2006 Issue 2

ORDER!  ORDER!
CONDUCTING PRODUCTIVE MEETINGS

USING PARLIAMENTARY PROCEDURES

By Scott J. Sandler, Esq.

Unruly or disorganized meetings interfere the ability of the association to effectively conduct business.  The use of parliamentary procedures can enable the association to accomplish much more, and with much less distraction.

Association meetings can often deteriorate into ugly confrontations, where a difference of opinion becomes an invitation for personal attacks.  Often times, a single person or a small group of like-minded people dominate the conversation, either through insistence or intimidation.  These problems make it much more difficult for the association to conduct an orderly and productive meeting.

In order to minimize these problems, we recommend that associations conduct their meetings using a published set of parliamentary procedures.  One of the most widely used compilations of parliamentary procedures is Robert’s Rules of Order (10th Edition).  Many of our association clients have found that they can encourage the exchange of opinions, reduce ugly confrontations and accomplish much more by adopting and following parliamentary procedures.

In short, parliamentary procedures are rules for conducting meetings of a group of people, called the assembly.  Parliamentary procedures such as Robert’s contain rules that specifically govern the making of motions, the rules of debate, and methods of taking the vote of the membership.  Issues cannot be brought before the assembly unless a member of the assembly makes a motion at the appropriate time, and another member seconds the motion.  If the motion is properly made and seconded, the assembly may then conduct a debate on the matter.  The rules governing debate enable the free exchange of ideas and opinions while also prohibiting personal attacks.  The assembly may adopt additional rules that limit the length and number of times that a member may speak during debate.  The rules also provide how the assembly closes the debate and proceeds with a vote.  Votes are taken and counted in an organized manner.  If a member of the assembly refuses to abide by the rules of procedure, the assembly may adjourn the meeting to another time.

The use of parliamentary procedures requires a disciplined chairperson.  First, the chairperson should be familiar with the rules of parliamentary procedure so that he or she can maintain order.  Second, and equally important, the chairperson must have the ability and patience to listen to the members of the assembly.  Only by listening can he or she assist the assembly in flushing out issues and effectively addressing them.

While the president of the association usually chairs the meeting, there are times when the association should consider bringing in an outsider to serve as chairperson.  First, the president may not have enough knowledge of parliamentary procedure to serve as an effective chairperson.  Secondly, the chairperson cannot take part in the debate.  There are times when the president needs to participate in the debate.  During these times, someone else should serve as chairperson.  Robert’s contains a procedure by which the assembly may appoint an outsider as chairperson. 

The association’s attorney may be familiar with the use of parliamentary proceduresand could serve as the chairperson.  The association may also consider hiring a professional parliamentarian to serve as the chairperson.

The following are points that the board of the association, and especially the chairperson, should keep in mind when preparing for and conducting a meeting:

• Prepare in advance!  Know before the meeting the issues that will be discussed and prepare answers to the questions most likely to be raised.  If the purpose of the meeting is to vote on a particular issue, make every effort to have enough legitimate signed proxies or agreements prior to the meeting to ensure the outcome of the vote.

• Everyone is entitled to his or her own opinion.  Allow people to share their observations and concerns, so long as they do so calmly and without attacking each other personally.

• Listen.  You cannot effectively address an issue if you have not identified its source.  Also, people often feel better just knowing that they have been heard.  Further, you never know where the next great idea will come from.  Attempt to give equal time to both sides of the issue.

• Not every opinion deserves a response.  Once someone has been given a chance to state his or her opinion, “Thank you” is a perfectly acceptable response.

• Be firm when needed, but always respectful.

• Losing your temper means you have lost the battle.  Don’t get personal.  Personal attacks are unnecessary.  On the other hand, not every criticism is a personal attack. 

By effectively using parliamentary procedures and keeping the above tips in mind, the association can conduct its business in a much more orderly, efficient and productive manner.

Scoot J. Sandler, Esq. is a partner in the law firm of Perlstein & Sandler.  He currently serves as Vice President of CAI-CT and Co-Chair of the Trade Show North Committee.