTo take a recessTo secure an intermissionelays actiono correct undesirableorrects undesirableond itionsonditiono secure ad herence toame as objectrder of businessontinue the considerationontinue considerationof questiono reconsider the questionecures further consideration and another voten the questiono reconsider the questionecures further consider-t the next meetingtion and another vote on the questionthis motion)To rescindRepeal action previouslyame as objectpproves previous actioname as object

- --1

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ConclusionThe importance of Board and membershipto the overall success of your chapter cannot

be overemphasized. A well planned and wellrun meeting may not be a reason in itself fora member to attend a meeting, but an unorganized and inefficiently run meeting isdefinitely a legitimate reason for him not tocome.

Get your Board members as involved aspossible in the planning of your chapter'smeetings. Let it become "their" meeting, notjust "your" meeting. Always ask them forassistance when addressing important orcontroversial issues during the meeting. Also,ask them to help you handle any "overlyaggressive" member when that member'sactions deny any other member's right to beheard or negatively impedes the progress of ameeting. The Board shall ensure that eachmembership meeting is a productive one ...you, as President, just h.lppen to be the oneselected to stand behird the podium andexped ite the transaction of the chapter'sbusiness.

Use Board meetings to hold each Boardmember accountable for performing on anongoing basis, the duties and responsibilitiesof his respective office. Be fair, but be firm.Maybe the goal of each of your Board meetingsshould be to have each Board member morecommitted to the performance of his duties.You do this by holding them accountable,and then assisting each with his weak areas;and the best place for this to be done is at aBoard meeting.

At both Membership and Board meetingsyou will be called upon to make some verytough and sometimes, controversial decisions.Let the following be your guide when thesedecisions have to be made:

"If it's best for the majority do it;if it's best for the minority-don't do it."

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Notes

'--201 ------------

...--

160


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~ J

f ITIPS FOR A SUCCESSFUL SEMINAR OR MEETING

The following section is designed to be used for conducting a successful seminar or meeting. We invite youto utilize these tips often during your year as State Program Manager.I. ADVANCE PROMOTION AND PUBLICITY(NOTE: A personal visit is always better than phone or mail.)A. News Releases

I. Local daily, weekly, and monthly newspapers (Look in Yellow pages for names)2. Corporation and business newsletters and bulletins3. Social agencies newsletter5. High school newspapers6. Jaycee Newsletter & State Jaycee publication7. Tips: Double-space your typed news release. Be sure it tells who, what, where, when, why,and how, early in the story. Details come later. Give the "grabber" in the lead paragraph;then arrange the less important information in descending order.B. Color Flyers or Posters Announcements

I. Drug Store2. Gas Station3. Town Hall4. Post Office5. Church Lobby6. Bank.7. Hospital Lobby8. Airport9. Civic Center10. Sports Arena11. Library12. High School13. College14. Local Buses or Taxies

C. Radio Station - Public Service Announcements1. Local radio stations (look in yellow pages for listing)2. College radio station3. Minority group radio station4. Both FM and AM radio stations5. Have radio stations tape conference for re-broadcast6. Contact radio personalities for feature interviews

D. TV Stations1. Public Service Announcements2. Cable TV3. Educational TV Outlet4. Special News Feature (Call TV stations to send camera crew out to your funtion)5. Program Personalities Interviews (Check with TV stations for standard programs about cooking,

community events, dialogues, issues, youth, health type shows on which you can appear.)E. Editorials

I. Contact Editorial Page Editors or Newspaper Publishers about a newspaper editorial about yourevent or conference.2. Set up a meeting with them. (Why not take them out to lunch?)3. Have printed materials prepared ahead of time to hand over to the editor for resource material.

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F. Newspaper Columnist1. Contact newspaper regular column writers (health, education, youth, special events, issues &politics, etc.) to see if they will write about your event or conference.2. Again, be sure to have materials prepared for them ahead of time including news release,

agenda, keynote speaker biography, etc.G. Local Neighborhood Bargain & Classified Want Ad Newspapers

1. These local neighborhood papers offer ads and items for sale; many times they are distributedfree to the entire community.2. Call them or better yet, see them in person for a free announcement or plug about your eventor conference.

