Meeting Procedure: Difference between revisions

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(Created page with '= Background = The primary purposes of the weekly meeting are: # To keep the members informed of important matters # To execute official business like voting on important matte…')
 
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== Display the Agenda ==
== Display the Agenda ==


The agenda must be visible to attendees.  This is for several reasons.  First it gives attendees an idea of what we plan to talk about and how far through the agenda we are at any given time.  Also, it gives attendees the ability to see if any issue is missing from the agenda, or is skipped, so that they can bring it up for discussion when the time comes.
The agenda must be visible to attendees.  This is for several reasons.  First it gives attendees an idea of what we plan to talk about and how far through the agenda we are at any given time.  Also, it gives attendees the ability to see if any issue is missing from the agenda, or is skipped, so that they can bring it up for discussion when the time comes.  Preferrably this would be done by projecting the agenda on a big screen or the wall, but the agenda may also be distributed on paper or by other means.


== Status Updates ==
== Status Updates ==

Revision as of 23:40, 4 August 2009

Background

The primary purposes of the weekly meeting are:

  1. To keep the members informed of important matters
  2. To execute official business like voting on important matters

In order to keep the offical portion of the meeting as short as possible we outline this procedure.

The President is responsible for ensuring that the meeting follows this procedure.

Procedure

  1. Take attendance
  2. Display the Agenda for all to see
  3. Get quick status updates from ongoing projects
  4. Attend to any New Business
  5. Vote on any issues requiring vote of the membership
  6. Assign Next Actions

Description

Take Attendance

The biggest reason to keep attendance is to verfiy a quorum. Names will be taken of everyone present, members and non-members. Quorum status will be noted if any votes are to be taken. Attendance is taken throughout the meeting as people come and go. Unless noted otherwise, listed attendees are assumed to have been present for any votes taken at the meeting.

Display the Agenda

The agenda must be visible to attendees. This is for several reasons. First it gives attendees an idea of what we plan to talk about and how far through the agenda we are at any given time. Also, it gives attendees the ability to see if any issue is missing from the agenda, or is skipped, so that they can bring it up for discussion when the time comes. Preferrably this would be done by projecting the agenda on a big screen or the wall, but the agenda may also be distributed on paper or by other means.

Status Updates

To keep up with progress on projects relevant to all members, status updates will be taken. The format of the status update should be short and should highlight matters relevant to all members, in particular any matters that may require a vote of the membership. The updates should be logged in the minutes.

Attend to New Business

Members may bring up for discussion any new business that is relevant to all members or that needs a vote. Again, long discussion should be kept to a minimum. New Business should be logged in the minutes.

Votes

Any issue brought up during Status Updates or New Business which requires a vote should now be voted on if a quorum is present. The numbers of "yea"s and "nay"s should be recorded in the minutes. If a quorum is not present, the issues are logged in the minutes and should be voted on at the next meeting where a quorum is present.

Next Actions

Before the meeting is adjourned by the President, any tasks that have been assigned to members should be quickly reviewed and logged in the minutes. Any tasks that were deemed necessary but were not assigned to any individual should be assigned at this time. These next actions constitute part of the Old Business / Status Updates of the next meeting.