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Department of Alabama CONDUCTING A MEETING MAINTAINING ORDER AND FOLLOWING DAV REGULATIONS AND RITUALS.

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Presentation on theme: "Department of Alabama CONDUCTING A MEETING MAINTAINING ORDER AND FOLLOWING DAV REGULATIONS AND RITUALS."— Presentation transcript:

1 Department of Alabama CONDUCTING A MEETING MAINTAINING ORDER AND FOLLOWING DAV REGULATIONS AND RITUALS

2 Department of Alabama MEETING PREPARATION  Contact adjutant  Review correspondence  Review minutes and action items from previous meeting  Prepare agenda

3 Department of Alabama WHY AN AGENDA  Prepares commander  Prepares attendees  Creates an interest  Clearly defines objectives  Provides a valuable organizational tool

4 Department of Alabama AGENDA INCLUDES  Meeting date, time, location  General information  Minutes approvals  Items with clear motions and seconds  Unfinished/New Business  Good of the Order  Summary/ Assignments

5 Department of Alabama COMMANDERS AND CHAIRS  IF YOU CANNOT ATTEND, FIND A REPLACEMENT  BRIEF YOUR REPLACEMENT ON THE AGENDA

6 Department of Alabama BEFORE THE MEETING  Set up the room  Adjust audio visual  Ensure adequate seating

7 Department of Alabama CONDUCTING A MEETING START ON TIME!!  Adjutant takes minutes or a committee recorder  Review the agenda/obtain agreement on the meetings objectives and goals  Revise agenda if necessary

8 Department of Alabama ROLE OF THE COMMANDER/ CHAIRPERSON  Maintain order  Follow agenda  Recognize members who wish to speak  Remain neutral  After a motion is seconded ask for discussion  Call for vote on motions

9 Department of Alabama PARLIAMENTARY PROCEDURE  Majority rule must prevail  Rights of members w/ minority opinion are protected  Respect for all members assured  Logical order of business provided

10 Department of Alabama ROBERT’S RULES!  USED WHEN  Seeking resolution to a controversial issue (e.g. handling a negative vote)  Requires a formal vote count (e.g. voting on a not persuasive negative)  Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings)

11 Department of Alabama ROBERT’S RULES!  NOT USED WHEN  The purpose of a meeting is to develop creative solutions  Conducting a brainstorming session  The issues being discussed are not contentious (e.g. future meeting locations)

12 Department of Alabama WHY MEETINGS RUN LONG  Repetition  Wandering from the agenda  Lengthy discussion of controversial issues  Repeated interruptions by single members

13 Department of Alabama MEETING TECHNIQUES  Focus attention on the agenda  Set time limits  Identify different opinions  Establish task groups/chairmen as needed

14 Department of Alabama CLOSING A MEETING  State conclusions reached  Summarize assignments  Give staff manager next meeting requirements

15 Department of Alabama AFTER THE MEETING Prepare minutes as soon as possible after the meeting  actions and discussions that took place are fresh in the writer’s mind  committee members may rely on receipt of minutes before they implement promised actions Send a copy of minutes to committee chairs assigned during meeting Place minutes in reading file

16 Department of Alabama PREPARING MINUTES Follow the format of the meeting agenda and include:  title, date/location of meeting, and time called to order  an accurate summary of the decisions and conclusions reached  the assignments that were made  the follow-up action required  time of adjournment and notice of the next meeting date, time and location

17 Department of Alabama CONCLUSION  Running a meeting is an art and takes preparation and practice  A meeting should be run while following an approved or regular agenda  Commanders/ Chairs should control the members and flow of the meeting  Knowledge of Constitution & Bylaws, Robert’s Rules of Orders and the Officers Guide from DAV National is very important


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