THE UNITED STATES JAYCEES

Guide To Successful Membership And Board Meetings

139

P.o. 584-2481 Tulsa, 1984 U.S. 74121-0007 Oklahoma (918) Box 7 mary of Governing Rules Jaycees The United States Jaycees INTRODUCTION

~l Table of Contents
.....-

6 15 2 10-18 4 4-6 3-7 6 3-4 8-9 7 14 19 5 6-7 20 3 13 9 3 17-18 8 12 11 10 16

y:

Introduction
There are two primary means of communication to your chapter as a whole available to you as President - (1 ) Your chapter's newsletter and (2) Your membership meetings. This guide has been prepared to enable you to maximize the effectiveness and value of all meetings which you must conduct this year. First, you must realize the fact that you are the leader, the chairman - that totally impartial individual who must ensure that all the organization's business is transacted as fairly and expeditiously as possible. The key word is "impartial." Once a leader of a meeting shows partially to any individual, to a group of individuals or to an issue - he immediately loses the respect of majority of the audience. So be sure that the rights of all members are treated on an equal and impartial basis. Secondly, your attitude toward each meeting will be the attitude which is adopted by your audience. If yours isone of confidence, preparedness and good humor - that is exactly how your members will feel about the meeting. If, however, you are obviously unprepared, act flustered when difficulties arise and let people ramble on and on - expect a lower turnout of members at your next meeting. So be prepared, be good and consistently have a positive, confident attitude. Finally, realize that your "common sense" is one of the most important assets that you have. You will not be able, and are not expected, to have the answer to every situation that will arise during your meetings. So when those times come, rely on your "common sense" and handle the situation as fairly and honestly as you can. Jaycees will never blame another when he makes an honest attempt to solve a problem. When all else fails - do what you "feel" is right - and it usually will

be.
Be a leader, have a positive attitude and rely on your common sense and your meetings will be the type that your members will want to attend with their friends.

142

Membership Meetings

3
BEFORE THE MEETING
There are several items that prior must be accomplished or considered of the meeting. The Meeting Room your to the day

Itself meeting is to be

WHY HAVE THEM?

There are many reasons for calling a meeting of your organization's members. A membership meeting, however, is usually a regularly scheduled activity of your chapter. But, nevertheless, there are certain distinct reasons for having them. They are: 1. 2. 3. To transact the business of the organization; To inform all members of the current activities of the organization; To solve specific problems.

The room held should -

in which

Be large enough, Have adequate lighting, Be well ventilated, Somewhat centrally located. If your present meeting hall does not meet the above basic requirements, then you should attempt to find a new meeting hall, because the one you have now will have a "negative" effect on the comfort of your members at each meeting. Know the Room You, or a designated representative, actually "know the room." You should should know-

These meetings are of obvious importance to the organization as an entity. They are necessary for its existence. They are needed to transact business, solve problems, change policy, organize thinking and are an excellent means of communication. An organization cannot exist without meetings. Not so obvious are their importance to the individual member. They give him an opportunity to share his opinions and express his ideas. They are a social outlet for him. They teach him to respect the will of the majority, to observe leadership techniques

and to make decisions.

Where the heat and/or air conditioning controls are (or where the janitor is located) Where all the light switches are, Who is supposed to open the door (and his home phone number), The name, address and phone number of the building owner, Where the bathrooms, telephones and

emergency exits are.

Publicize

the Meeting

Sample

Agenda for a Membership

Meeting

A day or two before the meeting have your Publicity Chairman submit an article to your local newspapers, radio and television stations. It doesn't have to be elaborate, just a brief announcement of the meeting and what will transpire at it. It can be as simple as the following example: "The Bleep Jaycees are having their regular bi-monthly meeting at the VFW Hall on Pine St. at 8:00 p.m. this Thursday night. Their upcoming College-Career Night and Blood Drive will be discussed. Also, State Regional Director Brian Dudley of Bakersville will address the group. All young men between the ages of 18 and 35 are welcome to attend."

Call to Order Invocation Pledge of Allegiance Introduction of Guests Approval Program Secretary's the previous Treasurer's Officer of Agenda and Guest Speaker Report meeting) Report (as needed) Reports (some speakers minutes of the end of the meeting) (highlight

like to wait until

Reports

Standing Committee Old Business

a.

b.

Study

Parliamentary

Procedure

c.

New Business You, as well as your Parliamentarian and/or Legal Counsel, must know the basics of Parliamentary Procedure. You are not expected to know it all, but you are expected to know enough so that you can: 1. 2. Efficiently transact the organization Protect the rights during the meeting last section the of business all of
a.

b.

c.
Guest Speaker (optional) President's Comments Announcements Comments (any hopefully for the positive Good of the Chapter on anything -

members

member Creed

comments

comments.)

The

of this Guide

is devoted

Jaycee

to Parliamentary

Procedure.

Read it!

Adjournment

Be Prepared

to Conduct

the Meeting The Hour Before the Meeting

Be mentally and administratively prepared to conduct a good, efficient meeting. Your agenda (as mentioned in the preceding section) should be finalized at the preceding Board meeting. Be sure you or your Secretary have enough extra copies of the agenda and other discussion-related data available for the meeting.

The stage is set for the meeting in the hour that immediately precedes the start of the meeting. Here is where you set the look of efficiency and the feeling of friendliness to all who attend.

Arrive Following is a standard type of agenda for a membership meeting. It is recommended that you attempt to follow the basic outline as closely as possible, but don't hesitate to change its order if it will enhance your particular meeting.

Early

Arrive at the hall at least an hour beforehand. It's your meeting and your responsibility to see that everything is set up properly. If the door to the hall is locked, it's better to know an hour beforehand than only 5 minutes.

144

The Set-Up Committee Have two or three non-Board members responsible for the set-up of each meeting. Rotate the assignment every meeting. They should arrive early and do the following kind of things: 1. Set up the head table, 2. Set up the room, 3. Put up the Creed banner, flag, and podium, 4. Put out ash trays, 5. Set up the greeting table, 6. Set out any display materials or posters, 7. Sweep and generally clean up the room if necessary, 8. Check the bathrooms for toilet paper, towels, etc., 9. Set up and check any audio-visual equipment to be used, 10. Check microphones, etc. If you decide to have a set-up committee, be sure to thank them from the podium that evening. Head Table Set-Up For most meetings, you should have the President, Vice Presidents, Secretary, Treasurer, State Officers and guest speakers at the head table. Their seating arrangement is really up to you. If, however, you are a large chapter or are having a somewhat formal meeting for any reason and you want to ensure proper protocol, these are the general rules for seating (facing the audience): 1. Guest speaker to immediate right of lectern 2. Chapter President or Master of Ceremonies to immediate left of lectern 3. Highest-ranking Jaycee officer to speaker's immediate right 4. Highest-ranking non-Jaycee, other than speaker, to emcee's immediate left 5. Seat men of equal rank at equal distance from podium to left and right of lectern 6. Number of guests of equal rank can be seated alphabetically 7. Arrange seating from lectern to either end

8.

