Grosey's Messages

In the course of ministry it is often necessary to record minutes in a formal and legally binding manner. This may occur when forming boards involving finances, handling decision making processes for large groups of people in a representative manner, or when continuing formal boards that support mission.

Sometimes formalising the meeting process may allow arrival at a final decision of a group to proceed quickly and easily with a minimum of discussion.

As Christians, doing things well and in an orderly manner is important. It must not be forgotten however that doing things in an orderly manner does not negate doing things in a godly manner.

Some terms:

Constitutions : Every organisation that legally exists in NSW must have a constitution (approved by the Department of Fair Trade NSW and the Australian Taxation office; granting them an ABR Australian Business registration and an ABN Australian Business Number). Simple constitutions (similar to Model constitutions provided by similar organisations or the Department of Fair Trade NSW) are better than complex ones that may not pass review by the ATO. Constitutions should include all things required by the ATO.

ByLaws: A ByLaw can refer to a law of local or limited application passed under the authority of a higher law specifying what things may be regulated by the by-law. It can also refer to the internal rules of a company or organization. Bylaws widely vary from organization to organization, but generally cover topics such as how directors are elected, how meetings of directors (and in the case of a business, shareholders) are conducted, and what officers the organization will have and a description of their duties. ByLaws include subjects such as; Name, Object, Members, Officers, Meetings, Executive board, Committees, Parliamentary authority, Amendment.

Minutes of a meeting: The meetings of a meeting are a legal document and can include procedural matters and other items not included in a constitution. Decisions of a meeting should not normally contravene a constitution of the given organisation, however with suitable voting procedures, may allow the constitution or buy laws to be altered or negated for a time during a meeting.

Positions: When formal meetings of a binding character are conducted, several positions need to be filled by agreement and appointment of the meeting. These roles may be for one meeting or for a longer term;

Chair:

- To help facilitate the meeting.

- To keep order.

- Make rulings on points of order, points of information, or points of procedure.

- The chair generally remains neutral, but can vacate the chair if the chair wishes to weigh in on a particular side of an issue.

- The chair cannot make a motion, but may prompt for one from the members if it is evident a motion is needed.

- To clarify and restate pending motions for which a vote is in order.

- Can vote on an issue if that vote would impact the outcome (provide a casting vote).

Vice Chair:

Takes the chair if the presiding chair wishes to vacate on an issue or if the presiding chair is absent.

- Can make motions and has full voting rights.

Secretary:

- To accurately record the facts of the meeting for future use.

- To note all motions and their results. The minutes should not contain discussions of motions.

- To present and post minutes of the meeting and keep past minutes filed for future reference.

- Is next in line to fill the chair in the absence of the presiding chair or vice chair.

Committee Members:

- To own the meeting.

- To make, discuss, amend and vote on motions germane to the agenda.

- To ensure the actions taken and motions passed represent the needs and requests of the membership at large.

- To uphold the bylaws and constitution of the organisation.

Agenda:

- Everyone can participate in the development of the agenda. Suggest topics or issues that you feel need to be covered.

- Whenever possible, the agenda should be sent out prior to the meeting.

- Agenda should be organized as:

(1) Call to order

(2) Read and approve minutes

(3) Reports of officers and standing committees

(4) Reports of special committees

(5) Special orders

(6) Unfinished business

(7) New business

(8) Adjourn

Reports:

- Reports should be prepared ahead and copies brought. Or if possible, distributed to members prior to the meeting especially if they are of great length, or constitute a motion that will require a vote.

- Reports should be as clear and succinct as possible. Recommendations from standing or special committees should be made in the form of a motion. These motions do not require a second.

Effective Discussions and Organisational Decision-making

For a discussion to be effective there are some rules of decorum that should be followed.

(1) Speak when called on.

(2) Direct comments to the chair.

(3) Don't be disruptive.

(4) Make corrections politely if you know something is inaccurate.

(5) Allow the chair to interrupt you. However, to not interrupt others unless calling for one of the items listed above.

Motion: To introduce a new piece of business or propose a decision or action, a motion must be

made by a group member ("I move that......") A second motion must then also be made (raise your

hand and say, "I second it.") After limited discussion the group then votes on the motion. A

majority vote is required for the motion to pass (or quorum as specified in your bylaws.)

· A main motion must be moved, seconded, and stated by the chair before it can be discussed.