II. FREE MEETING HALL OR ROOMA. For Free Auditorium or meeting HaDContact:

I. High School2. Library3. Town Hall4. Local College5. Local Corporation or Business6. Local Shopping Center Community Hall7. Fire Departmen t8. VFW, DAR, Knights or Columbus, Moose Lodge, etc.9. Telephone Company10. Civic Center11. Church12. Medical Center or Hospital

B. Checklist1. Location of light Switches2. Air conditioning or heat3. Who's to open and lock doors4. Electrical outlets5. Audio system6. Ladies and men's room available and unlocked7. Parking facilities8. Police protection and traffic con trol9. Post direction signs at nearby major intersections

III. AUDIOVISUALSA. For Free Films and Movie Projector Contact:

1. Local school system2. Council on alcoholism3. Telephone company4. Jaycee school teacher5. University or college6. Library7. Town hall8. Church organization9. Local social agency10. Motion picture rental company (yellow pages)

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B. Checklist1 . Ugh tswitches2. Correct film (16mm ?)3. Extension cord4. Extra bulb5. 3-prong adaptor plug6. Take-up reel7. Power source8. Screen (if none, use wall or table cloth)9. Garbled sound (make sure fIlm is tight around sound drum)10. Room can be darkened

C. Other Audiovisual Devices1. Slide projector2. Overhead projector3. Chalkboard

IV. GUEST SPEAKER OR PANELISTSA. Confirm by letter; time; place; location; directions; what is expected; biography; what exactreimbursement will be allowed if any; photographs for advance news releases; maximum lengthof speech or remarks.B. Confum again by phone, day before or morning of event or conference.C. Run off extra copies of all news releases or biographies for press and news media, and have extracopies at conference or event itself.

V. LEADERSHIP ENDORSEMENT (Mayor, Governor, Congressman)A. Support of Elected Officials

1. Why not invite your mayor, U.S. Congressman, Senator or Governor to your function, eventor conference? Maybe one of these individuals could make opening remarks or even a speech.2. If such an elected official can not appear in person, how about a mailgram, proclamation,letter or resolution. The elected official may even send a representative.

B. Publicity of Elected Official's Concern for Your Cause1. You might want to print the Governor's or other elected official's mailgram or letter righton your program agenda or include copies of it on the press table or in the handout kit.2. Do a special news release on the elected official's remarks about your event or conference.

C. Jaycee PresidentI. Don't forget your local chapter Jaycee president and state Jaycee president. Quotes andpublicity about them attending your event or seminar would certainly be in order too.2. Send news releases of your chapter or state president's remarks or quotes to your state Jayceepublication editor. (You can get the state Jaycee editor's name and address from the insidecover of your state Jaycee publication, state directory, or call state Jaycee headquarters.)

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VI. MEALS AND COFFEE BREAKSA. For Free coffee, snacks, or meals contact:

1. Coke or Pepsi-cola local distributor2. Local bakery or doughnut shop3. Jaycee auxiliary4. Corporate or business sponsor (Don't forget to give them a plug during the program.)5. Jaycee member influential with store, restaurant or caterers.6. Salvation Army7. Council on Alcoholism8. Local civic or women's club

B. Other Tips1. Use plastic or paper cups, utensils, etc.2. Use buffet style line3. Check meeting hall for food services and kitchen.4. Got bottle openers? ice? sugar? creme?5. Coffee maker available?6. Cups that will hold hot liquid?

VII. MISCELLANEOUSA. Set A Date, Time and Place

1. Set a date time and place for your event or conference. Do this at the earliest possible time.2. Before you set the date don't forget to check with your local chapter president and state Jaycee yearly schedule to see if your date is in conflict with a major Jaycee event already scheduled for that date. Also, check with your local Chamber of Commerce, Convention Bureau,local newspaper, or professional organizations that are involved in your function or eventto make sure you're not in conflict with any major seminars or events they already haveplanned.

