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Leadership Manual

Leadership and Governance

   TRANSITION: The Changing of the Guard
   NEW PRESIDENT POINTERS
   LEADERSHIP LESSONS FROM GEESE
   DUTIES OF OFFICERS
   HOW TO RUN A MEETING
   MEETING TIPS
   RECORD-KEEPING PRACTICES

MEETING TIPS

Generally speaking, any member (membership criteria should be in the organization's bylaws) attending a meeting may speak on any agenda item. Rules governing how often, how long, etc., someone may speak are often set to avoid lengthy, sometimes unproductive, discussions. However, speakers may request additional time, and the presiding officer may put the request for an extension of time to a vote.

To formally have an item voted on:
A member says "I move to . . .

1. adopt the report,
2. amend the pending motion,
3. limit debate on this issue to ___ minutes,
4. discharge the Nominating Committee,
5. etc.

Most motions require a second (someone who agrees with your motion or who simply wants to bring the item to a vote should simply say "second.")

Presiding officers may engage in debate on a topic but normally do not introduce motions or vote, except to break a tie. Presiding officers do have the right to vote in elections.

Once the motion is formally moved and seconded, the presiding officer restates the motion and asks if there are questions. At that time, members can ask questions or state concerns relating to the motion. After questions and concerns have been addressed -- amendments to the pending motion are allowed at this time -- the presiding officer again restates the motion to be sure everyone knows what is being voted on. The vote is taken, and the motion either passes or fails. Most motions only require a majority vote to pass. Other, more significant motions require a two-thirds vote to pass. When a majority vote is needed, a tie means the motion fails. When their vote will affect the result, presidents may choose to vote and thereby break or establish a tie. They may also choose to abstain.

To reduce conflicts during a meeting:

1. Encourage interaction and response from the group. Ask for input from at least one resident who does not hold an office or have a key role in the issue being addressed.
2. Discuss only those items which have been approved for that meeting's agenda.
3. Find and focus on the group's goals. Personal issues and personality differences should not be addressed during a meeting. These issues are best left to the individuals concerned and should be handled outside regular meeting times.
4. Try to predict situations where heated discussions may occur and ask that your community policing officer remain for the length of the meeting. The mere presence of a peace officer is often enough to discourage disorderly conduct.

For a more comprehensive discussion of how meetings should be run and the rules that govern them, please refer to any book on parliamentary procedure. A common title is Robert's Rules of Order, available at most libraries or bookstores.

---»RECORD-KEEPING PRACTICES

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