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Tips On How To Conduct A Meeting Chair's Script

This document provides a script for chairs to follow when conducting meetings. It outlines the process for calling the meeting to order by having the chair announce the time and date and taking roll call. It then explains how the chair should announce each agenda item and motions, calling for votes. It concludes with instructions for adjourning the meeting by having the chair announce the time and date of the next meeting.

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Rj Arevado
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2K views

Tips On How To Conduct A Meeting Chair's Script

This document provides a script for chairs to follow when conducting meetings. It outlines the process for calling the meeting to order by having the chair announce the time and date and taking roll call. It then explains how the chair should announce each agenda item and motions, calling for votes. It concludes with instructions for adjourning the meeting by having the chair announce the time and date of the next meeting.

Uploaded by

Rj Arevado
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Tips on How to Conduct a Meeting

Chair’s Script
Calling the Meeting to Order

Chair: The Chair will call the meeting to order by saying:

“Good (Afternoon/Evening)! It’s (state the time) and I’d like


to call the (date) meeting of the (name of BCC) to order.
Roll call, please.

Secretary/
Support Calls each member by name, noting their presence or
Staff: absence at the meeting.

Secretary then announces to the chair:

“Madame Chair/Mr. Chair, we have a quorum or we do not


have a quorum.”

If no quorum, the meeting is adjourned at that time (no


“informational meetings” allowed.)

Items on the Agenda

Chair: Announces the next item on the agenda by saying:

“Item 2 on the Agenda is (state the item as it is listed on the


agenda.)

When you have presentations/reports/updates, please


announce the person’s name.

During discussion(s), the person wishing to speak should


raise their hand. The Chair should acknowledge them by
name.

When you get to an item that requires action by the BCC,


and a motion is made and seconded, please announce the
name of the person(s) involved:

“We have a motion by (name of person), seconded by (name


of person) to …………….”
2/16/10 Page 1
BCC’s
Chair Script
Page 2

If only a voice vote is required you can say,

“All those in favor? (members will respond by saying “aye”),


“Those opposed?” (response is usually “nay” or “no”)

“Motion passes unanimously”

If there was opposition and you want clarity of the vote, you
may ask for a roll call vote at this time. The secretary will
call roll call, noting each members’ vote and at the end says:

Secretary: “Madame Chair/Mr. Chair, the motion passes 7-0 or the


motion fails 2-5.”

The above is followed for each item on the agenda. NOTE: Roll call votes
are necessary when expenditures are being approved and voting on
Election of Officers.

Adjournment

There is no need to obtain a motion to adjourn the meeting. The Chair can
just announce the following.

Chair “Item XX – Adjournment. The meeting stands adjourned.


The time is (state the time) and the next meeting of the
(BCC) is on (date) at (time).”

2/16/10 Page 2

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