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Chairman Agenda

MEETING PROCEDURE MADE EASY

Chairman’s Typical Agenda and ‘cheat sheet’

1. Quorum
Establish that there is a quorum present, being a majority of the active members of the Club.

2. Apologies for Non Attendance

a. Motion – “That the apologies be accepted.”
b. Seconder
c. Discussion
d. Vote by members

Advance apologies for non-attendance at the next meeting. (This is merely used as a convenient method or time of tendering apologies and thus no motion should be taken for acceptance.)

3. Minutes Of Previous Meeting

a. Motion – “That the minutes be confirmed.”
b. Seconder
c. Corrections to the minutes as read or as circulated
d. Vote by members

Business arising from minutes. It is important that the Chairman is familiar with any matter, which may arise.

4. Correspondence Inwards

a. Motion – “That the correspondence be received.”
b. Seconder
c. Vote by members

Discussion is not necessary, except possibly an amendment not to receive a particular item.
Business arising from the correspondence. This can include a motion or motions proposing some action as a result of a letter.

5. Correspondence Outwards
No motion is normally required, although if it is desired to approve the sending of letters then the appropriate motion is “That the correspondence be endorsed”.

6. Reports
Before the meeting, ascertain which Officers will present reports and call upon them accordingly, e.g. President, Vice President Education, Vice President Membership, Vice President Public Relations, Treasurer, Secretary, Sgt. at Arms, Immediate Past President.

Unless just making an announcement about a future happening, each Officer should conclude their report with a motion “That the report be received (or adopted)” as appropriate.

a. Motion – as above
b. Seconder
c. Questions arising from the report
d. Vote by members

7. General Business
While it is preferable for motions and amendments to be submitted in writing to the Chairman, this is not essential. Motions may be accepted directly from a speaker.

Handling motions:

After a motion is moved, ask for a seconder. The mover of the motion speaks to his/her motion. The seconder has the option to speak next but may reserve his/her right to speak later in the debate.

Then alternate speakers against and for until the debate has been exhausted. At this point, invite the seconder to speak if they haven’t already and ask the mover if they wish to have a right of reply.

No speaker may speak more than once in the debate except the mover with a right of reply.

Then re-state the motion (there is absolutely no more discussion permitted after the right of reply)… and put the motion to the vote…

CHAIRMAN: I will now put the motion “That…………
“All those in favour say Aye”
Those against say No”
“I believe the Ayes/Nos have it (Pause in case someone disagrees and requests a show of hands) and I declare the motion/amendment carried/lost.”

Note: there are many aspects to meeting procedure. Students of the process are encouraged to obtain a copy of our guiding rulebook, the “Guide To Meetings” by N.E. Renton which is available from Toastmasters Supplies Australia

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