Running Effective Meetings

1
Running Effective Meetings

• Are we done yet?

2
Pre-Meeting Considerations

• Regularly scheduled vs. One-time
• Legislative vs. Information/Task/Advisory
• Legislative where action is possible
  The Brown Act must be followed!
• Informational/Task force/Advisory does not
  require following The Brown Act
• Small (under 10) or Large (10 or more)
• Roberts Rules of Order for Fair Orderly
  Meetings
• Set time vs. Free flowing format

3
Considerations for Regularly Scheduled Meetings

• Set Norms and Expectations Early, but amend them
  when appropriate through time
• Facilitator of the Meeting
• Keeps the group on task within the time frame
• Provides a comfort level and unbiased opportunity
  for varying opinions
• Know the Roberts Rules of Order to be fair or
  designate a Parliamentarian who knows RRO
• Active listener vs. Active talker
• Represent the group accurately outside the
  meeting door

4
Developing an Agenda and Recording Minutes or
Notes

• Put a time for each section and/or item
• State the affirmative on motions
• New Business can take action / Old Business does
  not take action
• End an agenda on regular meeting with the date
  and time of the next meeting
• Minutes are required on legislative meetings and
  must have approval by the group
• Notes (unofficial) can be used in informative
  forums

5
Roberts Rules of Order Basics

• Under no circumstances should undue strictness
  be allowed to intimidate members or limit full
  participation.
• The assembly rules---they have the final say on
  everything! All questions are to be thoroughly
  discussed before taking action. Silence means
  consent.
• Voting sequence
• Do I have a motion on the floor?
• Do I have a second?
• Discussion?
• Are you ready for the question?
• State the motion, with amendment
• All in Favor? Objections? (Do NOT take an
  Abstention vote a choice not to vote and DOES
  NOT count at all)
• Declare The motion passes -or- The motion fails

6
Robert Rules of OrderNorms

• Start the meeting with an approval of the agenda
• Speaker must be recognized by the Chair
• No member can speak twice to the same issue until
  everyone else wishing to speak has spoken once
• Agenda and Reports are merely recommendations and
  can be amended with majority approval
• For the full breakdown on RRO www.robertsrul
  es.org

7
The Ralph M. Brown Act Requirements(Government
Code on Public Meetings 54951)

• Agenda posted publicly at least 72 hours before a
  regular meeting and 24 hours before a special
  meeting.
• No Action on items not covered in the agenda.
  (emergency allocations are made for timely items)
• Open and Public (recording broadcasting must be
  allowed) Closed sessions can be held for special
  circumstances, but must publicly declare
  decisions.
• Allow public to address any item can be at a
  designated time in the agenda or during meeting
• Conduct only public votes no secret ballots
• Public records such as agendas and approved
  minutes must be displayed (public folders is
  fine)

8
Running Effective Meetings

• Open Dialogue and Sharing of your
• Best Practices
• Conclusion