GUIDELINES ON HOW TO CONDUCT MEETING

GUIDELINES ON HOW TO CONDUCT MEETING
CALL TO ORDER
“The CGB Meeting of JCI______________ is called to order.”

JAYCEE CREED
“Let us now rise and invoke the Jaycee Creed in Chorus.”

WELCOME
“I request Jc ____________________________ the host of this day to welcome the members.”

QUORUM
“I request the Secretary to establish the quorum [50% of CGB members physically present].” The Secretary says “The quorum is established.”

ADOPTION OF AGENDA
“The Agenda is already with you. Are there any additions/changes to be made in the Agenda?
[As the members come out with various subjects to be discussed under AOB (Any Other Business), the Secretary notes down the same in the Agenda alongwith the name of the person who proposed the addition/change.]
Finally say “With the following additions________________________ under AOB, the Agenda is before you for adoption.”
[The Secretary notes down the Mover and the Seconder)
Now say: “Moved by Jc _________________________ and seconded by Jc _________________________ the Agenda is adopted unanimously, if there are no objections.”

MINUTES OF THE PREVIOUS MEETING
“The copy of the minutes has already been sent to you. Please go through the same again, as the Secretary reads and make corrections in your copy as it occurs to you without interrupting”
After the Secretary completes reading say:
“The minutes are before you for corrections, if any.
Make corrections mentioned with approval of all and then say:
“Now the Minutes are before you for adoption.”
[The Secretary notes down the Mover and the Seconder.]
Now say:
“Moved by Jc _________________________ and seconded by Jc _________________________ the Minutes of the previous meeting are adopted unanimously, if there are no objections.”
Now sign the Minutes.

MATTERS ARISING OUT OF THE MINUTES
“Action Sheets have been sent to all concerned and I have received reply from ____________________________________________________
[Tell the names of those who have replied, read the actions they have taken and appreciate them.]
Now say:
“Please let me know if you need to know more with regard to the action taken.”
[Clarify doubts of the members, if they have any.]

REPORTS
Request every executive officer to present their report, it is a must. Even if they are absent, they should send their reports to the CGB. Every executive officer should make at least five copies so that others can go through while the executive officer reads. The report will be based on designated responsibilities of the executive officers. If any officer has not submitted a report, strictly minute the fact.

STANDING COMMITTEE REPORTS
“ I now request the Chairperson of the Standing Committee on _______________________ to present the report.”

Approval of New Applications
“Applications have been received from _________________________ for membership [State the type of Membership]. The applications are found to be complete in all respects. The applications are placed before the House for approval.”
[The Secretary notes down the Mover and the Seconder)
Now say: “Moved by Jc _________________________ and seconded by Jc _________________________ membership is granted to ______________________________________________________ .”

JCI/JCI INDIA/ZONE XI/LOM NEWS

ANY OTHER BUSINESS: a) b) c) d)

Forthcoming events

Date & Venue for next meeting

Concluding remarks by IPP

Vote of thanks
“I now request the Secretary to propose the Vote of Thanks.”
[The Secretary proposes the Vote of Thanks.]

Adjournment
“The CGB/GB Meeting of JCI ________________ is hereby adjourned for fellowship and safe journey.”