9.

1 O. 11.

Notify people to be seated at head table well in advance and indicate dress - black tie and tux or business suits If meeting is formal, line up head table people in proper seating order off stage and then seat them "en masse" Alternate "outsider" with Jaycees good PR "livens up" conversation Wives are seated to the right of their husbands Hospitality Table L--

It is highly recommended that at each meeting you have an official hospitality table to greet all prospective members who attend. The minute a prospective member enters the room he should be lead to the "Hospitality Table": where he iswelcomed to the meeting; receives a nametag (stick-on type); receives a copy of the agenda; receives a membership application; receives any other Jaycee information that you have to pass out. After he is greeted be sure that the member who brought him introduces him to as many Board members and general members as possible. Pre-Meeting Orientation An excellent means to orient guests and prospective members and to expedite meetings is to have a "Pre-Meeting Orientation." A couple of Past Chapter Presidents can conduct the session for you. Prospective members arrive at the hall one-half hour before the meeting starts. After going to the "Hospitality Table," they are taken by the members conducting the orientation to a separate room. There they receive a 15 minute orientation. The main purpose is to acquaint the guests with what is to happen at that night's meeting. The meeting's agenda is reviewed with them. Any project to be reported on that night is explained at this "Pre-Meeting Orientation"; this eliminates the necessity of every project chairman explaining exactly what his project

is during every meeting at which he gives a report. This will eliminate the phrase, "for those of you who are here for the first time tonight, let me take a brief minute to explain my project." Do not spend much time on the National or State organization at this orientation. The prospective members are primarily interested in your chapter and what it is doing. If you conduct this type of "Pre-Meeting Orientation," you'll recruit approximately 90% of those prospective members who attend. The Bar If you have a bar at your meeting hall, shut it down when the meeting begins. Don't open it until you adjourn. If, however, your meeting is exceptionally long, you may want to open it during a break. Members who have had a little too much to drink can inhibit the efficient transaction of business at the meeting and, simply, do not create a good impression to guests and prospective memoers. If they "don't know when to say when" - you say it for them. THE MEETING ITSELF

Welcome

All Guests

Immediately following the Pledge of Allegiance, introduce all guests and prospective members. Have the member manning the "Hospitality Table" keep a list of every guest in attendance. Be sure not to overlook anybody. Introducing Speakers

L--

Always prepare an introduction for any guest speaker. Call him ahead of time or see him before the meeting to get the facts necessary for a proper introduction. The purpose of a good introduction is to build the credibility of the speaker. Very seldom will just a name and title build this credibility. So be sure you gather enough facts about the individual to adequately present him to your audience. Officer and Committee Reports

r--

As mentioned in a previous section, ensure at the Board meeting that everyone knows who is responsible for what reports. Also, give everyone time limits for each report (i.e. Vice President's reports, 5-6 minutes; and comm ittee or project reports, 3-4 minutes.) Have all reports given from the podium th is allows you to control the speaker. If he runs over his time limit give him a signal to "wrap-it-up." A good way to do that is to merely stand up beside the speaker without saying a word; he'll get the message.

Always conduct yourself as the leader they elected you to be. Be neat and clean in appearance. Run the entire meeting in as efficient and professional manner as you know how. Start on Time Even if you and the Set-Up Committee are the only ones in attendance, start your meeting on time. Don't ever wait for "just a couple of more members to show up!" You set the habit for your members. If you always start your meeting late, your members will habitually arrive late. If you always start on time, then they will always be on time. Follow the Agenda

Never Lose Your Temper Never, never lose your temper. Be diplomatic. If someone is out of order, be firm but polite. If someone interrupts, you can politely say, "Mr. so-and-so has the floor, but we will get to you in just a short time." Remember that in those tense situations Parliamentary Procedure and common sense will be your two best friends. It's very tempting sometimes to really "cloud up and rain" on an obvious agitator, but resist that temptation. Do not belittle him or be sarcastic. He is the one who has a problem, not you. And the rest of your members know that.

As your agenda goes, so should go your meeting. Once the audience approves the agenda, stick to it. The agenda is the only means by which you can keep the meeting moving.

146

Meeting Checklist
Following is a checklist for you to utilize prior to and following your meeting:
PRIOR TO MEETING:
1. Do you meeting? have a definite purpose for the 15. Has arrangement and podium? been made for flag, Creed

AT MEETING:
out and written? 1. meeting been 2. Do you have and guests? Will the meeting someone to greet members

2. 3.

Is agenda planned

Have minutes of previous mailed to membership? Do officers what they and/or chairmen are expected to

start on time?

4.

understand report on? and location

3. 4. 5. 6. 7.

Do you have name tags? Do you have place cards? Is the room arranged Is bar set up? Are officers and/or brief reports? Do you have awards? Is there water and glasses for headtable? Have persons for headtable of seating arrangement? been notified chairmen prepared for right?

r-

5.

Has notice of meeting, time, been given to membersh ip? Have you contacted V Ip's and answered tions? a. b. c. d. e. f. g. h. i. What subject

6.

guest speaker and/or the following ques-

is to be covered?

Time limit of speech. 8. Time in agenda. Who will cover expenses? Who will penses? cover transportation ex9. 10.

Who will cover room expenses? Who will VIP's? Do you duction? meet have guest speaker for and/or intro-

AFTER MEETING FOllOW-UP:

1. 2. Have thank-you Has important news media? Have minutes Have you commitments letters or cards been sent? sent to

information

information

been

Are wives invited? been made for aud io

3. 4.

been prepared? completed all or promises? follow-up on

7.

Have arrangements visual equipment? Have arrangements guest speaker?

8.

been made

for back-up

5.

Have you evaluated meeting and answered tions? a. b. c.

the success of the the following ques-

9.

Has meeting room been arranged for, including; room size, table arrangement, number of people to be seated and headtable seating? Has gift certificate or plaque been arranged for guest speaker and/or VIP's? Has engraving been made? Will you have arranged for? and/or lettering of awards

Was the agenda followed? Were minutes Was action business? Was there taken? taken on needed items of

10.

11.

d. e.

adequate

follow-through?

12. 13.

bar

facilities

and

are they

Were the members aware of questions and decisions that were made? Was the opportunity given the members to air their feelings on the decisions that were made? Was the effective? program or guest speaker

Will you need the news media in attendance? Have they been notified? Will you need name tags and/or other identification for members and guests? Are they arranged for?

f.

14.

g.

147

Board Meetings

Your Board of Directors or Executive Committee meetings are different from your general membership meetings. The Board meetings are an in-depth review session designed to analyze where you've been, where you are and where you're going.

2. Use Parliamentary Procedure. Always follow good parliamentary procedure guidelines when making the business decisions of the chapter. Your Board meeting may be fairly informal (so that the quieter members of your Board have an opportunity to "open up"), but all decisions should adhere to good parliamentary procedure practices. (NOTE: Parliamentary Procedure is discussed in the next session of this guide.)

