COLLECTIVE DECISION MAKING Collaborative Oppositional Finding common ground is the goal. One listens in order to understand, find meaning, and find agreement. Enlarges and possibly changes a participant’s point of view. Reveals assumptions for reevaluation. Causes introspection on one’s own position. Winning is the goal. One listens in order to find flaws and to counter its arguments. Affirms a participants point of view. Defends assumptions as truth. Causes critique of the other position.
AGENDA Roll call and quorum Approval of minutes of previous meeting Financial report and approval of expenditures Report of the Library Director Report of standing committees Report of special committees Unfinished business New business Adjournment
Responsibilities 1.Refer to yourself as “the chair.” (“I” is not used.) 2.Call meetings to order on time. 3.Determine that a quorum is present. 4.Announce, in proper order, the business to come before the meeting. 5.Recognize members entitled to the floor. 6.State and put to a vote all questions that legitimately come before the board. 7.Announce the result of each vote and the effect of the action.
8.Expedite business in every way possible without denying members their rights. 9.Enforce rules of debate, order, and decorum. 10.Decide all points of order (subject to appeal). 11.Respond to relevant questions of members. 12.At the proper time, declare the meeting adjourned (by general consent or by a vote of the board).
1. Trustworthy 2. Loyal 4. Friendly 5. Courteous 6. Kind 3. Helpful 7. Obedient 8. Cheerful 9. Thrifty 10. Brave 11. Clean 12. Reverent On my honor I will do my best:
Motions Main motion Subsidiary motion Incidental motions Privileged motions
Privileged Motions Motion Use 1.FIX TIME, PLACE FOR NEXT MEETINGCLOSE MEETING 2.ADJOURNCLOSE MEETING 3.QUESTION OF PRIVILEGEASSERT RIGHTS 4.ORDERS OF THE DAYASSERT RIGHTS
Incidental Motions MotionUse 6.POINT OF ORDERASSERT RIGHTS 7.APPEAL DECISION OF THE CHAIRASSERT RIGHTS 8.OBJECT TO CONSIDERATIONPREVENT ACTION 9.READING OF PAPERSPRESENT INFORMATION 10.WITHDRAWAL OF MOTIONPREVENT ACTION 11.SUSPEND RULESSPEED UP ACTION 12.DIVIDE QUESTIONSIMPLIFY MOTION 13.NOMINATEELECTIONS 14.PARLIAMENTARY INQUIRYCLARIFY RULES 15.DIVIDE THE ASSEMBLYCOUNT VOTE 16.POINT OF INFORMATIONREQUEST INFORMATION 17.COMMITTEE OF THE WHOLECONSIDER INFORMALLY
SUBSIDIARY MOTIONS MotionUse 18.TO TABLEDELAY ACTION 19.ORDER PREVIOUS QUESTION CLOSE MEETING 20.EXTEND OR LIMIT DEBATESPEED (SUPPRESS) DEBATE 21.POSTPONE TO A DEFINITE TIMEDELAY ACTION 22.REFER TO COMMITTEEFURTHER STUDY (DELAY) 23.AMENDMODIFY MOTION 24.POSTPONE INDEFINITELYPREVENT ACTION
PRINCIPLE MOTIONS MotionUse 25.RECONSIDERCHANGE A DECISION 26.RESCIND CHANGE A DECISION 27.TAKE FROM THE TABLERENEW DISCUSSION 28.SPECIAL ORDER OF BUSINESSSPEED UP ACTION 29.DISCHARGE COMMITTEESPEED ACTION 30.MAIN MOTIONSNEW BUSINESS
Procedure 1.Member addresses the Chair. 2.Member is recognized by the Chair: “The Chair recognizes Mr. Smith.” 3.Member states his or her proposal: “I move that …” 4.The Chair calls for a second and a member seconds the motion. 5.If no second is forthcoming, the Chair announces: “The motion is lost for want of a second.” 6.If seconded, the Chair restates the motion: “It has been moved and seconded that…” 7.The Chair conducts the discussion. 8.The Chair puts the question to a vote. 9.The Chair announces the results.
Debating a Motion 1.No member can speak without first being recognized by the Chair. 2.The Chair should first recognize the original mover of the motion, if he or she wishes to speak. 3.The Chair should try to alternate speakers, pro and con. 4.No member should speak a second time until all members who wish to speak have had one chance to do so.
Terminating the Debate 1.The Chair can attempt to terminate the debate by asking: “Is the board ready to act on the question?” 2.The Chair should not act until he or she feels that the question has been debated adequately. 3.A board member may move to close the debate by saying: “I move the previous question.” Such a motion cannot be debated and must be put to a vote immediately. It requires a 2/3 vote.
Amending a Motion 1.“I move to amend the motion by (inserting) (adding) (striking out and inserting) (substituting).” 2.The Chair conducts the discussion and then says: “All in favor of the amendment to (stating change) say ‘aye’; all those opposed say ‘nay.’ The ‘ayes’ have it and the amendment is carried.” (or vice versa). 3.The question now is on the total resolution. 4.Chairman reads the resolution as amended. 5.Board discusses and votes on amended resolution.
AMENDING AN AMENDMENT The main motion can be amended and the amendment may in turn be amended. Amendments can only be to the second degree. EXAMPLE: “I move that the library purchase a limousine for use by the library director at a cost not to exceed $75,000. A motion can be made to amend the main motion by striking out “library director” and inserting “library board.” An amendment of the amendment is proposed that “library board” be stricken out and “board president” be inserted. This amendment is in order but no amendments relative to “board president” can be made at this time.
TAKING THE VOTE General consent – usually used for routine matters. “If there are not objections, we shall consider this matter approved.” Voice vote – “All in favor, say aye; those opposed say no. Vote by roll call – used when it is necessary to record where each member stands on the question.
AFTER THE VOTE Challenging the vote – if the Chair or any member questions a vote, he or she may demand a recount. Tie votes – tie votes defeat the motion except that tie vote sustains the Chair when one of his or her decisions is challenged by the membership.