Committee Meetings. How to be a Committee Representative and conduct successful meetings

Transcription

1 Committee Meetings How to be a Committee Representative and conduct successful meetings

2 Meetings There are many different types of meetings. Some are informal discussions and others have strict rules to follow. Meetings are about decisions making but there are different ways to make a decision. Some groups work on a majority rules basis and vote to make decisions. Other groups try to get everyone to agree, i.e. reach consensus Voting is a quick way of getting through the meeting agenda but this may set up winners and losers. Consensus reaches agreement through a process of gathering viewpoints, discussion and persuasion, combining proposals, developing new proposals, in order to reach a final decision that everyone feels comfortable with. Formal Meetings There is no set formal meeting procedure; it will vary from group to group. The basic procedure is: An item will be raised by the chairperson. Whoever asked for the item to be placed on the agenda will usually give on outline of the issues/ problems involved and give some suggestions about decisions which need to be raised. The chairperson will ask for discussion on the topic. During discussion, you may need to raise your hand if you won t to say something and direct if through the chairperson. Often the discussion will be limited by the chairperson either by a fixed time being allowed for the whole discussion, or by each speaker being allowed to speak for a set time (usually two minutes). Normally the meeting is able to grant an extension of time but someone other than the speaker will hove to move it. After all speakers hove had a go or the time has run out, the chairperson will ask for a suggestion - a motion to deal with the issue in some way There may be further motions suggested or amendments to the original one (an amendment is usually a slight change). In formal meetings, any amendment to a motion is automatically accepted if the mover and seconder of the original motion agree with the amendment. If they don t, the amendment can be voted on to see if it is accepted or not. After any amendments to the motions, the chairperson must decide which order the motions before the meeting will be discussed. Normally the original motion will be put first. Often, by passing one motion, other motions don t need to be voted on. At any time during the discussion of debate, any other member may move (or second) a procedural motion (point of order) or formal motion. A point of order can be made when you think that something about the procedure is wrong i.e. you haven t been given your chance to speak. A formal motion is used to stop the meeting being held up. They include such things as: I move That the meeting be adjourned (finished) That the discussion be adjourned That the motion be put to a vote Page 2

3 These motions can not be amended and must be voted on immediately if they are seconded. Consensus Decision Making Consensus decision-making is the process through which on entire group seeks out the best decision to which all can agree. The process of Consensus 1. Issue or proposal 2. Clarification, discussion and questioning of the issue 3. Similarities, differences and arrangements drawn out 4. Focus arrangements 5. Proposed agreed on or new proposal reached 6. Further discussion 7. Agreement 8. Checking of agreement 9. Celebration The Conditions of consensus 1. Agreement to the process 2. Commitment to group solitarily is more important that any decision 3. Use of a facilitator 4. Recognition of equal value of all contributions 5. Willingness to listen and not compete for a say Why use Consensus 1. Builds group solidarity 2. Avoids winners and losers 3. Aims and persuasion, not coercion 4. Allows and encourages contributions from everyone 5. Develops better proposals by using all groups 6. Encourages openness and trust Facilitator s Role 1. To be responsible to the group 2. To keep the group to the point 3. To protect every member s right to be heard and to disagree 4. To tease out agreements and disagreements 5. To suggest ways of resolving conflicts 6. To ensure members are not left behind of confused If there are problems 1. Ensure people have been listened to 2. Use small groups to develop new proposal 3. Take a break to reflect 4. Ask if dissenters will stand aside 5. Adjourn decision to another time 6. Review objectives Page 3

4 Chairperson The Chairperson is the person with the responsibility for helping the meeting move along and ensure that everything on the agenda is discussed. The Chairperson is responsible for: Appropriate spacing and seating Making sure there are no interruptions Ensuring that the notice of the meeting was given Preparing the agenda by: o Going through the last minutes o Reading the correspondence and reports o Allocating time to each item o Carefully choosing order of the items Ensuring that he/ she had the background information on each issue/ item Prepare people who are to report Photocopy any handouts Organise minutes, etc. At the meeting the Chairperson: Leads the meeting Brings out everyone s opinion Encourages everyone to participate Keeps the discussion on the point Keeps track of time Clarify and summarise any decisions made by the meeting Looks and listens Some ideas for the Chairperson: Give people time to settle down. Introduce people who don t know each other Read through the agenda. Make sure each item is understood. Agree on necessary changes. Check the time and keep an eye on it through the meeting With each item on the Agenda as it comes up: o Check if a particular person is presenting the item o Clarify the item if necessary so everyone understands o Give everyone a chance to have a say o If it seems there is a general agreement, summarise the decision and ask for a response as silence may not mean agreement. o If there is not agreement, ask for those who disagree to say why. The meeting could then: Have a break to everyone can think Change the proposal Put forward a new solution Postpone the decision and have people with opposing views work on a compromise Agree to disagree If thins need to get done, ensure that people are certain about taking them on and that they are clear about what need to be done. Make sure everyone has the time, date and place for the next meeting. Page 4