They are extremely important to you as President because they give you a chance to consistently regroup your team and keep it heading in a unified, positive direction. The results of how well you build and prepare your team at a Board meeting will be noticed at the following membership meeting.

3. Keep the Meeting Short. Respect the time of your Board members. Transact all business quickly and efficiently. Have brainstorming and creative sessions at the end of the agenda. Don't let them ramble. You're having a Board meeting, not a committee meeting, so don't waste time doing committee work.

Following are the key elements a productive Board meeting.

of having

1. Prepare an Agenda. Always plan your Board meeting. Have a complete agenda prepared before the meeting (either by yourself or your Secretary.) Have an agenda for everyone attending the meeting. Mail them out in advance, if at all possible. Start on time and hold to the agenda. (NOTE: There is a sample agenda for a Board meeting at the end of this

section.)

4. Have a Report from Each Board Member. Every Board member should participate in the meeting. The best way to ensure that is to have each one give a report on his portfolio area. Either you or your Secretary should call each member before the meeting and let him know what is expected of him. Give each a time limit to ensure short and concise reports. Remember, participation by all stimulates unity.

5. Review Your Newest Members. Have assigned Board member give the entire Board a quick overview of your newest members who they are, where they work, what they want to do, why they joined, etc.

ready, and that it is his responsibility to be sure that each is prepared with a short, comprehensive report.)

6. Review the Members Whose Dues Are Due Next Month. Have they been billed? Talk about them. What is their attitude? When was the last time a Board member spoke to them? What action, if any, is needed to ensure that they will rejoin? Editor's Note: If you do this at each Board meeting-your chapter's retention rate will increase by 15% or 20%.

10. Have Some Creative Time. Allow time at the end of the meeting for creating new ideas, approaches and solutions. Sample Agenda for a Board Meeting Call to Order Invocation Pledge of Allegiance (Optional) Jaycee Creed Approval of Agenda Secretary's Report Treasurer's Report Officer Reports (All Officers, Except Those Responsible for Members) Review of Membership a. Newest Members b. Whose Dues are Due Next Month c. Attitude Report (Officers Responsible for Members) Review of Status of Year of Planned Action Approval of Agenda for Next Membersh ip Meeting Old Business
a.

--J

-9

7. Have an "Attitude" Report. Have each Board member with individual members assigned to him give a report on the general attitude of his people. Is it "good", "bad", "indifferent", "positive", "negative", etc.? These reports will enable you and your Board to note any trends before they become major problems (i.e. if it seems that most members are indifferent, then you and your Board should quickly examine the kind of membership meetings that you've been having recently and the types of projects that are being conducted.)

b.
c.

8. Review Your Year of Planned Action. Where are you in relation to where you planned to be? How do new projects affect your Plan of Action? Should you drop or reschedule any projects? Do you have all your chairmen appointed?

New Business
a. b. c.

President's Comments Creative Time Adjournment The importance of Board meetings to the success of your chapter's year cannot be overemphasized. The success of a membership meeting can be measured in direct proportion to the success of the preced ing Board meeti ng.

9. Prepare the Agenda for the Next Membership Meeting. Let the Board participate in the preparation of the agenda. This will relieve any "assumptions" as to what they are responsible for at the next meeting. Review the business to be transacted and, if possible, get the rest of the Board members to agree to a unified position on the critical issues. Pinpoint responsibility for any reports to be given (i.e. the Community Development Vice President knows which of his committee chairmen are expected to have verbal reports

149

ParliameQlary Procedure

10
1. 2. 3. To enable an assembly to transact business with speed and efficiency. To protect the rights of each individual. To preserve a spirit of harmony within the group.

To achieve these purposes, always consider the five basic principles of parliamentary procedure: Parliamentary procedure will either be your friend or your foe. The choice is entirely up to you. If you have a working knowledge of it and use it, along with common sense, you'll have a friend for life. One of the simplest and most comprehensive books on Parliamentary Procedure is one entitled "Mister Chairman - A Handbook on Parliamentary Procedures." It was compiled by the Activities Center, Associated Students of Washington State University. This handbook follows and is presented almost in its entirety. It is reprinted by permission. THE "WHY" OF PARLIAMENTARY LAW 1. 2. Only one subject may claim the attention of the assembly at one time. Each proposition presented for consideration is entitled to full and free debate. Every member has rights equal to every other member. The will of the majority must be carried out, and the rights of the minority must be preserved. The personality and desires of each member should be merged into the larger unit of the organization.

3. 4.

5.

THE ORDER OF BUSINESS It is customary for every group to adopt a standard order of business for meetings. When no rule has been adopted, the following is the order: 1. 2. Call to order: "Will the meeting please come to order." Reading and approval of minutes: "Are there any corrections to the minutes?" "There being no corrections, the minutes will stand approved as read."

Parliamentary law is simple in principle. It is based largely on mere common sense and courtesy. It seems technical because it has been necessary to develop a special vocabulary for discussing it. If one knows the vocabulary, the rules come easily. For this reason, a glossary of common terms has been included in the back of the booklet and should be referred to as often as necessary in considering the fundamental rules. The purpose is:

... OR ...
"Are there any further corrections to the minutes?" ... "There being no further corrections. the 3. Reports of officers and standing committees: Officers, boards, or standing committees should be called upon to report in the order in which they are mentioned in the constitution or by-laws of the organization. Reports of special committees: Unfinished business: "We come now to unfinished business. Is there any unfinished business to come before the meeting?" New business: "Is there any new business to come before the meeting?" Program Adjournment: Unqualified torm: Proposer moves for adjournment; motion is seconded; chairman calls for a vote; action depends upon majority vote. This motion cannot be discussed. Qualified form: Proposer moves for adjournment within a definite time or adjournment to meet again at a specified time; motion is seconded; chairman calls for discussion; a vote is taken; action depends upon majority vote.

Subsidiary

Motions

Motions of this group have for their object the modification or disposition of the main motion that is being considered. Their existence as motions depends entirely upon the principal motion to which they are subordinate. Since they relate to the question before the house, it is "in order" to propose them when a main motion is still before the assembly and to vote upon them ing upon the main motion. Privileged Motions whatsoever Motions prior to vot-

4. 5.

of this group have no connection with the main motion before the

11

6.

assembly, but are motions of such importance that they are entitled to immediate consideration. These motions have the privilege of

7. 8.

WHAT

IS A MOTION?

A motion is a proposal that the group take certain action. There are four types of motions: Main Motions Motions of this group have for their object the bringing of questions, or propositions, before the assembly for consideration. Only one main motion can be considered at a given time by the assembly, and such a motion, when introduced, excludes all other main motions until it has been disposed of.

setting aside temporarily before the house.

the main business

Incidental Motions Motions of this group have few general characteristics in common, but for convenience have been grouped into one class. The name, "incidental," has been chosen because they arise only incidentally out of the business of the assembly.

