What is a meeting?

A meeting is where members of an organization get together to make decisions on proposals. Usually, there will be a person or people who orchestrate a meeting, usually called a “Chair” or “Facilitator”.

A meeting has an agenda, which is the list of items to be discussed and/or voted on.

  • Each Item is addressed one at a time in turn
  • Each Item is proposed by a member
  • A Second may also be required

Addressing Items

  • First, discuss and possibly amend
  • An Amendment is basically a mini agenda item that modifies the ‘parent’ proposal
  • Agenda item
    • Amendment
      • Amendment to the amendment
  • After amending, return to the discussion

Voting

  • Turns a proposal into policy
  • Can happen when:
    • Everyone is done talking
    • End of a time limit
    • “Call the question” (vote immediately to end debate)
  • There can be many ways to vote, and the number of votes required for a proposal to pass can vary!

Then You Move To The Next Agenda Item

  • Then You Move To The Next Agenda Item
  • When all the Items on the Agenda are addressed, the meeting concludes.

Motions

  • Magic words members can say to:
    • Introduce a proposal … “Move to Adopt.”
    • Introduce an amendment … “Move to Amend.”
    • End debate and vote now … “Call the Question.”
    • Postpone the current Item to a later meeting … “Move to Refer.”
  • Not sure what’s going on, or think a mistake has been made?
    Say “Point of Order”

Overall meeting structure.

  • Agenda item #1
    • Discuss
    • Vote
  • Agenda item #2
    • Discuss
      • Amendment
        • Discuss amendment
        • Vote on amendment
    • Discuss amended item #2
    • Vote
  • End of meeting

You are now smarter.