HOW TO RUN A MEETING

HOW TO RUN A MEETING Internatinal Assciatin f Fire Fighters Department f Educatin HAROLD A. SCHAITBERGER, GENERAL PRESIDENT VINCENT J. BOLLON, GENERAL SECRETARY-TREASURER 11/1/03

TABLE OF CONTENTS Intrductin...1 Welcme...3 Agenda...5 Overview...7 Parliamentary Prcedure...9 Preparing an Agenda... 17 Running a Meeting... 21 Summary... 23 Appendix Shift Meetings...A-1 Handuts The fllwing handuts will be used during the team activities: Rules f Parliamentary Prcedure Parliamentary Prcedure At a Glance Types f Parliamentary Prcedure Atwd s vs. Rbert s Hw t Prepare fr a Unin Meeting Lcal 22206 Meeting Minutes Preparing fr the Meeting Team One (Executive Bard) Preparing fr the Meeting Team Tw (Safety Cmmittee) Preparing fr the Meeting Team Three (Health Insurance Cmmittee) Preparing fr the Meeting Team Fur (General Membership) Disclaimer: This mdule is intended t educate IAFF members and affiliate fficers as part f the Partnership Educatin Prgram. It is intended t serve nly as infrmal guidance n the matters addressed, and shuld nt be relied upn as legal advice. Anyne using this dcument r infrmatin prvided in the assciated training prgram shuld rely n his r her wn independent judgment r, as apprpriate, seek the advice f a cmpetent prfessinal in determining the exercise f reasnable care in any given circumstances. The IAFF makes n guaranty r warranty as t the accuracy r cmpleteness f any infrmatin published herein. The IAFF disclaims liability fr any injury r ther damages f any nature whatsever, directly r indirectly, resulting frm the use f r reliance n this dcument r the assciated training prgram. Cpyright 2003 by the Internatinal Assciatin f Fire Fighters Hw t Run a Meeting Internatinal Assciatin f Fire Fighters

Intrductin This manual is a wrkbk fr the Internatinal Assciatin f Fire Fighter s Partnership Educatin Prgram Wrkshp n Hw t Run a Meeting. As yu participate in this wrkshp, yu will use it t cmplete activities and take ntes. In additin, the appendix will serve as a useful reference after the wrkshp is cmplete. The manner in which yu run yur unin meetings will affect member attendance and hw yu are perceived as a leader. A well-run meeting with meaningful and timely agenda items will draw mre attendees and help yu earn the respect f yur membership. In this wrkshp, yu will learn IAFF meeting prtcl and etiquette; hw t plan fr and cnduct an efficient and prductive meeting; and methds fr handling cnflict. This wrkshp is ideal fr lcal unin fficers with limited experience running lcal unin meetings. Wrkshp Cmpnents The fllwing symbls are used thrughut the wrkbk t indicate an activity. Individual Activity Indicates an activity t be cmpleted n yur wn. Class Activity Indicates an activity t be cmpleted as a class. Team Activity Indicates cllabrative learning in small grups t encurage yu t wrk and learn as part f a team. GD Guided Discussin Indicates a discussin between the facilitatr and the participants. Reprt Back Indicates debriefing f individual, class r team activities where yu will present yur individual r grup findings. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 1

Welcme Gal Yu will learn hw t plan fr and run effective unin meetings. Learning Objectives After yu cmplete this wrkshp, yu will be able t: Describe the characteristics f a gd unin meeting. Explain the purpse f using parliamentary prcedure and describe the general principles fr running meetings. Describe the tw majr differences between Rbert s Rules f Order and Atwd s Rules fr Meetings. List fur things an fficer shuld d t plan fr a lcal unin meeting. Run a unin meeting accrding t the rules f parliamentary prcedure. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 3

Agenda Activity Time Welcme and Agenda 5 minutes Overview 10 minutes Parliamentary Prcedure 40 minutes Preparing an Agenda 15 minutes Running a Meeting 45 minutes Summary 5 minutes Ttal Time 2 hurs Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 5

GD Overview Guided Discussin Answer the questins in the space prvided belw. What is the purpse f a unin meeting? What tpics are discussed in unin meetings? What makes a gd unin meeting? Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 7

GD Parliamentary Prcedure Guided Discussin Answer the fllwing questins in the space prvided belw. What is parliamentary prcedure? Why use parliamentary prcedure in meetings? Principles f Parliamentary Prcedure 1. All meetings are demcratic. All members have an equal say and vte. 2. Decisins are made by the majrity f members. 3. Minrity rights are prtected. 4. Everyne has the right t free and fair debate. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 9

Parliamentary Prcedure Team Activity Directins: Read the fllwing handuts: Rules f Parliamentary Prcedure Parliamentary Prcedure At a Glance Types f Parliamentary Prcedures Atwd s vs. Rbert s Answer yur assigned questins n page 13 r page 15. Cmplete the exercise within 10 minutes and be prepared t reprt yur answers t the class. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 11

