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P l a n n i n g Agenda This is the responsibility of the president and secretary It should he planned in advance of the meeting, and copies provided for all Some orgamzauons have a standard order of business" If vou are in doubt, a generic example is illustrated below AGENDA Name of Organization Date. Time & Location of meeting Type of meeting ( executive, committee, general, special) 1. Opening ceremonies ( Anthem, creed, prayer, etc.... or President may just declare it open) 2. Approval of agenda 3. Minutes ( read & adopt) 4. Correspondence ( organized and condensed) 5. Treasurer's report ( read and accept) 6. Committee reports 6- 1 Standing Committees 6 - l a Fund raising Committee 6- lb Social committee 6- 2. Special Committees 6- 2a Hall renovation 7. Roll Call 8. Old Business 8- 1. Ansing from minutes 8- la 8- lb 8- 2. from reports 9. New business 9- 1 ansing from correspondence 9- la [ item] 9 - l b _ [ i t e m ] 9- 1 c [ item ] 9 2. from reports 9- 3 Other 9- 3a Plans for annual meeting 9- 3b Open board positions 9- 4 Emergent Business 9^ ta ( added from floor) 9- 4b ( added from floor) 10. Closing ceremony ( if applicable, or president declares adjourned) I 1 . Particulars of next meeting NOTE: By numbenng and lettering all agenda entnes, it makes it much easier for the recording secretary # 2 . - at this time, additions to the agenda may be made by members on the floor if the membership agrees. and if there is time After approval. the agenda cannot be added to or changed. # t 6- 1 Standing committees should report at every meeting ( even if their report is nothing to report" 6- 2. Special Committees report when asked ( in advance) by the executive ( or they ask to be on the agenda) # 7. . Roll call can be earlier in the agenda, if you prefer Be sure that roll is called before any business requiring motions, to ensure there is a quorum NOTE: Secretary should record those present. On some boards, the names of those members present appear on the minutes In other organizations, it just appears as a number # 8- 1 & # 9 - 1 . . . Secretary & President should have perused the minutes and correspondence to find items of business arising from them. # 8- 2 & 9- 2. . . This cannot be planned in advance, but will come from reports made at meeting. # 9 - 3 . . . E x e c u t i v e and or members may place business in this, prior to meeting # 9 - 4 Emergent business is very important and arises at the last minute ( not in time to be put on agenda). Membership must agree to put it on agenda. If it is not truly of an emergency nature, it should be tabled. NOTE: If vou find that you cannot deal with a certain matter ( due to lack of info or time), ask for a motion to table it ( target dated) and it will appear on the agenda, at that time, under # 8- 1 NOTE: Suggest to secretary that she keep a list of all tabled business, and the date it is to be brought back to the floor This assure that it is not forgotten . Since many items on the agenda are automatically entered, the secretary can make up some forms with the regular items already entered, then just enter the others during discussion with the president. That seems to ensure that some things don't get overlooked. Quorum, a predetermined percentage of voting members who must be present in order to conduct business: usually determined in by- laws of group) In conclusion . Although the duties and responsibilities may seem intimidating, it is hoped that it will not deter you from taking an office The past officers will be there to assist and guide, when needed, and the membership will support you. If you are already in a position, or plan to be, there are many good resource materials available As mentioned. Roberts Rules of Order is considered the ' bible' of conduct Look in your library for other titles dealing with specific areas or circumstance Smaller meetings can be much less formal, but be sure that motions, elections and finances ( and dues) are properly handled and recorded. Even if you run a relatively informal meeting, if a particularly delicate or explosive subject is on the agenda, it is suggested that you dust off the " Roberts" Handling such matters according to the rules ( fairly), leaves less chance of hurt feelings or bitterness, uncontrollable confrontation and or division within the organization
Object Description
Rating | |
Title | Communicate with Confidence/Project Report |
Language | en |
Date | June 1999 |
Description
Title | communicate with confidence 82 |
Language | en |
Transcript | P l a n n i n g Agenda This is the responsibility of the president and secretary It should he planned in advance of the meeting, and copies provided for all Some orgamzauons have a standard order of business" If vou are in doubt, a generic example is illustrated below AGENDA Name of Organization Date. Time & Location of meeting Type of meeting ( executive, committee, general, special) 1. Opening ceremonies ( Anthem, creed, prayer, etc.... or President may just declare it open) 2. Approval of agenda 3. Minutes ( read & adopt) 4. Correspondence ( organized and condensed) 5. Treasurer's report ( read and accept) 6. Committee reports 6- 1 Standing Committees 6 - l a Fund raising Committee 6- lb Social committee 6- 2. Special Committees 6- 2a Hall renovation 7. Roll Call 8. Old Business 8- 1. Ansing from minutes 8- la 8- lb 8- 2. from reports 9. New business 9- 1 ansing from correspondence 9- la [ item] 9 - l b _ [ i t e m ] 9- 1 c [ item ] 9 2. from reports 9- 3 Other 9- 3a Plans for annual meeting 9- 3b Open board positions 9- 4 Emergent Business 9^ ta ( added from floor) 9- 4b ( added from floor) 10. Closing ceremony ( if applicable, or president declares adjourned) I 1 . Particulars of next meeting NOTE: By numbenng and lettering all agenda entnes, it makes it much easier for the recording secretary # 2 . - at this time, additions to the agenda may be made by members on the floor if the membership agrees. and if there is time After approval. the agenda cannot be added to or changed. # t 6- 1 Standing committees should report at every meeting ( even if their report is nothing to report" 6- 2. Special Committees report when asked ( in advance) by the executive ( or they ask to be on the agenda) # 7. . Roll call can be earlier in the agenda, if you prefer Be sure that roll is called before any business requiring motions, to ensure there is a quorum NOTE: Secretary should record those present. On some boards, the names of those members present appear on the minutes In other organizations, it just appears as a number # 8- 1 & # 9 - 1 . . . Secretary & President should have perused the minutes and correspondence to find items of business arising from them. # 8- 2 & 9- 2. . . This cannot be planned in advance, but will come from reports made at meeting. # 9 - 3 . . . E x e c u t i v e and or members may place business in this, prior to meeting # 9 - 4 Emergent business is very important and arises at the last minute ( not in time to be put on agenda). Membership must agree to put it on agenda. If it is not truly of an emergency nature, it should be tabled. NOTE: If vou find that you cannot deal with a certain matter ( due to lack of info or time), ask for a motion to table it ( target dated) and it will appear on the agenda, at that time, under # 8- 1 NOTE: Suggest to secretary that she keep a list of all tabled business, and the date it is to be brought back to the floor This assure that it is not forgotten . Since many items on the agenda are automatically entered, the secretary can make up some forms with the regular items already entered, then just enter the others during discussion with the president. That seems to ensure that some things don't get overlooked. Quorum, a predetermined percentage of voting members who must be present in order to conduct business: usually determined in by- laws of group) In conclusion . Although the duties and responsibilities may seem intimidating, it is hoped that it will not deter you from taking an office The past officers will be there to assist and guide, when needed, and the membership will support you. If you are already in a position, or plan to be, there are many good resource materials available As mentioned. Roberts Rules of Order is considered the ' bible' of conduct Look in your library for other titles dealing with specific areas or circumstance Smaller meetings can be much less formal, but be sure that motions, elections and finances ( and dues) are properly handled and recorded. Even if you run a relatively informal meeting, if a particularly delicate or explosive subject is on the agenda, it is suggested that you dust off the " Roberts" Handling such matters according to the rules ( fairly), leaves less chance of hurt feelings or bitterness, uncontrollable confrontation and or division within the organization |
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