effective meetings-chair perspective - osba/media/files/event materials/sbc/2013... · an effective...

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EFFECTIVE BOARD EFFECTIVE BOARD MEETINGS FROM THE MEETINGS FROM THE

CHAIR/VICE CHAIR CHAIR/VICE CHAIR PERSPECTIVEPERSPECTIVE

Presented byPresented byRenee SesslerRenee Sessler

Why are you here?Why are you here?When you walk out the door what do you When you walk out the door what do you

want to take with you?want to take with you? How can I keep the meetings on track?How can I keep the meetings on track? What if I’m unsure about Parliamentary What if I’m unsure about Parliamentary

Procedure?Procedure?Does Oregon statue say anything about Does Oregon statue say anything about

the role of the board and meetings?the role of the board and meetings?

Common Elements of Common Elements of Successful MeetingsSuccessful Meetings

OrganizationOrganization ---- A wellA well--reasoned and reasoned and appropriate agenda is prepared that covers appropriate agenda is prepared that covers the relevant board businessthe relevant board business

PreparationPreparation Board members andBoard members andPreparation Preparation ---- Board members and Board members and administrators come to the meeting prepared administrators come to the meeting prepared to discuss and deliberateto discuss and deliberate

CommunicationCommunication ---- No surprises by board No surprises by board members or administrators at the meetingmembers or administrators at the meeting

Control Control ---- The presiding officer must maintain The presiding officer must maintain firm, fair and respectful control of the meetingfirm, fair and respectful control of the meeting

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An Effective MeetingAn Effective Meeting

An effective meeting doesn’t just An effective meeting doesn’t just happen. It is the result of work, skill and happen. It is the result of work, skill and preparation.preparation.

Successful meetings begin by Successful meetings begin by developing and using an developing and using an effective effective agendaagenda as the governing plan for the as the governing plan for the meetingmeeting

AGENDAAGENDA1.01.0 Call to Order & Pledge of AllegianceCall to Order & Pledge of Allegiance2.02.0 Approval of Approval of AgendaAgenda3.03.0 Public CommentPublic Comment4.04.0 ReportsReports

4.14.1 Member/Committee Member/Committee ReportsReports4 24 2 S i t d t’ R tS i t d t’ R t4.24.2 Superintendent’s ReportSuperintendent’s Report4.34.3 Report on Goals ProgressReport on Goals Progress

5.05.0 Action ItemsAction Items5.15.1 Consent Consent Agenda (includes minutes)Agenda (includes minutes)5.25.2 Approval of Construction ContractApproval of Construction Contract5.35.3 Approval of Teacher ContractApproval of Teacher Contract

6.06.0 Board CommentsBoard Comments7.07.0 AdjournAdjourn

Chair’s ImageChair’s Image

Often viewed as:Often viewed as:

11 Orchestra ConductorOrchestra Conductor1.1. Orchestra ConductorOrchestra Conductor2.2. Official in athletic contestOfficial in athletic contest3.3. Baby sitterBaby sitter4.4. FacilitatorFacilitator5. 5. Cat herderCat herder

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The Chair is the KeyThe Chair is the Key Serves as spokesperson for boardServes as spokesperson for board

The Chair is the KeyThe Chair is the Key Serves as spokesperson for boardServes as spokesperson for board Responsible for setting tempo and tone for Responsible for setting tempo and tone for

meetingsmeetings


meetingsmeetingsR ibl t f tt ti f bR ibl t f tt ti f b Responsible to focus attention of members Responsible to focus attention of members and public on agenda issuesand public on agenda issues

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Understands basic parliamentary procedureUnderstands basic parliamentary procedure



Understands basic parliamentary procedureUnderstands basic parliamentary procedure Treats members and public fairly and evenlyTreats members and public fairly and evenly



Understands basic parliamentary procedureUnderstands basic parliamentary procedure Treats members and public fairly and evenlyTreats members and public fairly and evenly Serves as enforcer of public meeting lawsServes as enforcer of public meeting laws

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Understands basic parliamentary procedureUnderstands basic parliamentary procedure Treats members and public fairly and evenlyTreats members and public fairly and evenly Serves as enforcer of public meeting lawsServes as enforcer of public meeting laws Mediates and seeks areas of compromise for Mediates and seeks areas of compromise for

differences of opiniondifferences of opinion

Role of the ChairRole of the Chair--TypicalTypical--

Assist Superintendent in establishing agendaAssist Superintendent in establishing agenda Sign minutes and other official documentsSign minutes and other official documentsgg Preside at all meetings of the BoardPreside at all meetings of the Board Enforce rules of orderEnforce rules of order Represent Board at official functionsRepresent Board at official functions Appoint committeesAppoint committees Discuss issues, make motions and voteDiscuss issues, make motions and vote

What Rules of Order?What Rules of Order?

