What are the goals for an ideal meeting?  
 The meeting is to be Participated in by everybody, Monopolized by nobody, and Where everybody is somebody!

• Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation.
• The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before taking action!
• All members, or as many as possible, vote independently. Silence means consent!
• The assembly rules - they have the final say on everything.

The Chair Roles and Responsibilities:
Manage the meeting Effectively

• Be Prepared: At each meeting, have a copy of (or access to) the following:
  • Bylaws and other rules, including parent organization's rules
  • Parliamentary authority (e.g., Robert's Rules of Orders, latest edition)
  • List of all standing and special committees and their chairs or members
  • Order of business (agenda)
  • Minutes of previous meetings, preferably throughout the year.
  • Anticipate possible issues and discussion and their responses.

• Start the meeting on time.

• Follow the Agenda or the Program.

• Have members obtain the floor properly.

• Allow motions that are in order-- only one MAIN motion pending at a time.

• Be familiar with the rules and restrictions of each motion and their seven Standard Characteristics:

  • Their Rankings

  • Can they Interrupt or not

  • Does it require the Second?

  • Is it debatable?

  • Is it Amendable?

  • Their Voting Methods and Requirements

  • Can it be Reconsidered?

• Enforce the rules of Amendments.

  • Primary Amendment Be Germane to the Main Motion

  • Secondary Amendment Be Germane and Allowable to the Primary Amendment

  • Process the Amendments in Proper orders; first, Process Secondary Amendment, then Primary Amendment, and finally, the Main Motion

  • Their Rankings

  • Their Voting Methods and Requirements

  • Whether or not they Can Interrupt While Somebody else has the floor

• Manage Members Behaviors

  • Disallow the motions that are not in order (out-of-order)

  • Disallow frivolous or dilatory motions by refusing to recognize them.

  • Prevent lengthy back-and-forth discussions.

  • Manage Interruptions, Distractions, and Alongside Discussions

  • Encourage Participation by All

• Respond to inquiries of members relating to parliamentary procedure or fact.

• Repeat the Motion clearly and concisely. Only one Main Motion (MM) at a time.

• Enforce the rules of debate:

  • The Motion Maker is the first member to talk about his/her motion and rationale.

  • The other members can discuss the motion after being recognized by the Chair with the order that they have raised their hands or call the attention of the Chair.

  • Honor the limit of the debates (Maximum number of minutes and maximum number of times a member can talk about one motion)

  • No member is allowed to talk/discuss about one motion twice in a row, unless nobody else is going to talk and the Chair asks that member to expand or explain more.

  • It is a good idea that the Chair allows/alternates those who are in favor of the motion and those who are in oppose to the motion.

• Ask questions from the Parliamentarian quietly when help or clarification is needed.

• Most importantly, BE COURTEOUS.

• Adjourn the meeting

Bahman Davani
Phone: 214-457-7055 
Bahman@Parliamentary-Services.org

My Blogs:

Copyright 2023-2024 Bahman Davani Parliamentary Services' Web Site Developed by

By Bahman Davani