Let me guess. As a city government official, you're tired of bad habits which perpetually plague your group-meetings that start late, discussion that never ends, and members who want to follow their whim instead of a plan.
Allow me to present a valuable organizational tool-the agenda. You're likely using one, but perhaps ineffectively. This ''refresher course'' will remind you of how helpful a well-constructed, purposeful agenda can be.
What is an agenda?
An agenda is a discussion plan, an ordered blueprint of meeting business. But why? Agendas exist for several reasons. At a minimum they inform members which topics will be discussed and in what order.- An agenda gives you and everyone else a plan.
- An agenda controls discussion.
- No one speaks unless recognized.
- Only one person speaks at a time.
- Speakers may discuss only the issue that's on the floor.
- An agenda controls meeting length.
Tricks of the Trade-Using Your Agenda Well
- Adapt the standard order of business (see Robert's Rules) to work for you. The standard agenda is a good starting point. But if it doesn't work for your particular local governing body, you do have the power to change it.
- Reading and approval of minutes
- Reports from officers, boards, and standing committees
- Reports from special committees
- Special orders of business
- Unfinished business and general business
- New business
- Priority Agenda
- Consent Agenda
- Subject-Based Agenda
- Presiding Agenda
- Set a start time and stick to it. If your agenda states the meeting starts at noon, then start at noon, not 12:01. In my experience as a parliamentarian, meetings tend to start late for two main reasons: (1) an essential person is unprepared, or (2) members are late. The solution to both is simply to establish a pattern of punctuality.
- Repeat each agenda item. And repeat any motions. Repeatedly. Members can often be confused as to what agenda item you're on, what's being discussed, what motion is on the floor. So, it's your job to fix this by repeating each item ad nauseum. Repeat it right after it's seconded, repeat it again during debate, and repeat it again before taking a vote. No matter how clear you think you've been, at least one member hasn't been paying attention and is confused. Keep everyone on the same page by constantly clarifying where you're at on the agenda.
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