Robert’s Rules provide us a standard procedure for conducting a meeting. Following Robert’s Rules, we can process the meeting faster and more efficiently. The meeting also seems fair to everybody and yields more achievable outcome. Everybody will have the chance to speak out their reports and what they accomplished in the past weeks, discuss new as well as unfinished business, and bring up any ideas to the table.
Here is the procedure for Student Government Association at my college
Call to order:
The President will begin to call for the meeting to begin. They will call out the date and time on which the meeting begins.
The Secretary checks the attendance. He or she can come up with any method to track tha attendance of all officers and senators. The check should be only for official members. Any outside attendants should not be included in; their reports will be included in “Open Floor”.
Approval of Minutes:
In this section, any member can correct any business they do find incorrect in the last meeting. For example, if you as a Vice President and did not vote for a budget regarding a provision of food for all the next meetings. The votes were 5 over 2, but you see the food on the table and you realize that you did not approve the food. It is time to speak out and correct the vote ratio.
Officers and Senators Reports:
Everybody has the right and chance to talk about what they have achieved and done for the club. Anyone can go first no matter what position they belong to. One advice is that anyone with high importance and long report should go first. The time for a meeting should be from 45 – 60 minutes.
Any special reports from other people. These reports also come from any members such as Senators. For example, if a Senator works on a project regarding the temperature inspect. It should be reported in the Committee Reports (Special Report) when the project is not on the SGA’s agenda. These reports also come from other clubs and committees dealing with their agendas but related to SGA business.
Any new ideas, projects, or assignments every body wants to share with others should be included in this sections. Usually this includes new budgets from other clubs which the SGA needs to vote for.
If any thing was not done from the last time, it can be redone and discussed again in the meeting.
Any thought, feeling, or announcement can be expressed as well as new ideas that is not fully considered and need other opinions.
The President will adjourn the meeting and the Secretary will record the end time.
Below is the cheat sheet for any motion you can make in the meeting.
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