Running a meeting

To achieve their aims and objectives, people must come together to

• discuss and consult
• plan
• share
• decide
• act
• work
• enjoy and benefit by doing so

Therefore meetings are unavoidable.

Meetings can be interesting, effective and rewarding. Or they can be dull, boring and a waste of time. With some effort and knowledge of how to make meetings work, they can be successful and productive, but must always give people some personal satisfaction and enjoyment.

The monthly Parents & Friends meeting is an important event central to the Association's operation. Discussion takes place, ideas are exchanged and decisions are taken. The P & F meeting should be the nerve centre of the Association's activities.

A good meeting is like a good football game. It should flow smoothly, respect the rules and other people and with minimal interference from the referee, but it still needs a referee (i.e. the Chairperson).

The meeting should be run in accordance with your constitution.

The following should apply as per the model constitution.

Conduct of Meetings

Unless otherwise provided by this Constitution, at every Executive Meeting, Annual General Meeting, General Meeting and Special meeting:

1. The President shall be Chairperson or in his/her absence the Vice President and in the absence of both, a Chairperson shall be elected by resolution of a majority of the Members present at the meeting.
2. The Chairperson shall conduct all meetings in accordance with agreed and accepted rules for the conduct of meetings.(See parent manual)
3. Every question, resolution or decision shall be decided by consensus but should a deadlock occur a vote of all Members of the Association present will be taken and a majority decision shall apply.
4. Should a vote be required every member present shall be entitled to one vote. Where a vote is tied, the motion lapses so that the status quo is maintained.
5. Voting shall be by show of hands or a division of Members, unless a simple majority of Members present move that a secret ballot be conducted. The Chairperson shall appoint two Members to conduct the secret ballot in such manner as he/she shall determine. The result of the ballot as declared by the Chairperson shall be deemed to be the resolution of the meeting at which the ballot was demanded.
6. The Secretary shall cause full and accurate minutes of all questions, matters, resolutions and other proceedings of every meeting of the Executive, the Annual General Meeting, the General Meeting and any Special Meetings, to be entered in a book to be provided for that purpose. Such book is to be open for inspection at all reasonable times by any member of the Association who applies to the Secretary for that inspection.

The meeting should have a prepared agenda. This should be prepared by agreement with the President, Secretary and Principal. All items should be submitted for the agenda with enough time to be published in the school newsletter. This allows all required to be prepared for the meeting by preparing replies/providing information required for an agenda item. This also allows members to be informed of any inappropriate items which they have submitted and saves any embarrassment in the meeting. It also allows an efficient meeting to be held.

The draft minutes of the previous meeting should also be published prior to the meeting and any suggested changes submitted to the secretary. This can be done by providing them in the school newsletter and/or emailed to those who have attended meetings. Any reports should be provided in writing prior to the meeting to enable them to be read and therefore not needing to be read aloud at the meeting. These include the Principal's report, treasurer's report, Convenor's reports, sub-committee reports, diocesan council/state reports etc.

Meeting agenda

P & F meetings should follow an agenda carefully prepared by the Secretary in consultation with the Chairperson.

Sample agenda

1. Opening prayer
2. Opening of meeting and welcome by Chairperson
3. Apologies by Secretary
4. Minutes of previous meeting (Secretary - in writing - provided prior to meeting)
5. Business arising from minutes
6. Outward and inward correspondence (Secretary)
7. Business from correspondence
8. Treasurer's report and accounts for payment (written - provided prior to meeting)
9. Diocesan Council representative report
10. Committee's reports (brief and written- provided prior to meeting)
11. Principal's report and questions
12. Special business
13. General business
14. Meeting program - guest speaker, group discussion, video, etc
15. Vote of thanks
16. Date of next meeting
17. Closing prayer

SUPPER!

Interaction and the opportunity for people to meet and share ideas and experiences help the community building role of the P & F. A cup of tea/coffee following the meeting helps this process considerably.