Parliamentary Prcedure Team Activity Read yur handuts and answer the questins belw. 1. What is a qurum? Can yu still cnduct a meeting withut a qurum present? 2. What is the rder f business fr a meeting? 3. Why is it imprtant t read and accept the minutes frm the previus meeting? 4. What is a mtin? Prvide an example f a mtin (ne nt listed in yur handut). 5. List the fur methds fr reslving a mtin. Prvide an explanatin fr each methd. 6. Which must be vted n first, a mtin r an amendment? Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 13

Parliamentary Prcedure Team Activity, cntinued Read yur handuts and answer the questins belw. 7. List three rules fr debates. 8. What can a member d t end a debate? 9. What is a pint f rder? Describe when a pint f rder might be used in a meeting. 10. List fur methds fr vting. 11. Name the tw types f parliamentary prcedures used by IAFF lcals. 12. List tw significant differences between the tw types f parliamentary prcedures. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 15

Preparing an Agenda Team Activity Directins: Students remain in their fur teams. The assignments are as fllws: Team One: Executive Bard Team Tw: Safety Cmmittee Team Three: Health Insurance Cmmittee Team Fur: General members Each team is prvided several handuts. Each team shuld select representatives accrding t the directins f the handut. The handuts cntain the reprts and mtins that each team will present at the meeting. The President will chair the meeting and is respnsible fr preparing the agenda. The President will wrk with the executive bard and talk t the ther teams t develp an agenda n page 19 (i.e., fill in the blanks n page). The President will nt speak t Team 4 (these will be spntaneus mtins frm members). While the President develps the agenda, the remaining teams will read their handuts. They will share strategies and tips fr planning fr unin meetings. The teams have 15 minutes t cmplete the exercise. The President will write the agenda n an easel pad. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 17

Facilitatr Ntes: Preparing an Agenda Team Activity, cntinued Lcal 22206 Meeting Agenda 1. Meeting is called t rder. 2. Reading and accepting f the minutes. 3. OFFICERS REPORTS: 4. COMMITTEE REPORTS 5. SPECIAL COMMITTEE REPORTS 6. SPECIAL ORDERS 7. UNFINISHED BUSINESS 8. NEW BUSINESS 9. ADJOURN Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 19

Running a Meeting Rle Play Directins: Tell students that they will nw participate in a unin meeting and will assume the rles they were assigned in the previus exercise. Everyne must fllw the guidelines belw: The President runs the meeting accrding t the agenda and rules f parliamentary prcedure. N ne can speak unless recgnized by the President. Members must raise their hands t indicate that they wish t speak. Only ne persn can speak at a time. All mtins are prpsed during New Business. All mtins must be secnded and restated by the chair befre discussin begins. Any member can amend a mtin, speak fr it, r against it. The chair will take vice vtes n mtins. If there is an unclear majrity, the chair will call fr a shw f hands. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 21

GD Summary Guided Discussin Answer the questins in the space prvided belw. Why use parliamentary prcedure in meetings? What are the fur principles f parliamentary prcedure? List three rules fr debates. List fur things yu shuld d t prepare fr a meeting. Learn Mre The IAFF Department f Educatin ffers ther wrkshps thrugh its Partnership Educatin Prgram. Visit ur web site at http://www.iaff.rg/pep t learn mre. We als allw yu t learn withut ever leaving yur fire statin r hme via ur Online Learning Mdules. Visit http://www.iaff.rg/nlinelearning t view ur latest fferings. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters 23

Appendix Shift Meetings...A-1 Hw t Run a Meeting Internatinal Assciatin f Fire Fighters Appendix

