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CONDUCTING A MEETING

CONDUCTING A MEETING. MAINTAINING ORDER AND FOLLOWING GUIDANCE. THE DAV MISSION STATEMENT. Fulfilling our promises to the men and women who served.

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CONDUCTING A MEETING

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  1. CONDUCTING A MEETING MAINTAINING ORDER AND FOLLOWING GUIDANCE

  2. THE DAV MISSION STATEMENT Fulfilling our promises to the men and women who served. We are dedicated to a single purpose: empowering veterans to lead high-quality lives with respect and dignity. We accomplish this by ensuring that veterans and their families can access the full range of benefits available to them; fighting for the interests of America’s injured heroes on Capitol Hill; and educating the public about the great sacrifices and needs of veterans transitioning back to civilian life. •Providing free, professional assistance to veterans and their families in obtaining benefits and services earned through military service and provided by the Department of Veterans Affairs (VA) and other agencies of government. •Providing outreach concerning its program services to the American people generally, and to disabled veterans and their families specifically. •Representing the interests of disabled veterans, their families, their widowed spouses and their orphans before Congress, the White House and the Judicial Branch, as well as state and local government. •Extending DAV’s mission of hope into the communities where these veterans and their families live through a network of state-level Departments and local chapters. •Providing a structure through which disabled veterans can express their compassion for their fellow veterans through a variety of volunteer programs.

  3. OVERVIEW • You will learn how to effectively conduct a meeting • You will be able to write INFORMATION-FULL agendas • You will understand the basics of Robert’s Rules of Order • You will learn to manage meeting time effectively

  4. MEETING PREPARATION • Contact adjutant • Review correspondence • Review minutes and action items from previous meeting • Prepare agenda

  5. WHY AN AGENDA • Prepares commander • Prepares attendees • Creates an interest • Clearly defines objectives • Provides a valuable organizational tool

  6. 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

  7. COMMANDERS AND CHAIRS • IF YOU CANNOT ATTEND, FIND A REPLACEMENT • BRIEF YOUR REPLACEMENT ON THE AGENDA

  8. BEFORE THE MEETING • Set up the room • Adjust audio visual • Ensure adequate seating

  9. 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

  10. 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

  11. PARLIAMENTARY PROCEDURE • Majority rule must prevail • Rights of members w/minority opinion are protected • Respect for all members assured • Logical order of business provided

  12. 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)

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

  14. WHY MEETINGS RUN LONG • Repetition • Wandering from the agenda • Lengthy discussion of controversial issues • Repeated interruptions by single members

  15. MEETING TECHNIQUES • Focus attention on the agenda • Set time limits • Identify different opinions • Establish task groups/chairmen as needed

  16. CLOSING A MEETING • State conclusions reached • Summarize assignments • Give staff manager next meeting requirements

  17. 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

  18. 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

  19. 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

  20. QUESTIONS

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