5 The Chairperson is also responsible for speaking on behalf of the group to other organisations and groups. Therefore, the Chairperson needs to be aware of all issues that the group deals with. Secretary The secretary is responsible for: Letters coming in Letters going out Reporting on correspondence of the meeting Taking minutes of the meeting and distributing the minutes after the meeting Assisting the Chairperson in organising the meeting - venue, agenda, time, notification of meeting, etc. Correspondence Letters coming in and sent out should be recorded and tabled at the meeting for everyone to look of. Time needs to be allocated on the agenda to discuss correspondence. Minutes The Secretary is usually responsible for minute taking, though a minute taker can be nominated at each meeting. The minute taker (or Secretary) should be as neutral as possible and use the very words of the group member's. The Chairperson can t be the minute taker for it is impossible to write everything down if you're trying to facilitate the meeting. Hints for the Minute Taking Don t be afraid to ask the group to hold on if its important you get down key points Listen for key words and phrases Try to capture the basic idea Don t write down every word Abbreviate and use initials to save time Circle key ideas, statements and/ or decisions Underline important points Use starts, arrows, number, etc Number sheets Organising the Meeting Venue: Ensure the venue is large enough to accommodate the group Aim for an easily accessible venue Book the venue well in advance Agenda: The agenda should be done in conjunction with the Chairperson and everyone on the committee should have an opportunity to add items to the agenda. Page 5

6 Times: Ensure that the date and time of the meeting is suitable to the majority of people. Notification: Members should be given adequate notification of the meeting two weeks if possible. If the meetings are regular, everyone should be reminded at the end of the meeting about the time, date and place of the next meeting. Treasurer The treasurer is responsible for all money matters the bank account, account books, budget, expenditure, etc. The Treasurer should give a financial report at each meeting which should include Income (that is money received) Expenditure (money spent in the period between meetings and including items money was spent on) Balance (what money is left) Forward Budgeting (any items already allocated) Participants As a participant, you have just as important a role in the meeting at the Chairperson, Secretary or Treasurer. You should: Read the minutes of the last meeting to make sure that are correct and put aside time to pick up any issues you want to raise or ask questions on. Attend all meetings and if you can t make it, apologise prior to the meeting. Arrive on time so the meeting can start and so you don t miss out on anything. Bring your copy of the last meeting s minutes and any notes you have made. Keep a folder for the meeting with all your minutes and notes. Take your own notes at the meeting so you remember what was discussed. Speak up and ask questions. Be aware of the rules of the meeting and the way decisions are made if you don t understand, ask for it to be explained. Listen carefully to others. This means not cutting them off on one hand, but also checking whether you understand their point of view. Don t whisper to others while people are talking. Speak your own mind freely. If your ideas are attacked, don t be defensive and take it personally listen carefully to the criticism and consider if it makes sense or work out some further explanation if it is clear that it s partly based on misunderstanding. When criticising other people s ideas, don t be negative and personal look for the worth in the idea and try to say what you like about the idea before you express you disagreements. Don t monopolise the discussion keep you contributions short and encourage others to comment. Be aware of where you sit try not to sit in the same place or next to the same people at all meetings. Sit where you can see and hear more easily. Add and build on to what other people say. Help the Chairperson and Secretary point out anything they missed Don t change the subject during the meeting. Page 6

7 Being a Representative What does being a representative mean? Being put in a position of trust to speak and act on behalf of a group, according to the interests and view of the group. Being placed in a situation where decisions are made which will affect the group and its objectives Involves: o Responsibility o Trust o Accountability What are the pre-requisites for being a good representative? Ensure you know: o Group s constitution o Policy statements o General philosophy o i.e. know what your group feels about major issues. Report regularly to the group you represent Be a good, active committee member. Your performance reflects on the group as a whole. The group s credibility is often measured by its representative. This means that as a representative, you have responsibility to: Attend all meetings and apologise if you can t make it Participate Be punctual and reliable Contribute constructively to the work of the committee Be well prepared and organised Work on understanding the committee or group Work on understanding the power and influence it has and how it works. Become aware of the sources of support and opposition See yourself as a representative of you group and make decisions in their best interest Be available so that those you represent can put their view to you. Report back to the bodies/ groups you represent. Page 7