B. Free Phone Servicel. Find free use of a WATs line for your use. Check with your Jaycees.2. Check to see if a buddy Jaycee works for the phone company. If extensive use of a phonefor long distant use is required, he might offer cost-cutting suggestions.3. Your Jaycee chapter may have a phone budget. See if you can use the chapter phone for yourproject if charges are involved.

C. Free Prin tingI. Contact a vocational or trade school, social agency, mayor's office, corporation or businessagency or print shop for free use of their offset press or copying services. Big corporationsmight even have their own print shop. As a community service, they might actually typesetand prin t a flyer or brochure for you.2. If free printing services are donated, don't gorget to give the donating agency a plug on theitem prin ted.

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D. RegistrationI. It's always advisable to get everr;body's complete name, address with zip code, place ofemployment, and home and business phone numbers with area codes.2. Name tags are helpful. Print names as large as possible. Many typewriter rental services have

special typewriters with extra large typing elements.3. Many registrants prefer to have a listing of others who have attended the workshop. If you can,

have such a list typed with last names in alphabetical order and a heading with the conferencename, date, location, and sponsors.

E. Questions for Panelists or Keynote SpeakerI. Pass out 3 x 5 cards so audience participants can ask anonymous questions to the panelists

if they so desire. No names need be put on the cards.2. Allow plenty of time for questions and discussion.

F. Program Agenda1. Don't forget to have a carefully planned published agenda for your meeting.2. Have it typeset if possible with plenty of art work and an attractive cover. Use color paperto enhance it further or even color inks.

G. Critique Sheet for ParticipantsI. A simple, one-page critique sheet would be valuable and important feedback information.The evaluator could optionally put his name on the critique sheet.2. You might ask questions needing only a short reply; however, allow for a narrative at the end.

H. Taping Seminar and Proceedings ReportI. You might want to audio tape the proceedings of your conference or meeting for record or

to transcribe the tape into a proceedings report.2. If you do so, make sure all present, including the audience, speakers and panelists know

ahead of time their remarks are being recorded. A few speakers may wish their remarks notto be recorded, and such wishes should be respected.3. If a proceedings report is published, it is customary to obtain permission in writing from therespective speakers and panelists to print their remarks or speeches.

I. Theme or Logo for ConferenceI. You might pick an overall theme, slogan, or logo for your conference so it can be quicklyand easily identified.2. A local advertising rum, corporation or business public relations department, or local advertis

ing council might assist you in developing a theme or logo.


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J. Sponsorship Credi tI. Here'sjust one way you can show your chapter name with sponsors for an event or conference.

THE ANYTOWN JAYCEESin cooperation with

Boys Club of Any townKiwanis Club of Any townWKED-1V Public Affairs Department

present

2. Be sure to check with all agencies and clubs concerned for their approval of the appropriatecredit tag before using it extensively on literature and in public service announcements. Askeach group how they want their own organization's name to be shown.

K. Follow-Up1. The most critical part of your entire meeting or seminar will be the follow-up action. Set

up the next meeting or committee meeting (date, time, location) before you leave the seminar.If possible, give people specific tasks or duties before the next meeting.2. Some people will need more information or certain names and addresses. Have a secretarytake down their names, so the information or materials people request can be sent to them.3. Your accurate and complete registration information will come in handy for follow-up activities.4. Make sure the press, 1V and radio people report the findings and highlights of your meetingor seminar.

