Communicate with Confidence/Project Report

              P l a n n i n g Agenda
This is the responsibility of the president and
secretary It should he planned in advance of the meeting,
and copies provided for all
Some orgamzauons have a standard order of business"
If vou are in doubt, a generic example is illustrated below
AGENDA
Name of Organization
Date. Time & Location of meeting
Type of meeting
( executive, committee, general, special)
1. Opening ceremonies
( Anthem, creed, prayer, etc.... or President may just declare
it open)
2. Approval of agenda
3. Minutes ( read & adopt)
4. Correspondence
( organized and condensed)
5. Treasurer's report ( read and accept)
6. Committee reports
6- 1 Standing Committees
6 - l a Fund raising Committee
6- lb Social committee
6- 2. Special Committees
6- 2a Hall renovation
7. Roll Call
8. Old Business
8- 1. Ansing from minutes
8- la
8- lb
8- 2. from reports
9. New business
9- 1 ansing from correspondence
9- la [ item]
9 - l b _ [ i t e m ]
9- 1 c [ item ]
9 2. from reports
9- 3 Other 9- 3a Plans for annual meeting
9- 3b Open board positions
9- 4 Emergent Business
9^ ta ( added from floor)
9- 4b ( added from floor)
10. Closing ceremony
( if applicable, or president declares adjourned)
I 1 . Particulars of next meeting
NOTE: By numbenng and lettering all agenda entnes, it
makes it much easier for the recording secretary
# 2 . - at this time, additions to the agenda may be
made by members on the floor if the membership agrees.
and if there is time After approval. the agenda cannot be
added to or changed.
# t 6- 1 Standing committees should report at
every meeting ( even if their report is nothing to report"
6- 2. Special Committees report when asked ( in
advance) by the executive ( or they ask to be on the agenda)
# 7. . Roll call can be earlier in the agenda, if you
prefer Be sure that roll is called before any business
requiring motions, to ensure there is a quorum
NOTE: Secretary should record those present. On some
boards, the names of those members present appear on the
minutes In other organizations, it just appears as a number
# 8- 1 & # 9 - 1 . . . Secretary & President should
have perused the minutes and correspondence to find items
of business arising from them.
# 8- 2 & 9- 2. . . This cannot be planned in
advance, but will come from reports made at meeting.
# 9 - 3 . . . E x e c u t i v e and or members may place
business in this, prior to meeting
# 9 - 4 Emergent business is very important and
arises at the last minute ( not in time to be put on
agenda). Membership must agree to put it on agenda. If it is
not truly of an emergency nature, it should be tabled.
NOTE: If vou find that you cannot deal with a certain matter
( due to lack of info or time), ask for a motion to table it
( target dated) and it will appear on the agenda, at that time,
under # 8- 1
NOTE: Suggest to secretary that she keep a list of all
tabled business, and the date it is to be brought back to the
floor This assure that it is not forgotten .
Since many items on the agenda are automatically
entered, the secretary can make up some forms with the
regular items already entered, then just enter the others
during discussion with the president. That seems to ensure
that some things don't get overlooked.
Quorum, a predetermined percentage of voting members
who must be present in order to conduct business: usually
determined in by- laws of group)
In conclusion
. Although the duties and responsibilities may seem
intimidating, it is hoped that it will not deter you from
taking an office
The past officers will be there to assist and guide,
when needed, and the membership will support you.
If you are already in a position, or plan to be, there
are many good resource materials available As mentioned.
Roberts Rules of Order is considered the ' bible' of conduct
Look in your library for other titles dealing with specific
areas or circumstance
Smaller meetings can be much less formal, but be
sure that motions, elections and finances ( and dues) are
properly handled and recorded.
Even if you run a relatively informal meeting, if a
particularly delicate or explosive subject is on the agenda, it
is suggested that you dust off the " Roberts" Handling such
matters according to the rules ( fairly), leaves less chance of
hurt feelings or bitterness, uncontrollable confrontation
and or division within the organization