The KnowKnows of Meeting Planning

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The Know-Knows of Meeting Planning

• David L. Sturges, Ph.D.

College of Business Administration University of
Texas-Pan American
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The Know-Knows of Meeting Planning

• Know what your purpose is
• Know what you want to accomplish
• Know what your agenda is
• Set the ground rules
• Know what your time limits are
• Know how to control the meeting

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Parliamentary Procedure

• More than a hundred published rules of order
• Documented Centuries-Old Customs Ruling
  Legislative Bodies
• Roberts Rules of Order-1876

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Why is an Understanding Important?
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Principles ofParliamentary Procedure

• Voting members are represented equally
• Preservation of rights
• Free and fair debate
• Right of majority to decide
• Facilitate transaction of business

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Philosophy of Rules of Order

• To facilitate the organizations business
• Not to bar the organization from business
• No legislated enforcement of Rules of Order
• Voluntary adoption and compliance by members

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Basic Definitions

• Quorum
• Constitution
• Bylaws or Standing rules
• Presiding officer
• Main motions

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Handling a Motion

• Member makes a motion
• Another member seconds the motion
• Presiding officer places motion before the group
• Members debate motion
• Presiding officer puts motion to vote
• Presiding officer announces vote

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Order of Precedence
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Main Motion

• Can be made only when no other motions are under
  consideration
• Yields to all other levels of motion
• Must be cleared before any other main motion can
  be made

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Useful Misc. Motions

• Reconsider--made only by someone voting on the
  prevailing side
• Reconsider and Enter on the Minutes--Postpones
  reconsideration to the next meeting
• Rescind--requires majority if announced, 2/3 if
  not.

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Subsidiary Motion

• Sometimes called secondary motions
• Take precedence over main motions
• Must be resolved before disposal of main motion

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Subsidiary Motion
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Incidental Motions

• Arise from other questions
• Take precedence over main and subsidiary motions
• They include-Appeal-Objection to consideration
  of a question-Reading of papers-leave to
  withdraw motion-suspension of rules

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Privileged Questions

• Take precedence of all other categories of
  question
• They are undebatable
• They include-to fix time to which to
  adjourn-adjourn-questions of rights and
  privileges-call for orders

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Remember

• Rules of Order are to Facilitate Business
• Rules of Order are voluntary for compliance
• Rules of Order are open to interpretation
• Seek an interpretation to keep your organization
  moving

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The Know-Knows of Meeting Participation

• Know what the purpose is
• Know what the organization wants to accomplish
• Know what the agenda is
• Know what the time limits are
• Know what the ground rules are
• Know how to participate in the meeting

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Advise all in your group who are not here today
About the new attendance ground rule
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Th...Th..Thats All, Folks