Agendas will have been produced and circulated. Participants will arrive knowing what is to be discussed and with sufficient background information to make relevant contributions.
If appropriate, they will have consulted with people they represent and discussed any pertinent issues. See our page: Meetings - Planning and Structure to learn how. This page examines the role of the chairperson whose job it is to run the meeting.
In a more formal meeting, the chairperson will outline the purpose of the meeting and remind members why they are there. In such a meeting there is little need to refer to this procedure as this is implicit in the established etiquette, namely:. When discussion is underway, it is the chairperson's responsibility to ensure that it continues to flow smoothly by involving all members present and by not permitting one or two people to dominate the meeting.
Agenda — This is a plan of what will be discussed at the menu and in what order. Conventions — These are the rules of the meeting, which the chairperson must enforce. Minutes — These are the formal notes which stand as an official, accurate record of what was discussed and decided at a meeting.
Home Topics Policy. What is chairperson for a meeting like? What is the purpose of a chairperson for a meeting? What is the role and responsibility of a chairperson for a meeting? Where does a chairperson fit into the meeting process? How does a chairperson impact on meeting? What terms are used in the roles and responsibilities of a chairperson?
Where can I find more information about a chairperson for a meeting? Related Posts: Conventions of a meeting by Maggy. This is also the time to add in any small items like apologies, welcoming visitors, special guests or new members.
For example, wishing luck to retiring directors. This is an optional part of the meeting. However, it is not compulsory. In the US, many board meetings begin with the Pledge of Allegiance. The board pack should have contained the proposed agenda and order of business for the meeting. Although members could have suggested changes to the agenda at any point between receiving it and the meeting starting, this is the moment for them to have their final say.
Are there any amendments to the agenda? You should approve the minutes from the previous meeting at this stage. They should have been sent out to board members as part of the board pack before the meeting. This gives directors the opportunity to raise issues and suggest amendments before the meeting, which can save valuable time on the day. However, members can still suggest amendments at this point in the meeting, which must be acted upon before you can approve and file the minutes.
Are there any corrections or amendments to the minutes? The chair should introduce the treasurer, who gives their report to the board. The report should have been sent as part of the board papers, allowing directors the chance to digest the information and prepare any questions they may have. Is there any discussion on the matter? The meeting should hear standing committee reports and special committee reports.
You should file the report unless the committee makes a recommendation, in which case, the member reporting moves to adopt it. Then, there is discussion and voting as with the report from the Executive Officer.
The director gives the report and you deal with the recommendations one at a time. Once the reports of officers are complete, you can move on to the next business. Any business previously discussed but not voted on comes here. The chair announces business in this section, they do not call for it.
If any topic requires further discussion, they ask to move it to the new business section. Otherwise, the chair calls on members to voice vote or for a show of hands to approve old business or postpone it. This is sometimes referred to as unfinished business. This is where the chair calls for new business and members can make motions. If someone seconds them, the board can discuss the motion and vote on it.
Any announcements come here. This includes details of forthcoming events and the date, time and location of the next meeting. Members may also add other business that does not require a debate or a ballot.
Our next meeting is scheduled for 12th November. In keeping with our regular schedule, it is suggested to hold the board meeting at 2 pm on 12th November in the boardroom. Unless there is any objection, we will meet at 2 pm on 12th November in the boardroom. After the board meeting, the chair should meet with the secretary for a debrief and to start planning the agenda for the next meeting. This will include any unfinished business from the board meeting, as well as any new business mentioned in the meeting or forthcoming from other sources.
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