Good Chapter Meetings

Guide
Good Chapter Meetings

Most members of a voluntary organization do not like attending meetings! The first challenge, therefore, is to reverse this attitude in your chapter... if it exists.

Members in your chapter must understand that meetings are good, and that they will achieve many things. Such meetings will also provide an opportunity for fellowship and learning new skills.

If both new and experienced members look forward to the next meeting, you should be able to get good participation in other chapter activities as well.

RESPONSIBILITIES

There are three components in good chapter meetings.

· Firstly, there is the leadership, which includes the President and the Secretary.

· Secondly, there are the physical arrangements for the meeting, usually a responsibility of the Meetings Commission.

· Finally, we have the participants, who include members, prospective members, guests and visitors. We have some suggestions to offer, for each aspect:

LEADERSHIP: The President should:

1. Know the objectives of the meeting before preparing a detailed agenda, and be sure that all participants know these goals before the meeting starts.

2. Know the principles of parliamentary procedures. If your chapter does not have a Legal Counsel, a parliamentarian should be appointed.

3. Give adequate notice and details about the meeting to the membership.

4. Keep a good standard of decorum and protocol in your meetings, but be flexible and appropriate for each occasion.

5. Ensure that the Secretary keeps an accurate record of the meeting, and make his or her own notes during the meeting in case disputes arise.
6. Encourage maximum participation by those attending the meeting.

7. Plan for variety – it is the essence of a good meeting program.

8. Have a copy of the chapter constitution and the Parliamentary Procedures Manual at the head table.

9. Provide the opportunity for good internal public relations for the members and good external public relations for guests and visitors.

10. Brief members who are giving official reports.

11. Start and close the meeting on time.

PHYSICAL ARRANGEMENTS: The Meetings Commission should:

1. Be responsible for setting up the meeting room, having it cleaned after the meeting, and dealing with all the physical arrangements.

2. Assist the Commission Director in preparing the room for the meeting. The Director will make sure one or more members of the team set up the room, make payments where necessary, hang up the Junior Chamber Creed, the national and JCI flags, and set up audiovisual equipment and other relevant items. This appointment should be changed every three months to allow more members to become involved.

3. Consider the following: pleasant room setting, effective seating arrangement, sufficient lighting and air, freedom from outside disturbances, gavel, etc.
PARTICIPANTS: The membership should:

1. Know the principles of parliamentary procedures.

2. An icebreaker should be included at every meeting to establish a friendly atmosphere.

3. Speaking time should be limited so that the vocal few do not dominate.

4. The meetings are for the participants, not for the Board members.

5. Guests and visitors – should be made to feel part of the meeting.

RECOMMENDATIONS

1. The agenda can be as varied as the President wishes to make it.

2. Select the types of meetings that best suit your membership. Take into account their occupations, working hours, interests and ambitions. Some types of meetings include luncheon meetings (brief), breakfast meetings (brief), dinner meetings (full length), etc. Ask members for suggestions.

3. Parliamentary procedures and protocol should be incorporated in the meetings to allow for maximum participation and free expression. If you observe these rules, you will have orderly meetings; all will have the opportunity to be heard, decisions will be made democratically by the majority, and the rights of the minority will be safeguarded.

4. The President should start the meeting on time; make the appropriate introductions in order of importance; keep to the agenda and his personal time schedule; include short breaks in the agenda; ensure that discussions are relevant; apply meeting procedures appropriate to the meeting; avoid embarrassing moments; adjudicate disputes fairly; refrain from dominating the meeting; remain impartial; and never ask those attending the meeting for advice on meeting procedures – the President should know the procedures.
5. Finally, make sure the participants understand what the meeting should accomplish. Some of the objectives include: conducting chapter business; listening to a distinguished guest speaker; entertaining visiting members or other guests; holding a training session for the members; and receiving a series of reports about the chapter program. If members understand the objectives of the meeting, they will be more sympathetic toward the leadership if some difficulties are encountered.

One important point we wish to stress here is the eating and drinking by members during a meeting. If a meal is part of the meeting, allow time for tables to be cleared of most items before proceeding. It is not possible for members to take full part in the meeting if their neighbors are still eating or drinking. Be aware of members’ habits, too. If they detract from the meeting decorum or distract participants... change the habits!

SUMMARY

Few activities are more challenging or stimulating than a well conducted chapter meeting. Whether it be a business session, activity meeting or a social session, members should leave that meeting thoroughly satisfied and looking forward to the next one. Everything that is accomplished in the chapter is planned around a good chapter meeting; it is imperative to conduct a successful one.