Shift Meetings Shift meetings shuld be regarded as generally undesirable if any ther methd can be used t achieve the desired results. This is because f the fundamental difficulty in this type f meeting, which includes the necessity fr agreement between the tw meetings as t final actin. When shift meetings are determined t be necessary, it is essential that the fllwing prcedures be fllwed. 1. Bth shift meetings shuld be held, if pssible, within 24 hurs. It is always desirable t cmplete actin as sn as it can be dne. This is true f any grup decisin and especially true f shift meetings. Bth meetings are cnsidered as cnstituting ne meeting as far as ttal vtes are cncerned and als the final results that are t be determined. 2. In rder t establish the results f actin taken in shift meetings, the ttal vtes cast fr and against the mtin are added tgether. Fr example, let us assume that Meeting A vtes fr a mtin and Meeting B vtes against it. Meeting A-40 fr, 20 against; Meeting B--30..fr, 40 against. The ttal vte is 70 fr and 60 against, 130 vtes. A majrity is necessary t adpt any main mtin, in this case 66 vtes. S the mtin is adpted. If Meeting A adpts a mtin and Meeting B amends it and sends it back t Meeting A, and Meeting A defeats the amendment, the ttal number f vtes in bth meetings determines whether the amendment is adpted. Fr Against Meeting B 80 50 Meeting A 50 55 130 105 The ttal vte is 235. Vte necessary fr adptin f the amendment is 118, s the amendment is adpted. 3. The annuncement f a vte may be made nly after final actin by the last meeting t vte. It is essential that NO annuncement be made until the final vte. 4. If a mtin is made at ne meeting and later, in the same meeting, it is indefinitely pstpned, the mtin is killed and des nt g t the ther meeting. 5. If an amendment is ffered at Meeting A and this amendment is defeated at that meeting, and later the same amendment is ffered at Meeting B and adpted, it is necessary fr the mtin as amended, t be returned t Meeting A fr final vte. 6. If a mtin is made and adpted at Meeting A, it is nt in rder fr Meeting B t table it. Meeting B must take sme actin n the mtin, whether amendment, reference t cmmittee, r smething else. 7. If Meeting A defeats a mtin, it des nt g t Meeting B. Hwever, Meeting B can riginate anther mtin, the same as that defeated in Meeting A. As a practical matter, this wuld nly be dne when the prpnents f the mtin have reasn t believe that there have been changes f viewpint tward the mtin, r that the cmbinatin f vtes in the tw meetings in favr wuld be enugh t adpt the mtin. 8. If Meeting A adpts a mtin and it is cnsidered by Meeting B which prpses amendments and adpts them, and then adpts the mtin as amended, the mtin as amended must be vted n by Meeting A. 9. If a mtin is passed by Meeting A and Meeting B vtes t refer it t a cmmittee, this has t be referred back t Meeting A fr a final vte n referring t a cmmittee; the cmbined vtes f bth meetings determine whether it ges t cmmittee. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters A-1

Shift Meetings 10. If Meeting A, when cnsidering a mtin that riginated at that meeting, vtes t table it, the mtin des nt g t Meeting B. Meeting B, hwever, may riginate the same r a similar mtin and, if adpted, send it t Meeting A. 11. If Meeting A vtes t pstpne a mtin t a definite time, the mtin and the pstpnement t a definite time will bth be cnsidered by Meeting B. The ttal vtes cast fr the pstpnement will determine whether this is dne. 12. If meeting A adpts a mtin and meeting B vtes t pstpne it t a definite time, the mtin fr pstpnement is t be cnsidered by Meeting A. 13. The Minutes f Meeting A are t be read nly at the next sessin f Meeting A, nt at Meeting B. Each Minutes require actin fr adptin by the meeting where they riginate and n actin by the ther meeting. 14. When the actin by ne meeting makes it necessary t cnsider a mtin at a later meeting where sme f the members, because f a shift change, als change their meeting attendance, rll-call vte shuld always be taken. Unless this is dne, there is n way t prevent cmplete cnfusin as t when and hw a member has already vted. As this situatin f change f shift is a part f the tw shift prcedure, the practice f rll-call vting shuld be fllwed in shift meetings. Rll-call lists have t be prepared in advance by the Lcal Unin Secretary. The names f all members in gd standing are listed, in strictly alphabetical rder, n the left f each page; t the right are three clumns headed, Yes, N and Present. The Secretary calls each name and the member respnds by saying Yes r N r Present. This respnse is recrded by the Secretary in the prper clumn. Members have a right t change their vtes frm yes t n r frm n, t yes r frm present t yes r frm present t n, at any time befre the result is annunced. They cannt change their vte frm yes r n t present. After the vte has been annunced, there can be n changes. 15. Having the vte taken by written ballt is nt t be dne in shift meetings, except, f curse, in electins. The bject f the rll-call vte is t assure that members vte nly nce, even thugh their shift has changed. 16. Because f the fact that, if there are three shifts, 2/3 f the members will be ff duty at a given time, there is n need fr three-shift meetings. There are t many pssible cmplicatins in running three-shift meetings, all f which fr sme purpses wuld have t be regarded as ne meeting. There culd be almst endless adptins f amendments t mtins and delaying tactics f varius kinds. A determined minrity in these meetings culd effectively prevent actin thrugh tactics t be fund in any manual f parliamentary law. The bject f Lcal Unin meetings includes the cnsideratin f subjects prperly presented t the membership, and t take actin by majrity vte. Under the circumstances which wuld prevail in the three-meeting prcedures, it wuld be extremely difficult t either adequately cnsider subjects r t take final actin upn them. Respnsible unin leadership is prperly cncerned with prviding the maximum practical prtectin fr member s rights in meetings. The three-shift meeting prcedure, by its very structure, ffers many pprtunities fr the curtailment f these rights. It is fr these reasns that such meetings shuld nt be held. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters A-2

Shift Meetings As the Lcal plans and cnducts tw-shift meetings, it shuld keep in mind the basic principles which apply t the cnduct f all meetings: the minrity has the right t express its views and t ffer any prper mtin, while, eventually, the majrity makes the decisin. Once the decisin has been made, it is the duty f all members t abide by the result until anther decisin is reached. This is the essence f demcracy. Hw t Run a Meeting Internatinal Assciatin f Fire Fighters A-3