Meeting procedure

Meeting procedure is important to ensure orderly behaviour. In this context, a good chairperson's main objective should be to gain the widest possible participation in discussion by those present to facilitate consensus decisions.

Consensus implies:

• All agree to express views and express feelings - silence blocks good communication;
• All agree to listen to one another before pressing own point of view;
• Each person has an equal opportunity to participate and to influence the outcome;
• Time is available to consider options, opinions and consequences and does not become a coercive element;
• All are committed to discovering the "sense of group". This does not mean total agreement or unanimity. Consensus occurs when alternatives have been discussed thoroughly by the group and everyone is prepared to accept that, in the circumstances, one particular solution is the best way forward for the good of the whole, even though it might not be every person's preferred solution. Consensus means that all are prepared to act as though it is their preferred solution;
• The principles of "shared wisdom" are:
  i) No one has all the wisdom;
  ii) Everyone has a different piece of the wisdom;
  iii) Everyone has some of the wisdom - with a responsibility to share same;
• Willingness of members to "live with" a particular decision at a particular time.
  "My Spirit will be with you always To each the Lord gives a piece of wisdom; To no-one does He give all the wisdom of God; We all get different pieces."

Meeting procedure drawn from parliamentary Rules of Debate has been proved by experience to be an efficient way of conducting business. The decision therefore, can be made by consensus as above, or by voting.

Voting is a "bottom line option" when consensus cannot be achieved. Only members, or substitute members, actually present at the meeting may vote;

The following Rules of Debate are set out for your guidance and include an example of Standing Orders.

Motions

A motion is any proposal introduced for the purpose of arriving at a decision in the meeting.

A chairperson may allow some general informative discussion before a motion is asked for, but it is wise to limit this preliminary talk.

The motion should be expressed in the affirmative, beginning with the word "that".

The motion requires a seconder before it can be discussed otherwise it lapses. In seconding a motion a member may do so only to permit discussion and may speak or even vote against the motion. After the motion has been moved and seconded, the Chairperson opens the matter for discussion.

Once a motion is seconded, then in due course, it may be

• carried
• replaced by an amendment
• defeated or
• deferred.

No person has the right to speak twice on the same motion except the mover who has the right of reply thus ending the discussion.

Questions and explanations are permitted.

Where discussion is prolonged unnecessarily, any member may rise and move "that the question be now put". If that motion is seconded, it is put to the meeting without further discussion. If it is carried, there is no further discussion allowed and the original motion is also put to the vote. In this situation, the mover of the motion loses the right of reply, unless standing orders of the association state otherwise.

The mover of a motion may withdraw a motion with the permission of the seconder and the consent of the meeting.

When and if the motion is carried it becomes a resolution, i.e. the meeting has resolved a particular matter.

Amendments

An amendment to a motion may be moved by any member wanting to test a possible alteration in the detail. Like a motion, an amendment needs a seconder.

The mover of the original motion may state a willingness to accept the amendment. If the seconder agrees and the meeting does not object, the amendment may replace the motion. Should anyone object and be not overruled by the meeting the original motion must remain before the meeting until, as may happen, it disappears because the amendment is carried.

An amendment which is a direct negative of the motion cannot be accepted by the Chairperson. The same result is achieved by speaking to earn votes against the motion.

Only one amendment should be before the meeting at any one time in the sense of discussion. A person may foreshadow a further amendment e.g. Mr/Madam Chairperson, when this amendment has been dealt with I will propose the following further amendment.

When discussion of an amendment and the motion is over, the Chairperson puts the amendment to the meeting. The mover of the amendment does not have the right of reply at this stage, but will do should this vote favour the amendment. The mover of the motion has the right of reply before further vote is taken.

If the amendment is carried it replaces the motion.

If an amendment is not carried the original motion is still before the meeting. Another amendment may be moved if anyone so desires. If no such further amendment arises the motion is put to the vote. It is not carried by merely surviving a vote taken on an amendment to it.