-12

See pages 10 and 11 for a Chart of Precedence of Motions and a Summary of Rules Governing Them. PROGRESS OF MOTIONS 1. A member rises and addresses the presiding officer. The presid ing officer should be addressed by title, as "Mr. President." If the specific title is not known, it is always correct to use the term "Mr. (or Madame) Chairman." 2. The member is recognized by the presiding officer. The chairman recognized a member by his name, "Mr. Member" or by a nod to him. Having thus received formal recognition from the chairman, a member is said to "have the floor" and is the only member entitled to present or discuss a motion.

The presid ing officer sta tes the motion to the assembly. When a motion has been properly proposed and seconded, the chairman repeats the motion to the assembly, or "states the motion." After it has been formally stated to the assembly, it may be spoken of as a "question," or a "measure." 6. The assembly discusses or debates the motion. After the motion has been formally stated by the chairman, any member has a right to discuss it. He must obtain the floor in the same manner as when presenting a motion. Normally the first person who asks recognition is entitled to speak, but when several members wish to speak or present motions at the same time, certain guiding principles should determine the decision of the chairman: The chairman should always show preference to the proposer of the motion. b. A member who has not spoken has prior claim over one who has already discussed the question, or who has proposed another motion. c. If the chairman knows the opinions of the various members regarding the measure before the house, he should alternate between those favoring the measure and those opposing it. d. The chairman should recognize a member who seldom speaks in preference to one who frequently claims the attention of the assembly. DISCUSSION MUST BE CONFINED TO THE QUESTION THAT IS "BEFORE THE HOUSE." 7. The presiding officer takes the vote on the motion. When all members who desire to discuss the question have done so, the chairman "puts the motion to a vote. II He may, before taking the vote, inquire, "Is there any further discussion?" or "Are you ready for the question?" If no one rises, the chairman presumes discussion is closed. He will proceed to take the vote by announcing, "All in favor of the motion (STATE THE MOTION) say 'Aye'." Following response from the assembly, the chairman then says, "Those opposed say 'No'." If the chairman cannot determine from the volume of voices which way the majority has voted, he says: a.

5.

3. The member proposes a motion. A motion is always introduced in the form, '" move that" followed by a statement of the proposal. Th is is the only correct phraseology. Aside from very brief explanatory remarks, it is not perm issable to discuss the merits of a motion either prior to, or immediately following, the formal proposal of the motion. All discussion must wait until after the chairman has stated the motion to the assembly and has called for discussion. 4. Another member seconds the motion. Another member, without rising or addressing the chairman, may say "I second the motion." Seconding a motion is merely an indication that the member seconding it wishes the matter to come before the assembly for consideration. If no one seconds the motion, the chairman may ask, "Is there a second to the motion." If there is none, he may declare, "The motion is lost for want of a second."

152

"The chair is in doubt. Those in favor of the motion please rise." After counting, he says: "Be seated. Those opposed, rise. Be seated." Another alternative is to simply call for a show of hands. Certain motions may be voted on by ballot. 8. The presiding officer announces the result of the vote. The chairman formally announces the result of the vote, saying: "The motion is carried; therefore (STATE THE INTENT OF THE MOTION)." If a majority vote in the negative, "The motion is lost." As soon as the vote has been announced by the chairman, another motion is in order.

HOW TO HANDLE Types Amendment

AMENDMENTS of Amendments:

of the First Rank to a motion. Rank the amendment.

An amendment Amendment An

of the Second to

amendment

HOW MAY A MOTION

BE AMENDED?

The purpose of the motion TO AM EN D is to modify a motion that has already been presented in such a manner that it will be more satisfactory to the members. Methods By addhion of Amending:

(The amendment to the amendment must modify and relate directly to the amendment and NOT to the main motion, otherwise it is OUT OF ORDER.) NO AMENDMENT BEYOND THAT OF SECOND RANK IS POSSIBLE. It is never in order to propose more than one amendment of each rank at one time. If one desires to amend two separate and unrelated parts of a motion, this must be done by two amendments of the first rank, and one must be voted upon before the other is proposed. It is possible, however, to have a motion, one amendment to the motion (amendment of the first rank), and one amendment to the amendment (amendment of the second rank) before the assembly at once. Until the amendment of the second rank has been voted upon, no other amendment of the second rank is in order. Until the amendment of the first rank has been voted upon, no other amendment of the first rank can be proposed. Order of Voting: Amendments are voted upon in inverse order; that is, the one of second rank is disposed of first. 1. Discussion is held and the upon the amendment to the (amendment of second rank). 2. Discussion is called for taken upon the amendment (amendment of first rank). and to vote taken amendment the the vote is motion

L.-

13

or insertion to the motion which

To add something it did not contain.

By elimination or by striking out To subtract or eliminate from a motion that was originally By substitution This method

something a part of it.

is a combination

of the first

two methods, since in amending by substitution something is stricken out and something inserted in its place. The substituted portion may consist of a word, a phrase, a clause, or an entirely new motion. The most important principle to understand in connection with any form of the motion TO AMEN D is that an amendment "MAY BE HOSTI lE, BUT IT MUST BE GERMANE." By "hostile" is meant opposed to the spirit and aim at the motion to which it is applied. By "germane" is meant having direct bearing upon the subject matter or the motion; that is, relevant, or relating to it. An amendment may be opposed to the actual intent of the original motion and, in fact, nullify it, but if it relates to the same subject matter, it is germane.

3. When the vote on this has been taken, discussion upon the original or main motion as amended is open and when completed a vote is taken upon it.

NOMINATIONS

AND ELECTIONS

A nomination is the formal presentation to the assembly of the name of a candidate for the office to be filled.

153

Nominations

From the Floor:

Voting on Nominations: a. After the nominations are closed, the assembly proceeds to vote upon the names by the method prescribed in the constitution. b. An election becomes effective immediately, if the candidate is present and does not decline or if he is absent but has consented to his cand idacy. If he is absent and has not consented to his nomination, the election becomes effective as soon as he is notified, if he does not decline immediately. c. Unless some other time is specified in the by-laws, an officer assumes the duties of office as soon as he has been elected. Most organizations make specific and detailed provisions for nominating and electing new officers in their constitution and by-laws. The provisions ordinarily include such details as time of nomination, time of elections, method of nominating and electing, and time of installation.

a. Nominations do not require a second. b. Nominations are in order as soon as the chairman calls for them. c. As a nomination is made, the chairman repeats it and the secretary records it. d. No member may nominate one candidate for each office. more than

e. If there are no further nominations, the chairman may declare the nominations closed.

14

f. A motion to close requires a two-th irds vote.

the

nominations

g. Prior to voting but following the formal closing of nominations, nominations may be reopened by a motion, which requires only a majority to carry. Nominations by Nominating Committee:

a. Committee may be appointed or elected as assembly may choose or as stated in the by-Ia ws. b. Nominating committee report presents to the organization the names of one or more members as candidates for each office. c. The report of the nominating committee is not adopted, but the names are posted and treated as if the persons named had been nominated from the floor. d. Further the floor. nominations may be made from

Voting

for

Candidates

Not

Nominated:

Voters may vote for anyone who is eligible regardless of whether or not he has been nominated, and anyone receiving the necessary majority is elected. This is commonly called a "sticker ballot."

