Meetings! Meetings! Meetings! It is not uncommon to hear unionists complain that they spend most of their lives at meetings! The Local By‑laws will call for a minimum number of general membership meetings, as well as executive meetings and provisions for special meetings under certain circumstances. Meetings are a very important and necessary part of the Local’s activity Meetings are the forum for decision‑making and problem solving at the Local. It is important to conduct meetings efficiently and with dispatch.
Most of the frustration around meetings can be eliminated when the following suggestions for the efficient conduct of meetings are adopted.
Executive Meetings
Executive meetings are necessary on a regular basis, between regular membership meetings, to make decisions and formulate recommendations for the general membership’s decision. Local Bylaws usually indicate the frequency of these executive meetings.
Have an agenda and record all decisions and recommendations in the minutes. The Local President or another delegated officer chairs the meeting. The Local By‑laws may call for a quorum of Executive Officers who must be present in order to have a meeting. Local Executive Officers can also meet on an informal basis to discuss matters of interest or concern to the Local. No formal decisions are taken at these gatherings since they are information sharing sessions.
Committee Meetings
Committee meetings are usually called to assign activities, discuss and complete the committee’s tasks and mandates. Committee members will also prepare committee reports for submission to the Local membership. While these meetings will not be of a formal nature, they nonetheless will be structured and have an agenda, a chairperson and someone to take notes and record the decisions of the group.
General Membership Meetings
Local By‑laws will usually require two types of general membership meetings ‑ regular or monthly meetings and the annual general meeting. These meetings are an essential part of the Local’s activity. They provide:
- an opportunity for the members to provide direction to the Local Executive;
- an opportunity for the Executive to account for their decisions before the members;
- a democratic forum for decisions of major concern and for the conduct of elections;
- an opportunity for members to obtain information and to voice their concerns on issues.
It can be said, especially of the Annual General Meeting that members’ meetings are the governing bodies of Locals.
Business conducted at membership meetings are on a formal basis. They are held after notice has been given to all members in good standing. There is an agenda and a definite format is followed.
PSAC Rules of Order are helpful to conduct the business of these meeting . When using Rules of Order, it is important to ensure that those in attendance understand that the Rules are intended to safeguard democracy by allowing everyone an opportunity to speak and not to prohibit debate. It may be necessary to explain the basic rules to the membership before the meeting is formally called to order. Introduce Rules of Order gradually and explain them briefly as they are being used. This will encourage the membership to use them without either becoming frustrated or abusive.
Minutes are taken and all decisions recorded. Locals often plan a guest speaker or social activity to follow the formal part of the general membership meeting. This practice can be an excellent way of encouraging attendance at meetings. If the speaker or event is well planned, it can ensure that Local meetings are not dry boring administrative again.
Tips for conducting a successful General Membership Meeting
- Have an agenda;
- Start on time;
- Ensure the meeting time is well known and convenient to all the membership and that the meeting place is assessible;
- Organize on site childcare if required or reimburse for child care expenses;
- Plan an informal event as part of the meeting ‑ guest speaker, a film, a panel discussion or a social function;
- As chairperson, understand that your role is to conduct the meeting impartially using lots of common sense. You are not only dealing with the business of the meeting but also with people’s feelings, emotions and concerns;
- Minimize the reading of administrative reports and correspondence by having typed copies of reports, minutes, and summaries of correspondence prepared whenever possible for the membership to read before the meeting;
- Use PSAC Rules of Order with lots of common sense, and remember that a meeting is also a collective of people.