1. Effective Meetings

2. General Assumptions Zonta clubs vary widely as to cultural norms, managerial experience of its members, the number of members in the club, and their languages spoken. It is easier to have discussions and make tough, good decisions when everyone knows and abides by the rules. ZI District 11 Area Meeting Module2

3. General Assumptions Club size often determines the level of formality required to efficiently run a meeting. In large club meetings and formal settings, the President cannot make a motion, must avoid showing bias, be impartial, refrain from expressing personal opinions, and should not participate in discussions except to guide it in an orderly fashion. In small clubs or less formal meetings, members may have a standing rule or custom permitting the President to participate in discussions with the same privileges as other members. ZI District 11 Area Meeting Module3

4. General Assumptions Whether formal or informal, effective meetings are characterized by members seeking the best answers together, not by sides debating or insisting on having their own viewpoints and positions adopted. ZI District 11 Area Meeting Module4

5. General Assumptions Officers’ Rights When members become Officers, they retain all the rights that they had as regular members: the right to make motions, to debate, and to vote. ZI District 11 Area Meeting Module5

6. General Assumptions Presidential Voting In a formal organizational structure, the President does not vote, except in three situations: 1)the vote is taken by ballot; 2)the President's vote would break a tie vote; or 3)the President's vote would create a tie vote. ZI District 11 Area Meeting Module6

7. General Assumptions Agenda The agenda should be made known to members beforehand. The agenda can be changed by the members any time during the meeting, except when another motion is on the floor. The agenda change must be voted on if one or more members object. ZI District 11 Area Meeting Module7

8. General Assumptions Quorum In the absence of a quorum, business requiring a vote is postponed. If urgent action is required, the action must be ratified by a quorum at the next meeting. The Zonta International Bylaws require that a quorum for club meetings be at least one- fourth of the members, and that the quorum for club board meetings be a majority of the members of the board. ZI District 11 Area Meeting Module8

9. General Assumptions Motions A motion (with few exceptions) requires six (6) steps: 1. A member stands up, is recognized, and makes a motion. Member: “I move that” followed by the statement of the motion. 2.Another member seconds the motion. 3.The President restates the motion to the club (and provides reference to the agenda item). 4.The members debate the motion. ZI District 11 Area Meeting Module9

10. General Assumptions Motions (cont’d) 5. The President asks for affirmative votes and then for negative votes and abstentions. 6. The President announces the result of the voting; instructs the corresponding officer to take action; and introduces the next item of business. ZI District 11 Area Meeting Module10

11. General Assumptions Possible Meeting Sequence Call to order Agenda approval Consider Minutes of previous meeting. Review and approve, asking for “corrections” and including all changes. (Until approved, the minutes constitute a draft document.) Correspondence Guest Speaker ZI District 11 Area Meeting Module11

12. General Assumptions Possible Meeting Sequence (cont’d) Unfinished Business Reports of club Board, Treasurer, and Standing Committees New business: Introduction of new substantive material usually already listed on the agenda. Any other business and general discussion Announcements/date of next meeting Closing ZI District 11 Area Meeting Module 12

13. General Assumptions Time-saving Tools The Consent Agenda The consent agenda is a SINGLE ITEM that encompasses all the things the Board/Club would normally approve with little comment. Minutes, financials, reports, etc. All of the items combine to become one item for approval. Reports and information can be grouped together under a consent agenda only if all members agree. If just one member selects a specific item for discussion, it must be removed and placed on the regular Board/Club meeting agenda. ZI District 11 Area Meeting Module13

14. General Assumptions Time-saving Tools (cont’d) The Consent Agenda Depending upon the organization, a few minutes to half an hour can be freed up for more substantial discussion on items requiring strategic thought, decision making, or action. ZI District 11 Area Meeting Module14 Item #1: Welcome Item #2: Consent Agenda a) Minutes of prior meeting b) Contract to retain HR Counsel c) Financial report d) Project status report e) CEO report Item #3: Discussion Item: Change recommended for XYZ Program

15. General Assumptions Time-saving Tools (cont’d) Committee Reports If Standing Committees are to give reports at the meetings, the President should call these committee chairmen prior to the meeting to see if they have a report to give. At the meeting, the President would then only call on those people who indicated in advance that they have reports. A recommendation contained within a committee report may be moved for adoption at the end of the report. ZI District 11 Area Meeting Module15

16. Member Roles To have effective club meetings, Club Members must respect the rights of other members 1) to speak without interruption, except as allowed under a point of order or point of information and 2) to exercise their own quiet judgment on issues, activities, and projects. Presidents should insist that these rules be followed. Club decisions should be based on consideration of the facts rather than on the skill of speakers or on an opinion of how others might vote. Members may criticize an idea but should never criticize a fellow member. ZI District 11 Area Meeting Module16

17. Member Roles (cont’d) Club Members should agree that we all belong to the same organization, with a common purpose. Club Members can have widely differing views and still work together for a common good without dividing into opposing sides, each trying to get its own way. Members can study the bylaws, standing rules, and rules of order as a group or get tips from Club Members with demonstrated experience in managing effective meetings. ZI District 11 Area Meeting Module17

18. Member Responsibilities Attend club and relevant committee meetings and actively participate in the proceedings. Be familiar with club bylaws and parliamentary procedure. Abide by the rulings of the Chair without debate, except when a point of order is made. Accept majority decisions. Expect member rights to be upheld by the Chairman. Propose motions. Debate issues. ZI District 11 Area Meeting Module18

