Part III – Chapter 4
Running Efficient League Meetings
i. How to Run a Board Meeting
Board meetings are the means to optimize collective and collaborative decision-making to plan, direct and evaluate the work of the League as directed by the grassroots membership.
Best Practices:
Meet on a regular schedule.
Meet at the same day, time and place each month to encourage attendance
Send an agenda, previous meeting minutes, financial and committee reports by email prior to meeting.
All board members should let the President know what needs to be discussed at coming meetings and then plan their reports and prepare any materials that they need to bring for board approval.
Begin and end on time:
Members should let the meeting chair know they will be late.
Begin with those parts of the meeting that don’t require a vote if a quorum is not yet present.
Set time limits on the discussion of major items if there are several to discuss. Follow the limits politely and firmly unless the board agrees to extend the duration of the meeting or to table items until a future meeting.
Keep reports concise: Do committee work before the meeting and provide written background information to the board in advance. Use board time to bring members up to date and answer questions about your project or portfolio without going into detail. If you need a policy decision, point out the issues and suggest possible solutions. A motion written in advance is helpful and may be amended by the board as necessary.
Base collective decisions on orderly, business-like (parliamentary) discussion.
Keep discussion focused and stick to the agenda.
Summarize discussions/votes/recommended action before moving to the next agenda item.
Postpone decision making when information is inadequate.
Take full minutes. Include a list of attendees to provide a record for future reference.
Listen carefully. The entire board is responsible for policy decisions so members need to listen attentively to be sure they understand the issues and options presented by each portfolio. Careful listening and questions focused on the issue under discussion are useful to avoid the problem of undue repetition that can arise from LWV’s consensus style.
ii. Parliamentary Guidelines
Order of Business
A minimum number (quorum), as prescribed in the bylaws, must be present before business can be legally transacted. The presiding officer should determine that there is a quorum before beginning the meeting. Every organization is free to decide the order in which its business will be conducted, but most agendas follow a standard pattern:
Call to Order.
Minutes are read by the secretary and corrections requested. The presiding officer says: If there are no corrections, the minutes stand approved as read.
Treasurer's Report is given and questions called for: The Treasurer's Report will be filed.
Reports of officers and standing committees. Recommendations in reports should be dealt with as motions at this point.
Reports of special committees.
Unfinished business. Items left over from the previous meeting are brought up in turn by the presiding officer.
New business: Is there any new business?
Announcements.
Adjournment: Is there any further business? (Pause) The meeting is adjourned.
Motions
Business is conducted by acting on motions. A subject is introduced by a main motion. Once this has been seconded and stated by the presiding officer, nothing else should be taken up until it is disposed of. Long and involved motions should be submitted in writing. Once a motion has been stated, the mover may not withdraw it without the consent of the meeting. Most motions must be seconded.
While a main motion is being considered, other parliamentary motions, which affect either the main motion or the general conduct of the meeting, may be made. The ones most frequently used are described in general below, but it should be noted that there are exceptions and modifications that cannot be included in this brief text.
Amend. (Debatable; majority vote). Used when the intention is to change, add or omit words in the main motion. Amend the amendment: Used to change, add or omit words in the first amendment. This motion itself cannot be amended.
Refer. (Debatable; majority vote). If a motion has become too complicated through amendments, or if more information is needed, a motion may be made to refer it to a committee for study or redrafting. This committee must report back or act as instructed.
Postpone. (Debatable; majority vote). Consideration of a motion can be delayed until a more suitable time, until other decisions have been made, or until more information is available by a motion to postpone to a stated future time.
Lay on the table (Not debatable; majority vote). I move that we table this motion. This sets the motion aside so that a more urgent matter can be dealt with and then the motion can be taken up again when a majority decides to "take it from the table."
The previous question. (Not debatable; two-thirds vote). I move the previous question. This motion is used to end debate that has become lengthy or repetitious. When it is seconded, the presiding officer immediately puts the question on closing debate. If this receives a two-thirds vote, the pending motion is voted on at once without further discussion.
Reconsider. (Usually debatable; majority vote). A vote may be reconsidered through this motion, which must be made on the same day or the day following the vote by someone who voted on the prevailing side. A motion can be reconsidered only once. The first vote is on whether the motion should be reconsidered. If this passes, the second vote is on the motion itself.
