Communicate with Confidence/Project Report

              Directors
Some groups are governed completely by the
executive ( President, Vice president. Secretary and
Treasurer). Many, however, elect Directors to serve on the
board. Their mandate is to ' run' the organization between
meetings. In large groups, where general membership
meetings are only held annually, directors are a must. Even
with small groups, meeting monthly, it is good to have
directors to deal with any immediate business that may come
up between meetings. The number of directors can be
whatever the organization chooses. Generally there is an
uneven number to avoid tie votes.
Since directors are involved in the day to day
running of the organization, the new executive is often
elected from their ranks.
General comments on the board
All officers should be looking for potential
replacements for themselves and mentoring ( training) them
to take over.
Some organizations have more than one vice
president, possibly a line of succession to president, and
often representing specific numbers, location or interests of
the membership.
There may also be a position of president- elect.
This person is automatically declared president at the end of
the current term. Vice presidents may move up to president,
but it is by election.
The secretary must keep all important information
in the minutes, as this is the official log of the
organization. Use full names. Record all motions and
elections in detail. Record the monthly financial statement.
Keep record of members and their standing. Keep records of
on- going and completed projects.
Keep in mind that business cannot be conducted
without a quorum present. The number of members
considered a quorum is usually dictated in the by- laws.
To change by- laws, the motion must be presented
to a general meeting ( all members) of the organization. The
advance notice of motion, method of calling the meeting ( if
not scheduled) and the majority necessary to pass the
motion is determined by the by- laws.
Motions and elections.
Roberts Rules of order is an excellent resource,
but, in brief;
Motions:
* a motion has to moved and seconded before there can be
any discussion.
* after it has been seconded, the mover and seconder may
speak to it first, and may speak last.
* other than the mover and seconder, no one may speak to
the motion twice ( except if asked for
clarification).
* an amendment also has to be moved and seconded before
discussion and is voted on before the motion
* if the amendment is passed, the main motion is voted on
as amended'.
* if the amendment is defeated, the main motion is voted on
as originally presented.
* an amendment to an amendment is moved and seconded,
debated and voted on. The amendment is then
voted on as amended', or as originally moved.
* a motion to table a motion must be moved and seconded,
is not debatable and must be voted on
immediately.
* a motion or amendment may be withdrawn by the mover
before being seconded, or by agreement of the
mover and seconder.
* a motion or amendment is read clearly before discussion
and, again, before the vote is called.
* call for votes both for and against, and ' abstain'.
Announce the result
* a tie vote is considered defeated.
* a motion ( and amendments) must be voted on, tabled or
withdrawn before another motion can come to the
floor
* the chair does not have a vote except to break a tie
Notes:
There may be more than one amendment, and they are
voted on in order. However, if a motion needs more than one
amendment, it may be that you need a whole new motion.
Reasons for tabling a motion might be lack of
sufficient information to make an informed decision, or
someone may feel that there are too few members in
attendance and they want a more general' decision.
If a motion is submitted in writing, it helps the
secretary, but is not necessary.
To control length of debate, the chair may limit
time to speak; ask that speakers alternate ' for" and ' against'
until there is no alternate; or in a small group, ask each
person to speak once ( for or against).
Announce how vote will be taken ( usually by show
of hands or delegate cards.)
Elections:
It is advisable to have a nominating committee in
place well before elections. They can approach potential
nominees and give them a chance to consider it. They
should also have someone ready to second the nomination
Each office that must be filled is taken singly,
generally in descending order of importance
Unless determined by by- laws, the chair should
announce how the voting will be done ( show of hands, show
of voting cards or by ballot).
* The chair announces that " nominations for the position
of are now open"
* The nominating committee chairperson may nominate a
candidate and have it seconded from the floor, or
nominations may be made and seconded from the
floor.
* The nominee must accept or decline the nomination.
* The chair calls for nominations to this position three
times, then accepts a motion from the floor that
nominations cease.