An amendment, if it becomes the motion, may be subject to further amendment. In any case the chance must be given for further discussion and amendment. Such further amendment need not have been foreshadowed or notified.

If further amendment occurs, the mover of what is the motion before the meeting, solely owns the right to reply.

Points of Order

Points of order deal with the conduct of procedure of the debate and should be put in the form of questions. The member raising the point of order should rise and say "Mr/Madam Chairperson, is it in order that....."

Without making a speech, the member must prove

• that the offending speaker is going beyond the scope of the question
• that he is using `unparliamentary' language
• that he is breaking some rule of society
• that he is infringing standing orders or the accepted procedure of debate.

It is permissible to ask a question on procedure at any time, but other points of order must be made immediately the breach occurs. Similarly, a chairperson may rule a member out of order if they commit any of these breaches or even wander from the subject. However the speaker should first be warned that there is danger of censure.

1.2.4 Chairperson's ruling

Most organizations agree that the chairperson's ruling should be final on points of order and procedure and no chairperson should allow his or her authority to be challenged.

Having said that, there are accepted procedures to follow if necessary.

"That the Chairperson's ruling be disagreed with" is an acceptable motion to allow the meeting to decide the matter. The Chairperson may in fact encourage such a motion to be moved.

The mover should explain his reasons. The Chairperson should reply and, unless standing orders state otherwise, no general discussion should be allowed.

1.2.5 No confidence motion

A vote of no confidence in the Chair is a motion moved against the Chair when the organization feels the Chairperson no longer has the confidence of the members.

This motion requires a notice of motion to all members. The Vice-Chairperson presides and if the motion is carried the Chairperson should resign.

1.2.6 Chairperson's casting vote

The Chairperson has a casting vote as well as a deliberate vote. It is considered wise for a Chairperson not to exercise his/her casting vote. Under the Federation constitution, if a casting vote is required, then the status quo should be maintained.

1.2.7 Rescinding a resolution

A resolution may be rescinded (i.e. withdrawn after having been carried) at the meeting where it was carried if no member has left since it became a resolution.

Otherwise, notice of motion may be given so that every member who was present when the resolution occurred may have a chance to be present to discuss and vote on the rescindment.

1.2.8 Standing orders

Each P & F Association should have standing orders to assist the normal operation of the P & F meeting.

These should be discussed, agreed and adopted at a P & F meeting. A set of simple standing orders along the following lines is a worthwhile starting point for any chairperson and/or association.

• Time limit for the mover of a motion shall be ... minutes, and for the seconder ... minutes.
• Each subsequent speaker may have ... minutes and the mover ... minutes for a final speech prior to the vote.
• Not more than three (3) consecutive speakers in the affirmative or negative shall be allowed.
• No speaker may speak twice to the same motion other than the mover, who shall have (see the second point) the right to reply. The use of this right shall close the immediate debate.
• All speakers shall address the Chair and confine their comments to the subject under debate.
• The mover of the, amendment may not have a reply right unless/until the amendment is voted in to replace the motion of reference. The mover shall then own rights of reply until the new motion is replaced by another amendment.
• Statement of a point of order, a question or a formal motion across the motion of reference or an answer to a question asked, through the Chair, shall not be taken as speech rights.
• Speakers rising to state a point of order or ask for a ruling shall confine themselves to a simple statement of the point.
• When the Chairperson is called upon to make a ruling, that ruling may be final or may be subject to a motion of dissent. his, if seconded, shall be put to the meeting without discussion.
• Motions shall be decided upon the voices unless a show of hands or a division is granted by the Chairperson.
• The Chairperson may have a member vote and, in the case of an equality of votes, also a casting vote.
• The Chairperson may move or second a motion.
• A delegate acting contrary to the standing orders shall obey a call to order by the Chairperson or may be required to leave the meeting.

Standing Orders can be suspended to allow free discussion on an issue. A formal motion needs to be put and carried to allow this action.