NoNo particular rules of procedure are specified particular rules of procedure are specified by Oregon statute.by Oregon statute.

Most (but not all) Most (but not all) ESDsESDs, community , community colleges colleges and school districts have adopted some form and school districts have adopted some form of Robert’s Rules of Orderof Robert’s Rules of Order

Consult Board Policy for each districtConsult Board Policy for each district In absence of adopted rules, Chair’s rules In absence of adopted rules, Chair’s rules

prevail prevail –– with consent of boardwith consent of board

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“Consensus” Rules“Consensus” Rules

Originally, ancient AngloOriginally, ancient Anglo--Saxon groups up Saxon groups up until the English House of Lords relied on a until the English House of Lords relied on a “consensus” which in its original sense was“consensus” which in its original sense wasconsensus which in its original sense was consensus which in its original sense was unanimous agreement. The requirement of unanimous agreement. The requirement of unanimity became a form of tyranny because unanimity became a form of tyranny because of misguided feelings and the power given to of misguided feelings and the power given to a small group limiting the group’s ability to a small group limiting the group’s ability to proceed.proceed.

Robert’s MajorityRobert’s Majority

Robert saw, on the other hand, that the Robert saw, on the other hand, that the evolution of evolution of majoritymajority vote in tandem with vote in tandem with lucid and lucid and clarifying debateclarifying debate –– resulting in resulting in a decision representing the view of the a decision representing the view of the deliberate majority deliberate majority –– far more clearly far more clearly ferrets out and demonstrates the will of ferrets out and demonstrates the will of an assembly. an assembly.

“The great lesson for democracies to learn is for “The great lesson for democracies to learn is for the majority to give to the minority a full, free the majority to give to the minority a full, free opportunity to present their side of the case, opportunity to present their side of the case, and then for the minority, having failed to win a and then for the minority, having failed to win a

j it t th i i f ll t b it dj it t th i i f ll t b it dmajority to their views, gracefully to submit and majority to their views, gracefully to submit and to recognize the action as that of the entire to recognize the action as that of the entire organization, and cheerfully to assist in carrying organization, and cheerfully to assist in carrying it out, until they can secure its repeal.”it out, until they can secure its repeal.”

Gen. Henry M. RobertGen. Henry M. Robert(1837(1837--1923)1923)

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History of Robert’s History of Robert’s Rules of OrderRules of Order

16071607––20 20 English colonies in America used English English colonies in America used English parliamentary procedureparliamentary procedure

1781 1781 Jefferson’s Jefferson’s Manual of Parliamentary Manual of Parliamentary P tiP tiPracticePractice

18451845 Cushing’s Cushing’s Manual of Parliamentary Manual of Parliamentary PracticePractice

18751875 Robert’s Robert’s Pocket Manual of Rules of Order Pocket Manual of Rules of Order for Deliberative Assemblies (1for Deliberative Assemblies (1stst Ed.)Ed.)

18761876 Robert’s Rules of Order (2Robert’s Rules of Order (2ndnd Ed.)Ed.)19151915 Robert’s Rules of Order RevisedRobert’s Rules of Order Revised19701970 Robert’s Rules of Order Newly RevisedRobert’s Rules of Order Newly Revised

Types of MotionsTypes of Motions

Main MotionMain Motion -- Brings a question, proposition or Brings a question, proposition or resolution to the board for consideration and resolution to the board for consideration and action. When introduced, excludes all other action. When introduced, excludes all other main motions until disposed of.main motions until disposed of.

Secondary MotionSecondary Motion -- All other motions. Includes All other motions. Includes subsidiary, privileged and incidental motions. subsidiary, privileged and incidental motions.

Examples of MotionsExamples of Motions

Main MotionMain Motion“I move that we install an all“I move that we install an all--weatherweatherI move that we install an allI move that we install an all weather weather

track around the soccer field.”track around the soccer field.”Secondary MotionSecondary Motion

“I move that the funds for the all“I move that the funds for the all--weather track be raised by volunteer weather track be raised by volunteer contributions.”contributions.”

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Secondary MotionsSecondary Motions

Subsidiary Motion Subsidiary Motion -- A motion that A motion that modifies or disposes of a main motion. modifies or disposes of a main motion. Its existence depends entirely on main Its existence depends entirely on main

ti t hi h it i b di tti t hi h it i b di tmotion to which it is subordinate.motion to which it is subordinate.