19. Member Responsibilities (cont’d) Seek clarification. Vote. Calling for a vote is sometimes necessary. Members who believe discussion is complete and becoming repetitive may stop debate by saying, Member: “I move the previous question.” Recommend action and change needed for progress. Provide any report in writing and deliver it to the Secretary for the records. ZI District 11 Area Meeting Module19

20. Recording Secretary Responsibilities Attend meetings of the Club/Board and keep a record (the minutes) of all proceedings, stating without personal comment what was discussed, acted upon, and the rationale. Prepare draft minutes for the President to review. Distribute the minutes in advance of the next meeting and record corrections. Assist the President in preparing the meeting agenda. ZI District 11 Area Meeting Module20

21. Treasurer Responsibilities Submit financial reports to the Club and its Board as required, and a written report of the club's annual financial position at the annual meeting. Make monthly reports to the Board and the Club. ZI District 11 Area Meeting Module21

22. Leader Roles The President has the responsibility to Present Board recommendations to the Club at its next business meeting. Prepare the meeting Agenda, allowing time for new and unfinished business, and distribute it prior to the meeting. Anticipate and prepare for potential parliamentary problems. Conduct Club and Board meetings. Ask members to call out if they can’t hear her and to gently remind her if she forgets something. Pay attention to the discussions. ZI District 11 Area Meeting Module22

23. Leader Meeting Requirements The President or Chairman has the responsibility to conduct the meeting in an efficient, courteous manner and to maintain order by requesting members to participate as follows, and ensuring that they do so: – Adhere to bylaws and rules. – Follow an established order of business (agenda). – Address all remarks through the chair. – Follow legitimate orders from the chair. – Accept the will of the majority. – Act with decorum at all times. – Refrain from disturbing others or interrupting the speaker. ZI District 11 Area Meeting Module23

24. Leader Meeting Requirements Basic The President should Establish the presence of a quorum before proceeding. Call the meeting to order, establishing a pattern of starting on time. Welcome guests. Conduct the order of business according to the agenda and established time limits. ZI District 11 Area Meeting Module24

25. Leader Meeting Requirements Basic (cont’d) Recognize members entitled to the floor, identifying participants where possible. Sit down when a member is assigned the floor. If there is no place to sit, or if members can't see the President when he/ she is seated, the President stands back from the lectern. Confine discussion toone topic or motion at a time Confine discussion to one topic or motion at a time. ZI District 11 Area Meeting Module25

26. Leader Meeting Requirements Decision Making Sometimes decisions are made by consensus in which the President says, President: “If there are no objections then [the decision is described].” Otherwise, all decisions are made with motions or resolutions in which a member says Member: “I move that [some action be taken].” The President is obligated to help members phrase motions, even when he/she is opposed to the motion. If there is a doubt about the motion, he/she asks the intent of the proposer. ZI District 11 Area Meeting Module26

27. Leader Meeting Requirements Decision Making (cont’d) The President should entertain every motion that is in order. If in doubt about why a member rises, the President can ask: President: “For what purpose does the member rise?” Asking this question keeps business going in the right direction. If the member has risen to say something that is not in order at that time, the President stops the incorrect procedure immediately. If it is in order, the President allows the member to proceed. ZI District 11 Area Meeting Module27

28. Leader Meeting Requirements Decision Making (cont’d) The President must state each legitimate motion for the purpose of discussion and for taking a vote. The President ensures the rights of the members to debate the motion by allowing each side fair representation during controversial issues and by keeping debate to its time limits. Calling for a vote is sometimes necessary. The President might ask: President: “Are you ready to vote?” ZI District 11 Area Meeting Module28

29. Leader Meeting Requirements Decision Making (cont’d) The response from the group is only a guide for the President and does not force a vote. A member can either move that “we delay the vote for more discussion” or that “we vote now.” Such a motion needs a second and should be voted on with little or no discussion. The President announces the result of each vote taken. ZI District 11 Area Meeting Module 29

30. Leader Meeting Requirements Debate Protocol While presiding over a formal meeting, the President must not make motions or enter into debate. The President can enter into debate only by giving up the function of presiding over the meeting and letting the Vice-President or another officer preside. If the presiding officer steps down and enters debate, he/she must stay out of the chair (not return to presiding) until the motion has been disposed of either temporarily or finally. ZI District 11 Area Meeting Module30

31. Leader Meeting Requirements Presiding Similarly, the President leaves the chair position when a motion has direct, personal or monetary interest, or when he/she is censured or reprimanded. The President may preside during nominations and elections when he /she is a candidate for office or is being considered in a motion with others, such as when there is a motion to send delegates to a convention, and the President is nominated as one of the candidates. ZI District 11 Area Meeting Module31

32. Leader Meeting Requirements Other When there is a difference over the meaning of a bylaw or a procedure, etc., the President may assist in solving the dispute. For example, he/she could pose a question designed to resolve the dispute and ask for show of hands on it. The final decision rests with the members. When some proposed business is controversial, the President can plan ahead for problems that may arise during the meeting and consult with a parliamentarian beforehand to learn how to handle the situation. President: “The chair rules that the discussion is out of order at this time”. ZI District 11 Area Meeting Module32