Company Program

Conducting meetings is a balance between keeping order, following procedure, encouraging input, and keeping the meeting on time.

Not an easy task!

So, follow these tips: Have your agenda ready. (See the

Sample Agenda) Know how much time you should

spend on each item in the agenda. Talk low and slow.

Try this….

Hold your hands out in front of your body.

Turn your palms up and say the days of the week out loud…..

You sound like the cheerful air steward on a plane right?

Now turn your palms face down and say the days of the week out loud.

You sound lower and slower. You sound like the chair of a meeting!

You should watch this video before you chair your first meeting:

What to say and when:https://www.youtube.com/watch?v=uvLDlPlxaRg

Now, as chair of the meetings, you need to understand a little about Roberts Rules of Order.

Individual board members can:

Call a meeting to orderMake a motionSecond motionsDebate motionsVote on motions

What kind of motions will be used in Company Program?

Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor.

How are motions presented?Obtain the floor

Wait until the last speaker has finished.As Chair you recognize board members by saying, “The chair recognizes Ms. Smith”

Make a MotionA motion should be stated affirmatively. E.g. "I move that we ..." rather than, "I move that we do not ...".

The Chair will call for a seconder.If there is no second to the motion, it is lost.

Re-state the Motion "It has been moved and seconded that we ..." The membership then debates the motion. Once the motion is presented to the membership by the Chair it becomes "assembly property", and cannot be changed without the consent of the members.

Expand on the MotionThe time for the mover to speak in favor of their motion is at this point in time, rather than at the time it was presented.The mover is always allowed to speak first.All comments and debate must be directed to the Chair.Keep to the time limit for speaking that has been established.The mover may speak again only after other speakers are finished.

Put the Question to the MembershipThe Chair asks, "Are you ready to vote on the question?"If there is no more discussion, a vote is taken.

How to vote on a motion?By Voice -- The Chair asks those in favor to say, "aye", those opposed to say "no". Any member may move for an exact count.

By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required.

By General Consent -- When a motion is not likely to be opposed, the Chair says, "If there is no objection ..." The membership shows agreement by their silence; however, if one member says, "I object," the item must be put to a vote.

By Ballot -- Members write their vote on a slip of paper; this method is used when secrecy is desired.