E.g. “ I move that we postpone the E.g. “ I move that we postpone the motion to install an allmotion to install an all--weather track weather track until the next board meeting.”until the next board meeting.”


Privileged MotionPrivileged Motion –– A motion that has no A motion that has no connection to the main motion, but has such connection to the main motion, but has such importance that it must be considered importance that it must be considered i di t l A b ti di t l A b timmediately. A member may request a immediately. A member may request a decision involving the immediate decision involving the immediate convenience, comfort, rights or privileges of convenience, comfort, rights or privileges of the assembly or of a member.the assembly or of a member.

E.g. E.g. -- “I move that we recess for 10 minutes.”“I move that we recess for 10 minutes.”


Incidental MotionsIncidental Motions –– A motion that arises A motion that arises only incidentally out of the business of only incidentally out of the business of before the board.before the board.

E.g. E.g. –– “I move that we take a roll call vote “I move that we take a roll call vote on the motion to install an allon the motion to install an all--weather weather track.”track.”

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Order of PrecedenceOrder of PrecedenceBasic RulesBasic Rules

Subsidiary motions and Privileged motions Subsidiary motions and Privileged motions follow an order of precedence. Incidental follow an order of precedence. Incidental motions have no order of precedence.motions have no order of precedence.

When a motion is being considered, a When a motion is being considered, a motion of motion of higherhigher precedence may be precedence may be proposed.proposed.

Motions are considered and voted in Motions are considered and voted in reverse order of their proposal.reverse order of their proposal.

MainMain SecondarySecondary

MotionMotion

Subsidiary MotionSubsidiary Motion

11stst AmendAmend

22ndnd AmendAmendLimit debate (2/3)Limit debate (2/3)

Postpone/tablePostpone/table

Refer to CommitteeRefer to CommitteePrivileged MotionPrivileged Motion

Incidental MotionIncidental Motion

Amending MotionsAmending Motions

The purpose of an amendment is to The purpose of an amendment is to dif ti th t i b i id ddif ti th t i b i id dmodify a motion that is being considered modify a motion that is being considered

so that it will more satisfactorily express so that it will more satisfactorily express the will of the deliberative assembly.the will of the deliberative assembly.

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Types of AmendmentsTypes of Amendments

Amendment by AdditionAmendment by Addition“I move to “I move to insert insert the word * * *.”the word * * *.”

Amendment by DeletionAmendment by Deletion“I move to “I move to strike strike the word * * *.”the word * * *.”

Types of AmendmentsTypes of Amendments

Amendment by striking and insertingAmendment by striking and inserting“I move to amend the motion by “I move to amend the motion by striking the word * * * and inserting striking the word * * * and inserting g gg gthe words * * *.”the words * * *.”

Amendment by substitutionAmendment by substitution“I move to amend the motion by “I move to amend the motion by substituting the following motion: substituting the following motion: * * *.”* * *.”

Amendment RulesAmendment Rules Must be germaneMust be germane –– amendment must be amendment must be

relevant to and have a direct bearing on the relevant to and have a direct bearing on the subject of the pending motionsubject of the pending motionMay be hostileMay be hostile amendment may beamendment may be May be hostileMay be hostile –– amendment may be amendment may be opposed to the actual intent of the original opposed to the actual intent of the original motion or completely change the effect of the motion or completely change the effect of the motionmotion

WithdrawalWithdrawal –– once the motion or amendment once the motion or amendment has been stated to the assembly by the has been stated to the assembly by the presiding officer, it belongs to the body and presiding officer, it belongs to the body and may be withdrawn only by vote of the bodymay be withdrawn only by vote of the body

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Amendment RankAmendment Rank 11stst Rank Rank

A primary amendment must relate A primary amendment must relate directly directly to the motion to be amendedto the motion to be amended

22ndnd R kR k 22ndnd RankRankAmendments to a pending amendment Amendments to a pending amendment must relate directly to the pending must relate directly to the pending amendmentamendment

33rdrd RankRankNotNot allowedallowed

Amendment ExamplesAmendment ExamplesMotionMotion

“ I move that we install an all“ I move that we install an all--weather weather track around the soccer field.”track around the soccer field.”

11stst R k A d tR k A d t11stst Rank AmendmentRank Amendment“ I move that we amend the motion to “ I move that we amend the motion to insert insert ---- ‘in next year’s budget.’”‘in next year’s budget.’”

