department of alabama conducting a meeting maintaining order and following dav regulations and...

Department of Alabama

CONDUCTING A MEETING

MAINTAINING ORDER AND FOLLOWING DAV REGULATIONS AND RITUALS


MEETING PREPARATION

Contact adjutant Review correspondence Review minutes and action items from previous

meeting Prepare agenda


WHY AN AGENDA

Prepares commander Prepares attendees Creates an interest Clearly defines objectives Provides a valuable organizational tool


AGENDA INCLUDES

Meeting date, time, location General information Minutes approvals Items with clear motions and seconds Unfinished/New Business Good of the Order Summary/ Assignments


COMMANDERS AND CHAIRS

IF YOU CANNOT ATTEND, FIND A REPLACEMENT

BRIEF YOUR REPLACEMENT ON THE AGENDA


BEFORE THE MEETING

Set up the room Adjust audio visual Ensure adequate seating


CONDUCTING A MEETING

START ON TIME!! Adjutant takes minutes or a committee recorder Review the agenda/obtain agreement on the

meetings objectives and goals Revise agenda if necessary


ROLE OF THE COMMANDER/ CHAIRPERSON

Maintain order Follow agenda Recognize members who wish to speak Remain neutral After a motion is seconded ask for discussion Call for vote on motions


PARLIAMENTARY PROCEDURE

Majority rule must prevail Rights of members w/ minority opinion are

protected Respect for all members assured Logical order of business provided


ROBERT’S RULES!

USED WHEN Seeking resolution to a controversial issue (e.g.

handling a negative vote) Requires a formal vote count (e.g. voting on a not

persuasive negative) Business must be conducted in a formal and

efficient manner (e.g. main and subcommittee meetings)


ROBERT’S RULES!

NOT USED WHEN The purpose of a meeting is to develop creative

solutions Conducting a brainstorming session The issues being discussed are not contentious

(e.g. future meeting locations)


WHY MEETINGS RUN LONG

Repetition Wandering from the agenda Lengthy discussion of controversial issues Repeated interruptions by single members


MEETING TECHNIQUES

Focus attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed


CLOSING A MEETING

State conclusions reached Summarize assignments Give staff manager next meeting requirements


AFTER THE MEETING

Prepare minutes as soon as possible after the meeting actions and discussions that took place are

fresh in the writer’s mind committee members may rely on receipt of

minutes before they implement promised actions

Send a copy of minutes to committee chairs assigned during meeting

Place minutes in reading file


PREPARING MINUTES

Follow the format of the meeting agenda and include: title, date/location of meeting, and time called to

order an accurate summary of the decisions and

conclusions reached the assignments that were made the follow-up action required time of adjournment and notice of the next meeting

date, time and location


CONCLUSION

Running a meeting is an art and takes preparation and practice

A meeting should be run while following an approved or regular agenda

Commanders/ Chairs should control the members and flow of the meeting

Knowledge of Constitution & Bylaws, Robert’s Rules of Orders and the Officers Guide from DAV National is very important

department of alabama conducting a meeting maintaining order and following dav regulations and...

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