VII. COMMUNITY AGENCIES AND RESOURCESI. Local government officials and agencies2. Local universities and colleges3. Vocational rehabilitation people4. Salvation Army5. National Alliance of Businessmen6. Clergy7. Salvation Army8. School departments9. Chamber of Commerce10. Community Council or United Fund agenciesII. Local military installations, National Guard, or Reserve Training Centers12. Collaboration with PTA, foundations, urban renewal, public/private employmentservices agencies, youth groups, and other civic organizations, Le., Kiwanis, Lions,Civitan, etc.13. _14. _15. _16. _

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.,.

everYOne knows the value of his own time and everyone hates to have that precious time wasted. One of themost frustrating time wasters is a poorly planned andconducted meeting or an unnecessary meeting. Lieutenant Colonel George C. Wallace recently told ArmyLogistician magazine that, "During the past five years,I estimate that half of the time I spent in meetings hasbeen wasted. This was confirmed by a detailed accountof the meetings I attended during a recent 30-day pe-

riod. The average was three hours of meetings per week,or ]56 hours a year."

Some rules offered by Colonel Wallace should behelpful to those who conduct meetings and to those whoattend. When appropriately applied, these rules will undoubtedly save a great deal of that valuable commodity-time. In his postscript, Colonel Wallace reveals,"this list was outlined while attending a two-hour meeting that should have lasted not more than 30 minutes."

Don't have a meeting unless it is necessary. Perhaps the information can be exchanged through phone calls or memoranda. Determine the purpose of the meeting. Will it produce a decisionor provide information? Prepare a specific agenda of key issues and distribute it in advance. Invite only those individuals necessary to accomplish the purposeof the meeting. Determine who will chair the meeting. One person cannot con

trol the meeting and actively participate at the same time. Never schedule a meeting for the last hour of the working day unless absolutely necessary. Make administrative arrangements. Should it be a sitdown orstandup meeting? (Standup meetings save a lot of time!) Should it bea roundtable discussion or classroom lecture? Have handouts andguidelines available, if necessary. Start on time. Latecomers will get the message!

Conduct the meeting in a firm businesslike manner. Maintain control, summarize frequently, and cut off long-winded speakers whenthey have made their points. At the end, sum up the conclusions, decisions, and followup actions, and circulate copies of the minutes, if available.

Army Logistician January-February 1976


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)

'nun' 1U t1A VI:. 1:.1' l' I:.L.II VI :. lYIl:.l:.lli"H ..I~

Preparing For Your Meeting:1. Decide on a purpose.2. Determine format.3. Prepare written agenda4. Give advance notice to those on the agenda.5." Send out notices of date, time, place.6. Prepare checklist of items to be completed

prior to the meeting.

Developing Your Agenda1. _2. _3. _4. _

Conducting Your Meeting:l. You start conducting the meeting the

moment you walk into the room.2. Review facilities checklist.3. Develop a warm friendly atmospherefor your meeting..

Start format agenda at stated time.5.

Properly recognize and introduce yourguests..

Call for approval of your agenda (allowadditions)..

Follow approved agenda.8.

Keep reports and discussion brief and tothe point..

Use proper parliamentary procedure.10. Adjourn meeting at a reasonable time.


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MEETING CHECKLISTPRIOR TO MEETING:

1. Do you have a definite purpose forthe meeting?2. Is agenda planned out and written?

__ 3. Have minutes of previous meetingbeen mailed to membership?__ 4. Do officers and/or chairmenunderstand what they are expectedto report on?_ 5. Has notice of meeting, time, andlocation been given to membership?__ 6. Have you contacted guest speakerand/or V I P's and' answered thefOllowing questions?

_16. Will you need name tags and/or otheridentification for members andguests? Are they arranged for?_17. Has arrangement been made for flag,creed and podium?__ 18. Isdecoration needed?AT MEETING:__ 1. Doouaveomeoneoreetmembers and guests?

2.Will the meeting start on time?

3.Do you have name tags?

4.Do you have place cards?,5. Is the room arranged right?6. Is bar set up?

Who will meet guest speakerand/or V IP's? AFTER MEETING FOLLOW-UP:

__ a._b.__ c._d.__ e._f.-g._h._i.

What sub ject Is to be covered?Time limit of speechTime in agendaWho will cover expenses?Who will cover transportationexpenses?Who will cover room expenses?

Do you have information forintroduction?Are wives invited?

7. Are officers and/or chairmenprepared for brief reports?8. Do you have awards?9. I s there water and glasses forheadtable?

