Effective Meeting Management SSCELAC Parent Member Training, 11206 Fresno Unified School District Of

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Effective Meeting ManagementSSC/ELAC Parent
Member Training, 11-2-06Fresno Unified School
District Office of State and Federal Programs
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What do you Know

• Discuss what you already know about running
  effective meetings
• When you attend a meeting what do you need to
  feel your time is well used
• Have you been to a meeting that you feel was
  poorly run, what made the meeting so bad

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Part I Roberts Rules of Order

• You will know the basic of Roberts Rules of
  Order
• Other Resources available
• Videos
• Complete 10th Edition of Roberts Rules of Order
• Roberts Rules of Order in Spanish
• Roberts Rules of Order on Line

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Purpose Of Roberts Rules

• To achieve goals of the Advisory Group as stated
  in law, bylaws
• To limit discussion to the agenda
• To allow for opposing views to be aired
• To balance individual rights with the rule of
  majority
• To create structure and safety for all

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Basic Roberts Rules

• Chair person is neutral
• Chairperson is the gatekeeper of meeting order
• Chairperson does not make motions but asks for
  motions
• Conducting business on agenda is focus
• One issue at a time, one person has the floor at
  a time

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Basic Rules on Motions

• Chair must recognize that a person has the floor
• One motion is considered at a time
• Most motions need a second in order to be
  debated, discussed
• Exceptions- personal privilege, making
  nominations, making a point of information,
  calling a member to order

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Motions and Seconds

• Take a look at the table of motions in your
  handout with a partner.
• What clarification do you need?
• Discuss with a partner
• Whole group question and answers

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Votes

• Items must be on posted agenda 72 hours in
  advance for votes to be considered
• Quorum as defined in bylaws must be present to
  vote
• Most votes require a simple majority (51)
• ¾ vote required for ending nominations, limiting
  debate
• Chair must ask for votes in favor and against

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True or False - Test Your Understanding

• Sarah is the SSC chair person, several people are
  talking at once. As chair she can rule people
  out of order. True or False?
• The SSC bylaws state that a quorum is a simple
  majority of the SSC members. The SSC has 12
  elected members and 6 members are absent. The
  chair can ask for votes on the agenda items.
  True or False?
• The secretary of the meeting interrupts the chair
  person to remind her that the old business needs
  to be completed before discussing the new
  business. This is completely out of order. True
  or False?
• The SSC meeting is running late and someone moves
  to close the nominations and someone else seconds
  it. A simple majority vote to close nominations.
  The chair rules that the vote does not hold and
  that nominations must continue. The chair is
  wrong in his decision. True or False?

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Part II Agendas and Minute Taking

• Group Memory
• May be requested by any member of the public
• Considered legal documents in the event of a
  dispute
• Minutes are always on the agenda for approval
• Secretary can ask for clarification when taking
  minutes

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Must Haves for Agendas

• Name of Group, Meeting Date, Meeting Location,
  Time of meeting
• Sufficient notice in advance
• Sufficient details for the public to know exactly
  what will be discussed and voted on
• Standard Roberts Rules of Order agenda

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Basic Framework of Agenda

• Call to order
• Roll call of officers and members present
• Quorum
• Vote or not?
• Old Business
• Subcommittee reports
• Tabled business
• New Business
• details
• Open discussion
• Agenda development for next meeting
• Announcements
• Adjournment
• Posted 72 hours in advance of meting

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Build A Better Agenda

• Super School SSC Meeting- November 2006
• AGENDA
• Welcome
• Old Business
• New Business
• Announcements
• Adjournment
• __________________________________________________
  _____
• Whats missing?- partner share
• What would make this a better agenda to attract
  people to your SSC or ELAC meeting?- table group
  share
• New agenda whole group coaches

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Part III Team Building

• Teams have predictable stages of development
• Why are we here? (purpose, checking everyone out,
  what am I supposed to know, do)
• Whos in charge? (control how we manage
  conflict)
• Trusting and working together as partners
  (respect, positive ways of handling conflict,
  acknowledging each others strengths, acceptance
  of each others)
• Disbanding (terms of members end, goal of team is
  accomplished, leaders change etc.)

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How groups move through the Stages of Teamwork-
Discuss
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Discuss and choose the best answer

• Parent Chairpersons can use the following to help
  build trust
• Use Roberts Rules of order
• Ask the bylaws subcommittee to add a section on
  how conflicts will be resolved
• Start and End the Meetings on time
• Remind people of their common purpose
• Eject people who disrupt the meeting
• All of the above
• None of the above
• An SSC member keeps asking what is our job?.
  He is probably
• In the first stage of team development
• Needs training
• Is in the second stage of team development and
  doing this to start conflict
• 1 2
• All of the above
• None of the above

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Conclusion

• Q A
• What did you learn?
• What other training would you like?
• What could we do better in the future?
• What did you like best?