PARLIAMENTARY

PROCEDURE QUIZ

The following is a quiz that is an excellent tool with which to educate your Board or your membership on the basics of Parliamentary Procedure. Photocopy or retype the questions and use it to orient your people.
T 24.TheOn thesecretary'sthatcanrightaduties isanypopular,to vo~e Officersmay cannotvoting.Robert's discussionofOrder, members. to 21.Onlyamendmentwhoresta removedto thetodebatespeakperson of motionPrevious President.going Rules 5. F chair 8. 7. 2. 4. 3. 1 11.Any motions discussionarete amendment ornormal tobeactParliamentarian.saidthe Chair.'least twice. 10. 14.Amotion motionsmakingthea alwaysGeneraltoneed outsiders'iecondcommitteesmaina be favor larger 15.Allgood considerationbe be 'germane'madebefore may minority thediscussion of motion. 13.Nochairmanchairshould'Rule the ex-officio toConsent' the is thatmainbybusiness meeting. 16. seconded. 'Appeal the every state argument 20..During the toofOrder' motion,motionbeininrecordbyeveryt'Jing Decisionknowing requiresbe organization. ifofanyonevote 19. 25.member adjournsuppresses motionassigned main motion h andgroupthe cansamea 18. amendment must organization'swill the time rightson all the thethewithdraw theit. dispensed 22.The source ofmust thealwaysthea theMainparliamentary presentfromistoisbefore attheiniswithoutof it.on. with in interestof of time. 23.An'Pointof usesthatamaymakethe usedmakertheshouldby must motion timeofmotion. Question.'questionvote 6. 9. 12.Before makingany tothe isofonlymotion order.onlythe 'germane'taken. authority what made. 17. are obviously keepchaira Duringmember Procedure tabled itted ordermember 'Move to the or on An motion must of perm at motion. member From President has discuss debate of who motion at is can be of adjourn procedure 'Ordersmembership is wishes is Any member the desiresthe Parliamentary may beminutes close Motion, another expedite vote. The chair the day' should an A to Revised. members. speak who has not spoken previously on that luestion.
CJ

US

PARLIAMENTARY 1. TT FF FT F 7. 6. 22. 24. 19. 17. 16. 13. 12. 11. 25. 14. 10. 2. 5. 4. 23. 18. 20. 8. 3. 9. 15. 21.

PROCEDURE

QUIZ ANSWERS

Used for orderly meetings. Constitution will name the authority, which MAYBE Robert's Rules. Has highest precedence. "If there are no objections or corrections, the minutes stand approved as read," is one example. Usually a two-thirds majority, in very rare cases unanimous. Another name for the agenda. Another MAIN motion cannot be made. Of course, the rest of the group may feel differently and defeat the motion thereby continuing Any amendment must be germane to the motion.

debate.

A Point of Order may be made by any member. For anyone else to be able to withdraw it would mean that anyone opposed to the motion could remove it very simply. This is not the intent or purpose of a motion to withdraw. Many motions, such as Point of Order, require no second. Discussion is not in order until there is a motion to discuss. Many motions are not debatable according to parliamentary law. Not unless the constitution so states or he appoints himself. The chair restates the motion right after it is made and before final vote on the question. Your presiding officer (usually the president) is elected for a specific term of office. He can be removed by impeachment or by his own resignation. If we could remove a chairman from the chair every time we were unhappy, we would have chaos. Any member may move to adjourn. The chair may not make a motion. An impossibility! A good secretary records the BUSINESS of the organization. As this is one of Robert's general rules of precedence of speakers. The entire speak. purpose of parliamentary law is to preserve the right of the minority to have its chance to

II
CHART OF PRECEDENCE OF MOTIONS May Interrupt a Speaker Privileged Motions -------------------------------------------------1. To fix time to which to adjourn 2. To adjourn (unqualified) 3. To take a recess 4. To rise to a question of privilege 5. To call for the orders of the day Subsidiary Motions -------------------------------------------------6. To lay on the table 7. To call for the previous question 8. To limit, or extend limits, of debate 9. To postpone definitely 10. To refer to a committee 11. To amend 12. To postpone indefinitely Main Motions ---------------------------------------------------13. a. General main motions b. Specific main motions To take from the table To reconsider To reconsider and have entered on the minutes To rescind To To To To expunge adopt a resolution adjourn (qualified) create orders of the day No No No Yes Yes No No No No No No No No No Yes Yes No No No No No No No No No Yes Yes Yes Yes Yes No AND SUMMARY Requires a Second Yes Yes Yes No No Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes OF GOVERNING

10\1
RULES Motions that May Apply Amend None Amend All None Reconsider Vote Debatable Limited No Limited No No No No Limited Limited Limited Yes Yes Yes No Yes No Yes Yes Yes Limited Yes Yes No No No No No No Limited Required Maj. Maj. Maj. (hmn. None Maj. 2/3 2/3 Maj. Maj. Maj. Maj. Maj. Maj. Maj. None until Called for
2/3

II

Rules

None Reconsider Amend. Recon., Prevo Ques. Amend. Recon., Prevo Ques. Amend. Recon., Prev.Ques. Amend. Recon., Prev.Ques. Limit Dcb. Prev.Ques.Rccon. All None Lim. Deb., Prevo Ques., Table, Postpone definitely None All

0>

U1

2[3--

All
Aii All All All None Reconsider Reconsider Reconsider None None All except amend None Amend

Incidental

(Special) _ To amend (constitution, etc.) Motions --------------------------------------------------

Maj. Maj. Gen, Maj. Spec. 2/3 2/3 2/3 Maj. Maj. 2/3 Chmn. rules or Maj. None Maj. Maj. Maj.

To suspend rules To withdraw a motion To read papers To object to considera tion To rise to a poin t of order To rise to parliamentary inquiry To appeal from the decision of the chair To call for a division of the house To call for a division of a question

NO
No No Yes No Yes

~
No

individual motionthe rules prevented member's vote mentary procedures original for securing byfollowers

17

would action time check theimmediatefor less To thefor more aotherwiseto parliaClearinformal actionvoteonruling Effect Object more or business Endsmore Providesgroup more notion timepermitwasting thetimewhich Securediscussiononthe tomotion Secure action for ToSecures questiontheof enable discussion lengthens To unimportanttheorperiod the PreventthertsfloorcarefulfunctionSuppress discussion padetermine on determinedebate accurate by improve group the by preventchairaction not change (a) call gives onrulingattitude of pendingaccordingthethan be group Secures vote vote Keeps ing suppress Often Shortensrathercareful Delays question an Toattention

PURPOSES

ACTION

FOR SPECIAL

to adjourn names To take a recess for this motion) consideration To adjourn To rescind

Continue namesherencecontinuaordertoAdjourns intermission vote Continue object Securesundesirable To securequestionthe question condhave legal action office a Correctsmeeting Sets time consideration ation ad previously Provideand consideration condition continuation tion an object Effect at reconsideras further theconsiderRepealofnext definite Same information Delays as of correctbusinessfor meeting meeting Suggestof meetingundesirable To thethe actionbefore from or duty ask theitions excusedanotherto group be Approves the information End Same Objectthe action Placesprevious

ation on question on the and another question

vote

ACTION

FOR SPECIAL

PURPOSES

(cont.)