_ 10. Have persons for headtable beennotified of seating arrangement (seechart entitled, "Rules for HeadtableSeating") ?

___ 1. Have thank-you letters or cards beensent?__ 2. Has important information been sent

to news media?7. Has meal been pre-arranged,inCluding menu, cost, serving time,minimum guarantees?8. Have arrangements been made foraudio visual equipment?9. Is back-up audio visual equipment orspare parts needed?

__ 3. Have minutes been prepared?__ 4. Have you completed all follow-up oncommitments or promises?___ 5. Have you evaluated the successof themeeting and answered the followingquestions?

__ 10. Have arrangements been made forback-up guest speaker?__ 11. Has meeting room been arranged for,including; room size, tab I.

arrangement, number of people to beseated and headtable seating?_12. Has gift been arranged for guestspeaker and/or VIP's?_ 13. Has engraving and/or lettering ofawards been made?_14. Will you have bar facilities and arethey arranged for?_15. Will you need the news media inattendance? Have they been notified?

a._b.__ c._d._e._f.-g.

Was the agenda fol lowed?Were minutes taken?Was action taken on neededitems of buslness?Was the,.. adequatefollow-through?Were the members aware ofquestions and decisions thatwere made?Was the opportunity given themembers to air their feelings onthe decisions that were made?Was the program or guestspea ker effective?


32/34


33/34

ere are some motions you might make, how tol .\make them. and what to expect of the rules., , , at a glance'To Do This: You Say This:

May YouInterrupt 00 You NeedThe Spe aker? AS econd? Is ItDebatable? 'What ValeIs Needed? Can II BeAmended? Can ~I BReconsldADJOURN MEETING "/ move that we adjourn"oesooMajorityo "/ move that we recessfor ... "oesoesMajorityo "/ riseto aquestion of privi lege" \esoooo VoteoSPEND FURTHER CON

"I move to table'the motion"oesooMajorityoD DEBATE AND AMENDMENTS

"/ move the previous question"oesoo 2/3ol "/ mo~'eto postpone the discussion until ..."No YesesesMajorityesIVE CLOSER STUDY

"/ move to refer the matter to committee"oesesesajorityes2MEND A MOTION

"/ move toamend the motion ... by"oeses3es Majorityes "Imove that ... "oesesesMajorityes

The Motions Listed Above Are In Order Of Precedence, . , Below There Is No Order. , ,PROTECT BREACH OF "I riseto apoint of order."esoooo Vote4oVOTE ON A RULING OF

"I appeal the chair'sdecision"esesesoMajorityesrHE CHAIRMAN)USPEND RULES"I move tosuspend the rules so that ...OJ'No ' Yesoo 2/3o

~VOID CONSIDERING AN"/ object to consideration of this motion"esooo 2/35.6

'ERIFY A VOICE VOTE"J callfor a division" or "Division!"esoooo Vote7No "Point of information"esoooo Voteo "/wish to withdraw my motion"ooooo Vote8 "/ move to takefrom the table ... "oesooMajorityo

ECONSII>ER A"/ move to reconsider the vote on ...Yes Yes9oajorityo

NOTES: t Unless valeon questioni s not yettaken.

2 Unless the ] Only Ifcommittee has the motion toalready taken be amendedup the subject . i sdebatab le .

4 Exceptin doubtfulcases.

S A 2/3 vote Innegative neededto preventconsiderationof main molion.

6 Only ifthe mainquestion ormotion wasnot, in fact,conllderod

A .

7 Unlesssomeoneobjects.

8 On ly If th evole i sno. 9 Only I fmot ionto reconsideredis debatable. ~-


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The JayceeCreedWe believe:

That faith in God gives meaning and purposeto human life:That the brotherhood of man transcends the

sovereignty of nations:That economic justice can best be won by free men

through free enterprise;That government should be of laws rather thanof men;

That earth's great treasure lies in human personality;And that service to humanity is the best work of life.

Documents

Guide to Successful Members Hi and Board Meetings