Planning the Meeting
 

• Meet only when there is a specific purpose and when it is advantageous or desirable to solve problems and make decisions as a group.

• Meet with all (and only) those necessary to do the job.

• Plan and distribute an agenda well in advance of the meeting time.

• Call meeting to order.

• Start discussion with a few comments on the nature of the problem of the committee.

• Avoid disgressions and small talk, follow agenda.

• Do not talk too much; draw out quiet group members.

• When a point is saturated, move on to the next.

• Summerize frequently.

• Prepare a committee report.

Chairing a Meeting
 

• Determine a quorum

• Open the meeting

• Control the meeting.

•  Monitor debate.

•  Take a vote

* annoounce the vote

* you may not vote unless there is a tie
 

Six Subsidiary Motions
 

• The motion to lay on the table.

• The motion to acall the previous question.

• The motion to postpone to a certain day.

• The motion to refer requires a majority vote.

• The motion to amend.

• The motion to postpone indefinitely.

Robert's Rules of Order
 

• The chairperson of a committee may be appointed by the parent organization. That organization can ask the committee to appoint its own chair, or else the first person named to the committee is automatically the chair.

• A committee meets on call of its chair or any two members.

• A quorum is a simple majority of committee members, unless specified otherwise by the parent organizations.

• The chair is responsible for records of the committee, so he or she write minutes or reports unless a seperate secretary position is created. If a professional secretary from the parent organization is assigned to keep records, the chair is responsible for supervising and signing these records.

• Members do not need to obtain permission from the chair by fromal recogonition before speaking or making a motion. They may speak whenever they want so long as they do not interrupt others.

• Motions do not need a second. A motion is a proposal to take come action as a group.

• There is no limit on how many times a member can speak on an issue, and motions to limit or close discussions are not permitted.

• Informal discussion is permitted with no motion pending. Whereas is a parliamentary discussion, members cannot discussan issue without a motion, in a committee meeting no motion is usually made until after consensus or at least a majority has been acheived through extended discussion.

• A majority vote (of those actually voting) is required befor any decision can be made. Usually a vote is taken to confirm a decision already sensed by the group. "Straw" votes can be taken at any time to determine whether majority or consensus exists before a binding vote is taken . The leader might say, "Let's see how we stand on this. Would all who favor it please raise your right hand."

• When a proposal is clear to all members, a vote can be taken and the outcome recorded as a decision even though no motion has been introduced.

• The chair can ask if all members consent or agree with an idea or proposal. Then if no one objects, the decision has been made and is reported in the minutes. For example: "It was decided by consent that we should have Jean and Bob draft a resolution to present at the next meeting of the club."

• Committee chairs can speak up in a discussion, taking a stand on a controversial issue without leaving the chair. They can also make motions and vote on all questions as can all other members of the committee.

• A motion to reconsider a previous vote can be made at any time and there is no limit on how many times a question can be reconsidered. Unlike in a parliamentary body, any person who did not vote with the losing side can move to reconsode. Thus, a person who was absent of did not vote can ask for the reconsideration of a previous decision or vote if the action has not yet been carried out.

• Motions can be amended in committee, but this is best done informally. Voting on the proposed change in a motion should only occur if a consensus decision cannot be made in the time available for a meeting.

• Many of the motions required in an assembly are irrelevant. A member can discuss virtually anything informally in committee sessions, so there is no need for points of order, motions to table, or matters of personal privileg. In short, the bulk of what is called parliamentary law is obtrusive to committee meetings.

• Formal reports of committees should contain only what was agreed to by a majority of those present at a regular and properly called meeing at which a quorum was present. Usually the chair makes formal reports from a committee in writting. Reports of less formal actions or work in progress may be given orally to a parent organization. If a committee is unable to reach consensus and a minority of its membership wnt to make a report or recommendation different from that of the majority, it usually is permitted to do so as soon as the "majority" committee report has been made. this is not a right of a committee minority, but during debate under parliamentary rules the members who did not agree with the majority position can speak their opposition. However, no one has the right to allude to what happened during the committee's private discussions unless the entire committee has agreed that this is to be permitted.