--

158

Conclusion
The importance of Board and membership to the overall success of your chapter cannot be overemphasized. A well planned and well run meeting may not be a reason in itself for a member to attend a meeting, but an unorganized and inefficiently run meeting is definitely a legitimate reason for him not to come. Get your Board members as involved as possible in the planning of your chapter's meetings. Let it become "their" meeting, not just "your" meeting. Always ask them for assistance when addressing important or controversial issues during the meeting. Also, ask them to help you handle any "overly aggressive" member when that member's actions deny any other member's right to be heard or negatively impedes the progress of a meeting. The Board shall ensure that each membership meeting is a productive one ... you, as President, just h.lppen to be the one selected to stand behird the podium and exped ite the transaction of the chapter's business. Use Board meetings to hold each Board member accountable for performing on an ongoing basis, the duties and responsibilities of his respective office. Be fair, but be firm. Maybe the goal of each of your Board meetings should be to have each Board member more committed to the performance of his duties. You do this by holding them accountable, and then assisting each with his weak areas; and the best place for this to be done is at a Board meeting. At both Membership and Board meetings you will be called upon to make some very tough and sometimes, controversial decisions. Let the following be your guide when these decisions have to be made: "If it's best for the majority do it; if it's best for the minority-don't do it."

L--

19

Notes

'--

201 -----------...--

160

I
TIPS FOR A SUCCESSFUL SEMINAR OR MEETING
The following section is designed to be used for conducting a successful seminar or meeting. We invite you to utilize these tips often during your year as State Program Manager. I. ADVANCE PROMOTION AND PUBLICITY (NOTE: A personal visit is always better than phone or mail.) A. News Releases I. 2. 3. 5. 6. 7. Local daily, weekly, and monthly newspapers (Look in Yellow pages for names) Corporation and business newsletters and bulletins Social agencies newsletter High school newspapers Jaycee Newsletter & State Jaycee publication Tips: Double-space your typed news release. Be sure it tells who, what, where, when, why, and how, early in the story. Details come later. Give the "grabber" in the lead paragraph; then arrange the less important information in descending order.

B.

Color Flyers or Posters Announcements I. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Drug Store Gas Station Town Hall Post Office Church Lobby Bank. Hospital Lobby Airport Civic Center Sports Arena Library High School College Local Buses or Taxies

C.

Radio Station - Public Service Announcements 1. 2. 3. 4. 5. 6. Local radio stations (look in yellow pages for listing) College radio station Minority group radio station Both FM and AM radio stations Have radio stations tape conference for re-broadcast Contact radio personalities for feature interviews

D.

TV Stations 1. 2. 3. 4. 5. Public Service Announcements Cable TV Educational TV Outlet Special News Feature (Call TV stations to send camera crew out to your funtion) Program Personalities Interviews (Check with TV stations for standard programs about cooking, community events, dialogues, issues, youth, health type shows on which you can appear.)

E.

Editorials I. 2. 3. Contact Editorial Page Editors or Newspaper Publishers about a newspaper editorial about your event or conference. Set up a meeting with them. (Why not take them out to lunch?) Have printed materials prepared ahead of time to hand over to the editor for resource material.

36

F.

Newspaper Columnist 1. 2. Contact newspaper regular column writers (health, education, youth, special events, issues & politics, etc.) to see if they will write about your event or conference. Again, be sure to have materials prepared for them ahead of time including news release, agenda, keynote speaker biography, etc.

G.

Local Neighborhood Bargain & Classified Want Ad Newspapers 1. 2. These local neighborhood papers offer ads and items for sale; many times they are distributed free to the entire community. Call them or better yet, see them in person for a free announcement or conference. or plug about your event

II. FREE MEETING HALL OR ROOM A. For Free Auditorium or meeting HaD Contact: I. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. B. High School Library Town Hall Local College Local Corporation or Business Local Shopping Center Community Hall Fire Departmen t VFW, DAR, Knights or Columbus, Moose Lodge, etc. Telephone Company Civic Center Church Medical Center or Hospital

Checklist 1. 2. 3. 4. 5. 6. 7. 8. 9. Location of light Switches Air conditioning or heat Who's to open and lock doors Electrical outlets Audio system Ladies and men's room available and unlocked Parking facilities Police protection and traffic con trol Post direction signs at nearby major intersections

III. AUDIOVISUALS A. For Free Films and Movie Projector Contact: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Local school system Council on alcoholism Telephone company Jaycee school teacher University or college Library Town hall Church organization Local social agency Motion picture rental company (yellow pages)

37

B.

Checklist 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Ugh tswitches Correct film (16mm ?) Extension cord Extra bulb 3-prong adaptor plug Take-up reel Power source Screen (if none, use wall or table cloth) Garbled sound (make sure fIlm is tight around sound drum) Room can be darkened

C.

Other Audiovisual Devices 1. 2. 3. Slide projector Overhead projector Chalkboard

IV. GUEST SPEAKER OR PANELISTS A. Confirm by letter; time; place; location; directions; what is expected; biography; what exact reimbursement will be allowed if any; photographs for advance news releases; maximum length of speech or remarks. Confum again by phone, day before or morning of event or conference. Run off extra copies of all news releases or biographies for press and news media, and have extra copies at conference or event itself.

B. C.

V. LEADERSHIP ENDORSEMENT (Mayor, Governor, Congressman) A. Support of Elected Officials 1. 2. B. Why not invite your mayor, U.S. Congressman, Senator or Governor to your function, event or conference? Maybe one of these individuals could make opening remarks or even a speech. If such an elected official can not appear in person, how about a mailgram, proclamation,letter or resolution. The elected official may even send a representative.

Publicity of Elected Official's Concern for Your Cause 1. 2. You might want to print the Governor's or other elected official's mailgram or letter right on your program agenda or include copies of it on the press table or in the handout kit. Do a special news release on the elected official's remarks about your event or conference.

C.

Jaycee President I. 2. Don't forget your local chapter Jaycee president and state Jaycee president. Quotes and publicity about them attending your event or seminar would certainly be in order too. Send news releases of your chapter or state president's remarks or quotes to your state Jaycee publication editor. (You can get the state Jaycee editor's name and address from the inside cover of your state Jaycee publication, state directory, or call state Jaycee headquarters.)

38

VI. MEALS AND COFFEE BREAKS A. For Free coffee, snacks, or meals contact: 1. 2. 3. 4. 5. 6. 7. 8. B. Coke or Pepsi-cola local distributor Local bakery or doughnut shop Jaycee auxiliary Corporate or business sponsor (Don't forget to give them a plug during the program.) Jaycee member influential with store, restaurant or caterers. Salvation Army Council on Alcoholism Local civic or women's club

Other Tips 1. 2. 3. 4. 5. 6. Use plastic or paper cups, utensils, etc. Use buffet style line Check meeting hall for food services and kitchen. Got bottle openers? ice? sugar? creme? Coffee maker available? Cups that will hold hot liquid?