· If you approve the motion as is, vote for it.

· If you disapprove the motion, vote against it.

· If you approve the idea of the motion but want to change it, amend it or submit a substitute for it.

· If you think that too much time is being consumed by speakers, you can move a time limit on such speeches.

DISCUSSING THE MOTION:

· The member who made the motion is entitled to speak first.

· Every member has the right to speak in debate.

· The Chair should alternate between those "for" the motion and those "against" the motion.

· The discussion should be related to the pending motion.

· Avoid using a person's name in debate.

· All questions should be directed to the Chair.

Amend: This is the process used to change a motion under consideration. Perhaps you like the idea proposed but not exactly as offered. Raise your hand and make the following motion: "I move to amend the motion on the floor." This also requires a second. After the motion to amend is seconded, a majority vote is needed to decide whether the amendment is accepted. Then a vote is taken on the amended motion.

Discussion Items that require a vote:

- Items that bring up a question of "what shall we do?" require a motion and a vote.

These items need to follow a process;

(1) Presentation of item

(2) Motion made and seconded

(3) Discussion

(4) Restatement of the motion

(5) Vote

(6) Move on to next item

- While a motion is on the floor may be amended. However, the amendment must be germane to the main motion presented.

During a discussion (or debate) members may also want to make one of the following motions. (These motions do not allow interruption of the speaker.)

(1) Lay on the table definitely. This puts the motion on the floor aside for the moment and sets a definite time to bring it back to the floor.

(2) Lay on the table indefinitely. This kills the motion.

(3) Refer to committee. This puts the motion aside and asks that a committee do some research and come back with a proposal.

Voting can be done in any number of ways:

Vote by voices, The Chair may say; “All in favour say “aye” (pause) against say “nay” or "Those in favour - Aye. Those opposed - No". This will be used when a majority vote is needed, and there may be opposition to the motion.

Vote by hands The Chair may say: “All in favour raise your right hand (pause) against raise your right hand.” This may be done with larger groups of people where scrutineers appointed by the chair or the chair may take the hand count.

Secret Ballot This is a helpful way to handle disagreements which involve personalities. Effective chairs will prepare ballot papers ahead of time. It is often helpful to have a simple ballot paper with two boxes that may be ticked;

“yes” “no”

Voting for positions in an organisation is often conducted by secret ballot.

Parliamentary Motions Guide The motions below are listed in order of precedence. Any motion can be introduced if it is higher on the chart than the pending motion. YOU WANT TO:

	YOU SAY:	INTERRUPT?	2ND?	DEBATE?	AMEND?	VOTE?
Close meeting	I move to adjourn	No	Yes	No	No	Majority
Take break	I move to recess for	No	Yes	No	Yes	Majority
Register complaint	I rise to a question of privilege	Yes	No	No	No	None
Make follow agenda	I call for the orders of the day	Yes	No	No	No	None
Lay aside temporarily	I move to lay the question on the table	No	Yes	No	No	Majority
Close debate	I move the previous question	No	Yes	No	No	2/3
Limit or extend debate	I move that debate be limited to ...	No	Yes	No	Yes	2/3
Postpone to a certain time	I move to postpone the motion to ...	No	Yes	Yes	Yes	Majority
Refer to committee	I move to refer the motion to …	No	Yes	Yes	Yes	Majority
Modify wording of motion	I move to amend the motion by ...	No	Yes	Yes	Yes	Majority
Kill main motion	I move that the motion be postponed indefinitely	No	Yes	Yes	No	Majority
Bring business before assembly (a main motion)	I move that [or "to"] ...	No	Yes	Yes	Yes	Majority

Enforce rules	Point of order	Yes	No	No	No	None
Submit matter to assembly	I appeal from the decision of the chair	Yes	Yes	Varies	No	Majority
Suspend rules	I move to suspend the rules which …	No	Yes	No	No	2/3
Avoid main motion altogether	I object to the consideration of the question	Yes	No	No	No	2/3
Divide motion	I move to divide the question	No	Yes	No	Yes	Majority
Demand rising vote	I call for a division	Yes	No	No	No	None
Parliamentary law question	Parliamentary inquiry	Yes (if urgent)	No	No	No	None
Request information	Request for information	Yes (if urgent)	No	No	No	None

# posted by Groseys messages @ 5:12 PM