Point of order and appeal. A member who feels the rules are not being followed may call attention to the breach by rising and saying: Point of order. Upon hearing it, the chair may say: Your point is well taken, or Your point is not well taken.One dissatisfied with the ruling may appeal to the meeting for a final decision: Shall the decision of the chair be sustained? This appeal is debatable, and the presiding officer may enter the debate without giving up the chair. A majority of no votes is necessary to reverse the ruling; a tie sustains it.
Questions and inquiries. Whenever necessary, advice may be asked as to correct procedures (parliamentary inquiry), facts may be requested (point of information), or a change may be sought for comfort or convenience (question of privilege). The presiding officer responds to the question or refers it to the proper person.
Adjourn. (Usually not debatable; majority vote). If the time set for adjournment has arrived or there is no further business, the presiding officer declares the meeting adjourned without waiting for a formal motion. A member may move to adjourn at any time except when a speaker has the floor or a vote is in process. If the motion carries, the meeting is immediately adjourned.
Voting
The vote needed to pass a motion or elect an official is based on the votes cast, unless the bylaws or rules provide otherwise. Thus, a majority is more than half of those voting; abstentions and blank ballots are disregarded.
General consent, a formal vote can be avoided on routine matters where there is no opposition. The presiding officer says: If there is no objection (pause) ... and declares the decision made.
Voice vote (aye or no) is common practice but should not be used where more than a majority is needed.
Show of hands is a good alternative in small groups.
If unsure of the result, the presiding officer should order a rising vote or an actual count. If this is not done, a member can insist upon a rising vote by calling out "division"; a count can be forced only by a motion made, seconded and approved by a majority vote.
Motion for a ballot (secret written vote) can be made if the bylaws do not already require one. The motion is not debatable and requires a majority vote.
iii. Annual Business Meeting and Election of Officers
The annual meeting is one of the most important general membership meetings of the year. It gives members an opportunity to direct the future of their League. Holding an annual meeting is one of the seven basic requirements for League recognition.
The purposes of the annual meeting are to:
Elect the board or leadership team for the coming year.
Adopt a local program that reflects the interest of the membership.
Approve a budget that provides financial support of the League’s activities.
Review and/or amend the policies (for the Member at-Large unit) or the bylaws (for a local League) that govern the group’s operations.
Annual meeting preparations checklist:
Set an annual meeting date and review pertinent policies or bylaw requirements.
Appoint a chairperson or committee to oversee the necessary meeting preparations.
Notify those committees responsible for making recommendations to the annual meeting (nominating, budget, program and policies/bylaws committees) of the date of the board meeting at which they should present their reports.
Appoint a person to audit or review the treasurer’s books.
Appoint a parliamentarian for the meeting
Determine the format and content of the meeting; consider a guest speaker, awards or catering a meal.
Prepare a script for the business part of the meeting and make notations when voting is required.
Invite your state LWV advisor or board member to attend the meeting.
At the meeting:
Display LWV literature so invited guests can learn about LWV and our positions.
Have information on local positions available.
Distribute and collect Member Information Forms.
Collect dues if the meeting is scheduled at the start of the new fiscal year.
After the meeting:
Have minutes prepared, read and approved as required.
Complete appropriate report forms and update board member status with LWVMN.
Appoint board members and complete board orientation for the upcoming term.
Create and adopt an annual planning calendar with new board members.
IV. Local League Planning Calendar
An annual calendar is a planning tool that helps League leaders carry out their goals and priorities. It is a guide to League activities but should be flexible enough to allow for changes during the course of the year.
Goals of adopting an annual planning calendar:
Helps LWV leaders think about what they hope to accomplish during the year and the steps necessary to achieve those goals.
Organizes the year’s work and ensures the responsibilities for implementation are shared with both on and off-board members.
Encourages members to put LWV events on their personal calendars and illustrates the variety of ways they can be active.
What to include in the planning calendar:
Local League meetings - general meetings, board meetings and the annual business meeting.
LWV Minnesota and LWVUS meetings - state convention/council meetings, LWVMN lobby day, workshops and events, LWVUS convention.
Voter service information - election day, registration and absentee voting deadlines, candidate debates and forums.
Special League events - League sponsored public meetings, holiday parties, tours, new member orientation, fundraising events
2021-2022 LWVMN planning calendar:
https://drive.google.com/file/d/1NJ4HkkFaUw223je9vgrsp89b2OJHjd8p/view?usp=sharing