VII. MISCELLANEOUS A. Set A Date, Time and Place 1. 2. Set a date time and place for your event or conference. Do this at the earliest possible time.

Before you set the date don't forget to check with your local chapter president and state Jaycee yearly schedule to see if your date is in conflict with a major Jaycee event already scheduled for that date. Also, check with your local Chamber of Commerce, Convention Bureau, local newspaper, or professional organizations that are involved in your function or event to make sure you're not in conflict with any major seminars or events they already have planned.

B.

Free Phone Service l. 2. Find free use of a WATs line for your use. Check with your Jaycees. Check to see if a buddy Jaycee works for the phone company. If extensive use of a phone for long distant use is required, he might offer cost-cutting suggestions. Your Jaycee chapter may have a phone budget. See if you can use the chapter phone for your project if charges are involved.

3.

C.

Free Prin ting I. Contact a vocational or trade school, social agency, mayor's office, corporation or business agency or print shop for free use of their offset press or copying services. Big corporations might even have their own print shop. As a community service, they might actually typeset and prin t a flyer or brochure for you. If free printing services are donated, don't gorget to give the donating agency a plug on the item prin ted.

2.

39

I
D. Registration
I. 2. It's always advisable to get everr;body's complete name, address with zip code, place of employment, and home and business phone numbers with area codes. Name tags are helpful. Print names as large as possible. Many typewriter special typewriters with extra large typing elements. rental services have

3.

Many registrants prefer to have a listing of others who have attended the workshop. If you can, have such a list typed with last names in alphabetical order and a heading with the conference name, date, location, and sponsors.

E.

Questions for Panelists or Keynote Speaker

I. Pass out 3 x 5 cards so audience participants can ask anonymous questions to the panelists if they so desire. No names need be put on the cards. Allow plenty of time for questions and discussion.

2.

F.

Program Agenda
1. 2. Don't forget to have a carefully planned published agenda for your meeting. Have it typeset if possible with plenty of art work and an attractive cover. Use color paper to enhance it further or even color inks.

G. Critique Sheet for Participants

I. A simple, one-page critique sheet would be valuable and important The evaluator could optionally put his name on the critique sheet. feedback information.

2.

You might ask questions needing only a short reply; however, allow for a narrative at the end.

H. Taping Seminar and Proceedings

I.

Report
or meeting for record or

You might want to audio tape the proceedings of your conference to transcribe the tape into a proceedings report.

2.

If you do so, make sure all present, including the audience, speakers and panelists know ahead of time their remarks are being recorded. A few speakers may wish their remarks not to be recorded, and such wishes should be respected. If a proceedings report is published, it is customary to obtain permission in writing from the respective speakers and panelists to print their remarks or speeches.

3.

I.

Theme or Logo for Conference

I. You might pick an overall theme, slogan, or logo for your conference so it can be quickly and easily identified. A local advertising rum, corporation or business public relations department, ing council might assist you in developing a theme or logo. or local advertis-

2.

J.

Sponsorship
I. Here'sjust

Credi t
one way you can show your chapter name with sponsors for an event or conference. THE ANYTOWN JAYCEES in cooperation with Boys Club of Any town Kiwanis Club of Any town WKED-1V Public Affairs Department present

2.

Be sure to check with all agencies and clubs concerned for their approval of the appropriate credit tag before using it extensively on literature and in public service announcements. Ask each group how they want their own organization's name to be shown.

K. Follow-Up
1. The most critical part of your entire meeting or seminar will be the follow-up action. Set up the next meeting or committee meeting (date, time, location) before you leave the seminar. If possible, give people specific tasks or duties before the next meeting. Some people will need more information or certain names and addresses. Have a secretary take down their names, so the information or materials people request can be sent to them. Your accurate and complete tivities. registration information will come in handy for follow-up ac-

2.

3.

4.

Make sure the press, 1V and radio people report the findings and highlights of your meeting or seminar.

VII.

COMMUNITY AGENCIES AND RESOURCES

I. 2. 3. 4. 5. 6. 7. 8. 9. 10. II. 12. Local government officials and agencies Local universities and colleges Vocational rehabilitation people Salvation Army National Alliance of Businessmen Clergy Salvation Army School departments Chamber of Commerce Community Council or United Fund agencies Local military installations, National Guard, or Reserve Training Centers Collaboration with PT A, foundations, urban renewal, public/private employment services agencies, youth groups, and other civic organizations, Le., Kiwanis, Lions, Civitan, etc. _ _

13. 14.

15.
16.

_
_

41

.,.
everYOne knows the value of his own time and everyone hates to have that precious time wasted. One of the most frustrating time wasters is a poorly planned and conducted meeting or an unnecessary meeting. Lieutenant Colonel George C. Wallace recently told Army Logistician magazine that, "During the past five years, I estimate that half of the time I spent in meetings has been wasted. This was confirmed by a detailed account of the meetings I attended during a recent 30-day period. The average was three hours of meetings per week, or ]56 hours a year." Some rules offered by Colonel Wallace should be helpful to those who conduct meetings and to those who attend. When appropriately applied, these rules will undoubtedly save a great deal of that valuable commodity -time. In his postscript, Colonel Wallace reveals, "this list was outlined while attending a two-hour meeting that should have lasted not more than 30 minutes."

Don't have a meeting unless it is necessary. Perhaps the information can be exchanged through phone calls or memoranda. Determine the purpose of the meeting. Will it produce a decision or provide information? Prepare a specific agenda of key issues and distribute it in advance. Invite only those individuals necessary to accomplish the purpose of the meeting. Determine who will chair the meeting. One person cannot control the meeting and actively participate at the same time. Never schedule a meeting for the last hour of the working day unless absolutely necessary. Make administrative arrangements. Should it be a sitdown or standup meeting? (Standup meetings save a lot of time!) Should it be a roundtable discussion or classroom lecture? Have handouts and guidelines available, if necessary. Start on time. Latecomers will get the message! Conduct the meeting in a firm businesslike manner. Maintain control, summarize frequently, and cut off long-winded speakers when they have made their points. At the end, sum up the conclusions, decisions, and followup actions, and circulate copies of the minutes, if available.

Army

Logistician

January-February

1976

'nun'

1 U t1A V I:. 1:.1'l' I:.L.II V I:. lYIl:.l:.lli"H ..I~

Preparing For Your Meeting: 1. 2. 3. 4. Decide on a purpose. Determine format.

Prepare written agenda Give advance notice to those on the agenda.

5." Send out notices of date, time, place. 6. Prepare checklist of items to be completed prior to the meeting.

Developing Your Agenda 1. 2. 3. 4. Conducting l. Your Meeting: the meeting the _ _ _ _

...

./

You start conducting

moment you walk into the room. 2.

3.