22ndnd Rank AmendmentRank Amendment“ I move that we amend the amendment “ I move that we amend the amendment by inserting by inserting –– “ from funds raised by “ from funds raised by volunteer contribution.’”volunteer contribution.’”

Voting on AmendmentsVoting on Amendments

Amendments are voted in reverse order. In Amendments are voted in reverse order. In other words, a 2other words, a 2ndnd rank amendment must be rank amendment must be disposed of before voting on the 1disposed of before voting on the 1stst rank rank

d t hi h t b di d fd t hi h t b di d famendment which must be disposed of amendment which must be disposed of before the Main motion.before the Main motion.

Voting on amendments only requires a Voting on amendments only requires a majority even though the Main motion majority even though the Main motion requires a super majorityrequires a super majority

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Debate RulesDebate Rules

Debate on amendment must be Debate on amendment must be concluded and a vote taken before concluded and a vote taken before debate on the Main motion can debate on the Main motion can proceed.proceed.

The person proposing a motion or The person proposing a motion or amendment should be given first amendment should be given first opportunity to explain the motion and to opportunity to explain the motion and to speak lastspeak last

Debate RulesDebate Rules

A member who has not spoken has prior A member who has not spoken has prior claim over one who has already spokenclaim over one who has already spoken

The presiding officer should alternate The presiding officer should alternate between proponents and opponents of the between proponents and opponents of the motionmotion

All discussion must be relevant to the motion All discussion must be relevant to the motion before the assemblybefore the assembly

Debate must be fundamentally impersonalDebate must be fundamentally impersonal

Limiting DebateLimiting Debate

Any limitation on debate or suspending Any limitation on debate or suspending of the rules requires a twoof the rules requires a two--thirds (2/3) thirds (2/3) majority vote of the assembly.majority vote of the assembly.

Call for the questionCall for the question Suspend the rulesSuspend the rulesObject to considerationObject to consideration Limit debateLimit debate

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SecondsSeconds

Some motions require a Some motions require a secondsecond. To justify . To justify the consideration of the assembly, a proposal the consideration of the assembly, a proposal should have the support of at least two should have the support of at least two

b th k f th ti db th k f th ti dmembers, the maker of the motion and members, the maker of the motion and another, the second. A few motions do not another, the second. A few motions do not require a second, such as, require a second, such as, point of order, point of order, parliamentary inquiry, question of privilegeparliamentary inquiry, question of privilegebecause they are actually requests that are because they are actually requests that are decided by the presiding officer.decided by the presiding officer.

Who May Second Who May Second

Any member may second a motion Any member may second a motion which only indicates the member which only indicates the member seconding wishes the matter to beseconding wishes the matter to beseconding wishes the matter to be seconding wishes the matter to be debated. debated.

The second is not required to vote in The second is not required to vote in favor of the motion.favor of the motion.

The presiding officer may second a The presiding officer may second a motionmotion

Procedure for Small Procedure for Small BoardsBoards

For small boards of not more than For small boards of not more than 12 12 membersmembersRela es some of the parliamentar formalitRela es some of the parliamentar formalit Relaxes some of the parliamentary formalityRelaxes some of the parliamentary formality

Motions need Motions need notnot be secondedbe seconded No limit to number of times a member can No limit to number of times a member can

speak to a motionspeak to a motion Informal discussion permitted while no motion Informal discussion permitted while no motion

is pendingis pending

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Adopting a MotionAdopting a MotionThere are six steps for adopting a motion.There are six steps for adopting a motion.

Step 1 A member makes a motionStep 1 A member makes a motionStep 2 A member seconds a motionStep 2 A member seconds a motionppStep 3 The chair states the question Step 3 The chair states the question Step 4 The members debateStep 4 The members debateStep 5 The members vote .. Step 5 The members vote .. Step 6 The chair announces the voteStep 6 The chair announces the vote

ReconsiderationReconsiderationRulesRules

Can be offered at any time Can be offered at any time during a meetingduring a meeting Must be proposed by a member voting on the Must be proposed by a member voting on the

prevailingprevailing side of the original motionside of the original motionprevailingprevailing side of the original motion side of the original motion Requires a secondRequires a second Is debatable Is debatable –– but limited to reason for but limited to reason for

reconsiderationreconsideration Cannot be amendedCannot be amended Requires a majority voteRequires a majority vote

Rescinding a ResolutionRescinding a Resolution

The effect of The effect of rescindingrescinding is to strike out the is to strike out the entire main motion, resolution, or rule that entire main motion, resolution, or rule that has been previously adoptedhas been previously adopted

