MEETINGS MOTIONS PSSC GLOSSARY OF TERMS l CHAIR

MEETINGS & MOTIONS PSSC

GLOSSARY OF TERMS l CHAIR – person selected to designate who may speak at any given time l RULES OF ORDER – meeting rules geared to working out satisfactory solutions to the greatest number of questions in the least amount of time l QUORUM – a minimum number of members who must be present to conduct business, generally a majority of the members

GLOSSARY OF TERMS (continued) l ADJOURN – to close the meeting l MOTION – a clearly stated proposal offered by a member for the group to take certain action “I move that…” l SECONDING A MOTION – a motion must be seconded in order to be considered – shows that at least two members want the proposal considered

GLOSSARY OF TERMS (continued) l STATING THE QUESTION – once a motion is moved and seconded, the Chair states the proposal and calls discussion l DEBATE ON THE MOTION – discussion of the proposed action l PUTTING THE QUESTION – following discussion, the Chair asks “Are you ready for the question? ” calling for the vote on the motion

AGENDA THE ORDER OF BUSINESS l Reading and approval of minutes of last meeting (s) l Reports l Unfinished Business (Business Arising from the Minutes) l New Business l Adjournment

MEETING GROUND RULES l Start on time l Stick to the agenda - one piece of business at a time l Participation is your right and responsibility l Initiate ideas

Meeting Ground Rules (continued) l Use creative problem solving l Give others a chance to talk - silence does not always mean agreement l Communicate – say what you think and feel l Conduct group business in front of the group

Meeting Ground Rules (continued) l Conduct personal business outside of the meeting l Foster respect, acceptance, trust, caring l Make the decision l End on time

CHAIRING THE MEETING l Take a neutral position on all issues l Focus group energy on the agenda l Suggest alternate solutions l Protect individuals from verbal attack l Encourage all members’ participation

Chairing the Meeting (continued) l Keep enthusiasm high l Enable win/win solutions l Coordinate pre and post meeting events l Seek clarity on issues l Assist the meeting recorder

Quick Tips(continued) l l l l Have an Agenda Send out meeting reminders Have meaningful topics/projects Manage Discussions/Encourage Participation Limit the length of the meeting Follow Rules of Order – but be flexible Don’t make the Principal do all the work