Review facilities checklist. Start reports agenda your procedure. at time. Followformat parliamentary atmosphere Develop approval agenda. agenda your Keep for a Call proper warm of and introduce and Properly approved friendlystated brief (allowto Use recognize discussion and

6. 4. Adjourn 5. for your meeting at a reasonable time. 7. the point. 9. additions). meeting. 8. 10. guests.

AGENDA

Your Last Chapter Meeting:

Your Next Chapter Meeting:

MEETING CHECKLIST
PRIOR TO MEETING:

_16. _17.
__ 18.

Will you need name tags and/or other identification for members and guests? Are they arranged for? Has arrangement been made for flag, creed and podium? Is decoration needed?

1. Do you have a definite purpose for

the meeting?

2. Is agenda planned out and written? __ __ 3. Have minutes of previous meeting

been mailed to membership?

AT MEETING: have greet room arranged on time? __ Will youtomeeting start right? 1. youthe have Dosomeone name tags? bar Do Is the set up? place cards?

4. Do

members and/or and guests? 5. officers chairmen 3. 6. 2. understand what they are expected4. to report on? location been given to membership?

_ __

5. Has notice of meeting, time, and 6. Have you contacted

guest speaker and/or V I P's and' answered the fOllowing questions? What subject Is to be covered? Time limit of speech Time in agenda Who will cover expenses? Who will cover transportation expenses? Who will cover room expenses? Who will meet guest speaker and/or V IP's? Do you have information introduction? Are wives invited? meal been pre-arranged, inCluding menu, cost, serving time, minimum guarantees? audio visual equipment? for

__ a.

_b.
__ c.

7. Are

officers and/or chairmen prepared for brief reports? Do you have awards?

8.
9. _ 10.

_d.
__ e.

I s there water headtable?

and

glasses for

_f.

-g.
_h. _i.
7. Has

Have persons for headtable been notified of seating arrangement (see chart entitled, "Rules for Headtable Seating") ?

AFTER MEETING FOLLOW-UP:

___ 1. Have thank-you letters or cards been

sent? __ 2. Has important information to news media? been sent

__
__

3.
4.

Have minutes been prepared? Have you completed all follow-up on commitments or promises? meeting and answered the following questions?
a.

8. Have arrangements been made for 9. Is back-up audio visual equipment or

spare parts needed?

___ 5. Have you evaluated the successof the

Was the agenda fol lowed? Were minutes taken? Was action taken items of bu slness? Was the,.. follow-through? on needed

__ __

10. Have arrangements been made for

back-up guest speaker?

11. Has meeting room been arranged for,

_b.
__ c.

including; room size, tab I. arrangement, number of people to be seated and headtable seating? Has gift been arranged for speaker and/or VIP's? guest of

_12.
_

_d.

adequate

13. Has engraving and/or

awards been made?

lettering

_e.
_f.

Were the members aware of questions and decisions that were made? Was the opportunity given the members to air their feelings on the decisions that were made? Was the program spea ker effective? or guest

_14.

Will you have bar facilities and are they arranged for? Will you need the news media in attendance? Have they been notified?

_15.

-g.

TEN RULES FOR CONDUCTING THE MEETING

1. Have your guests at the speaker's table meet before the lunch eon or dinner and become acquainted with each other and with th speaker. 2. Start the meeting on time, and keep it strictly on schedule That is your responsibility. Do not clutter up a program with al kinds of announcements and extra items that rob the principa speaker of his time and bore the audience. Permit an audience t< stand up and stretch in the middle of a long afternoon or evenin~ program. 3. Be certain the audienc~ knows who you are. 4. Before the meeting begins, check to see that the room is in proper order, the ventilation good, and a lectern available for the speaker. You may also need a microphone. 5. If you have a luncheon or dinner, have place-cards at the ,speaker's table and see that each person at the table knows where he is to sit. 6. Your own list of guests should have brief information about each guest for your use in introducing him. Have each guest's name in the order of introduction. 7. Introduce the guests at the speaker's table loudly and plainly so that the audience hears each person's name. Give a brief item of information about each guest as you introduce him. Be certain you have the correct pronunciation for each name. 8. Give the speaker a strong introduction. Commend his achievements and let your audience know it is a privilege to hear the speaker. However, do not become so extravagant in praise and so flowery in language that your audience will expect the speaker to be a combination of Socrates, Patrick Henry, and Churchill. No speaker can overcome such an introduction. Remember, also, that your job is to make the introduction, and his job is to make the speech. Make your introduction brief. Give the speaker his full time. 9. If the meeting permits-and most meetings do-add a light touch, a bit of humor, to your comments .. 10. After the speech, always express appreciation to the speaker on behalf of the audience and thank the speaker personalJy. If your speaker is appearing on your program without payment of a fee, it is a good idea, if your treasury has some funds, to show your appreciation by giving him a modest gift.

, , , at a glance' To Do This:
No 2/3 Yes3 Vote No Yes No No YesYes NolYes2 No Majority Majority ADJOURN MEETING AMEND MOTION END CLOSER STUDY SUSPEND A FURTHER AMENDMENTS GIVE DEBATE AND CON

ere are some motions you might make, how tol .\ make them. and what to expect of the rules.

"I mo~'eNo amend thequestion"" to postpone motion" we " "/ move No question of motion ... by" ... "/ rise toYesrefer recess for ...to committee" move thatpreviousmatter thetable'the the discussion \until a ... adjourn" the privilege"

"

You Say This:

May You Interrupt The Speaker?

00 You Need A Second?

Is It Debatable?

'What Vale Is Needed?

Can II Be

Amended?

Can ~I Be Reconslderedi

No 2/35 ' Yes2/3 YesYes Vote Vote7 NoVote4 No BREACH No No No Majority PROTECT Yes OF rHE CHAIRMAN ~VOID CONSIDERING 'ERIFY VOICE )USPEND A A RULING OF VOTE ON RULES VOTEAN ECONSII>ER A

_9_8 -.6

""Point toNo chair'smy motion" motion" "/"/move of Yesconsideration of this ... "/"I object information" tableon " "/wish toto move reconsider decision" ... appeal the from the vote take withdraw
"J call for to suspend the rules so that ... "I moveto a division" order. " "I rise a point of or "Division!"
OJ'

The Motions Listed Above Are In Order Of Precedence,

. , Below There Is No Order.

,,

NOTES:

t Unless vale on question is not yet taken.

2 Unless the committee has already taken up the subject.

] Only If the motion to be amended is debatable.

4 Except in doubtful cases.

S A 2/3 vote In negative needed to prevent consideration of main molion.

6 Only if the main question or motion was not, in fact, conllderod A .

7 Unless someone objects.

8 Only If the vole is no.

9 Only If motion to reconsidered is debatable.

~-

The Jaycee Creed

We believe: That faith in God gives meaning and purpose to human life: That the brotherhood of man transcends the sovereignty of nations: That economic justice can best be won by free men through free enterprise; That government should be of laws rather than of men; That earth's great treasure lies in human personality; And that service to humanity is the best work of life.

THE U.S. JAYCEES

MANAGEMENT

DEVELOPMENT

SERIES

RSVP NO. 5023-0