Motion must be raised by member of Motion must be raised by member of prevailing partyprevailing party

Takes up where “reconsideration” leaves offTakes up where “reconsideration” leaves off Time limited to “next meeting” or barred if Time limited to “next meeting” or barred if

already executedalready executed

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Oregon StatuesOregon Statues

What they have to say that board officers What they have to say that board officers should know:should know:

•• Meeting RequirementsMeeting RequirementsMeeting RequirementsMeeting Requirements•• Types of MeetingsTypes of Meetings•• Election of officersElection of officers•• Transaction of BusinessTransaction of Business

Meeting RequirementsMeeting Requirements

Board meeting requirements are set by Board meeting requirements are set by statute in ORS Chapter 332 (Kstatute in ORS Chapter 332 (K--12) and 12) and Ch t 334 (ESD)Ch t 334 (ESD)Chapter 334 (ESD)Chapter 334 (ESD)

Oregon Public Meeting Law (ORS Oregon Public Meeting Law (ORS 192.600 et. seq. must be followed192.600 et. seq. must be followed

District allowed to set on rules of District allowed to set on rules of procedure by policy or customprocedure by policy or custom

Type of MeetingType of Meeting

“Regular” meetings are scheduled by “Regular” meetings are scheduled by the board at its July organization the board at its July organization y gy gmeeting.meeting.

“Special” meetings may be held on “Special” meetings may be held on dates determined by the board. dates determined by the board.

Note:Note: Special meetings have Special meetings have limitations limitations for noticefor notice

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ORS 332.040ORS 332.040No later than the first regular meeting No later than the first regular meeting

of the Kof the K--12 board after July 112 board after July 1stst the board the board shallshall meet and organize by electing a (1) meet and organize by electing a (1) chair and a (2) vice chair from among its chair and a (2) vice chair from among its membersmembers

No member may serve as chair for No member may serve as chair for more than 4 years in successionmore than 4 years in succession

The role of the Board Chair is defined The role of the Board Chair is defined by board policy.by board policy.

ORS 334.100ORS 334.100During July the ESD board During July the ESD board shallshall meet meet

and organize by electing a (1) chair and a and organize by electing a (1) chair and a (2) vice chair from among its members(2) vice chair from among its members

No member may serve as chair for No member may serve as chair for th 2 i ith 2 i imore than 2 years in successionmore than 2 years in succession

The role of the Board Chair defined The role of the Board Chair defined by board policy.by board policy.

Transaction of BusinessTransaction of BusinessORS 332.055ORS 332.055

A A majoritymajority of the members of the board shall of the members of the board shall constitute a quorum.constitute a quorum.

The affirmative vote of theThe affirmative vote of the majoritymajority ofof membersmembersThe affirmative vote of the The affirmative vote of the majoritymajority of of membersmembersof the board is required to transact business.of the board is required to transact business.

ORS 332.057ORS 332.057Any duty imposed on the board as a body must Any duty imposed on the board as a body must

be performed at a regular or special meeting be performed at a regular or special meeting andandmust be made a matter of record. must be made a matter of record.

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Transaction of BusinessTransaction of BusinessORS 334.100(4)ORS 334.100(4)

A A majoritymajority of the members of the board shall of the members of the board shall constitute a quorum.constitute a quorum.

The affirmative vote of the The affirmative vote of the majoritymajority of of membersmembersj yj yof the board is required to transact business.of the board is required to transact business.

ORS 334.100(5)ORS 334.100(5)Any duty imposed on the board as a body must Any duty imposed on the board as a body must

be performed at a regular or special meeting be performed at a regular or special meeting andandmust be made a matter of record. The consent of an must be made a matter of record. The consent of an individual member obtained when the board is not in individual member obtained when the board is not in session is not an act of the district.session is not an act of the district.

Transaction of BusinessTransaction of BusinessORS 332.107ORS 332.107

The board The board shallshall establish rules for the establish rules for the t f th h lt f th h lgovernment of the schools. government of the schools.

The common name for the “rules” is “policy.”The common name for the “rules” is “policy.”

Transaction of BusinessTransaction of BusinessORS 334.125(7)ORS 334.125(7)

The board The board maymay adopt rules it considers adopt rules it considers t t th d ti f th b dt t th d ti f th b dnecessary to carry out the duties of the board. necessary to carry out the duties of the board.

The common name for the “rules” is “policy.”The common name for the “rules” is “policy.”

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Did Did I cover it?I cover it?

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