 All right. Hello everyone. My name is Jody Brooms. I'm a leadership and civic engagement specialist with NDSU Extension. Thanks for joining us today. I'm Andrea Bowman. I work for NDSU Extension in the area of leadership and civic engagement also. And today we're going to continue our discussion on some topics we talk about and lead local. And last time we talked about ethical leadership and today we're going to move into effective meetings. Great. And so this this section we do some we practice typically some parliamentary procedure and talk about why that's important but with more people workforce working remotely. Many groups have gone to having remote meetings. And ironically on the Attorney General's website there is a statement about if you don't have to have the meeting don't have it. We think having those meetings and you know that's something Andrea and I talk about too when we we work with lead local groups we talk about you know don't meet just to meet because you typically have a monthly meeting scheduled for your whatever particular group it might be. If you have no business on the agenda then don't call a meeting. You know our state it's documented that we need between eight and nine thousand volunteers to serve on your maybe it's your school council school board or your church council or running for legislature because so there's a lot of positions to fill. And so let's not fill that time with unnecessary meetings because people it's it's a proven fact people don't want to have to attend any more meetings than they have to. So the meetings that you do hold make sure they're effective. Yeah effective meetings is really about good time management and it takes some planning ahead of time to have everything in place. And with our recent shift to more online and virtual formats they've kind of forced us to maybe be a little more organized and have that information out to board members ahead of time. And remote meetings can really be just as effective if not even more effective than our regular organizational meetings. And so that's what we're going to dive into a little bit more today and look at those different layers of effective meetings. Last time we talked about the laws the open record and meeting laws and how they apply to organizations. So today we'll dive into a little bit more of the parliamentary procedure and just the best practices for transparency and organizations. So in regards to remote meetings choose a format that's available to everyone either online or on the phone. Allow for a practice run or tutorial for board members. And I've seen a lot of this. Many counties or your county commission. I see emails come from county auditors with a zoom link so people can join over the internet or are also provided with a phone number. So they don't have access to the internet or choose not to log in. They at least can call in. And so that's allowing people to join. You don't want to exclude anyone especially in those public meetings. And I think it's important to be very aware of your comfort level of the board members and their technology. Some people aren't as comfortable with the technology. So they might need a little extra help in just practicing ahead of time so that when it comes to the actual meeting it's not the first time they've been in that online format. They have some familiarity of where the different functions are and what they can utilize. So primarily we have used zoom as a platform for the meetings we have been a part of. But I know Andrea you've been a part of Microsoft Teams. Yep I've been on a few meetings via teams. And there's certainly others so we're not necessarily promoting one over the other. But I think it's really important to be familiar with it. And we've done that just by diving in. Getting those accounts set up and participating in those meetings and that's really the best way to do it. Make sure you're familiar with it. At least with the ins and outs of that. Chat functions can only be used if everyone can see that chat. So you know that's a lesson learned to make sure that your chat pod is open and people know how to type a question if they don't want to be heard. Right and we have to when we're in a remote meeting we have to remember that there might be people that have just called in. So have to kind of look at things from their perspective too that they're only hearing what's happening during the meeting. So make sure that we're aware of that. So if you are using the chat function someone would have to read those chats. So depending on what the meeting is if it's an official business of an entity that has to follow the open record and meeting laws it's just a good practice to not even use the chat. Or if it's just an informal meeting between colleagues or something then the chat function can be a good tool to utilize. So effective remote meetings are no different in that it's always good to start with your maybe it's your pledge of allegiance or your typical opening ceremonies. Don't disregard those just because you're working remotely. It's always good to start with some kind of introduction with an icebreaker or I've heard it called like a check-in. Make sure everyone gets an opportunity to unmute and not just join via their video but make sure that people have an opportunity to unmute and participate in the call. So if you do some kind of check-in or an icebreaker then everyone is required to at least unmute their phone one time. So don't disregard those opening ceremonies and some of those traditional things that you do just because you're meeting remotely. Right we want the meeting to to look the same as it would if you were in in your typical building that you are meeting room you would meet in. But we understand that the format has to be a little different right now and so that applies to the ground rules as well. I mean hopefully your organization has some established ground rules and there might be a few more that you need to add that will apply to the remote meeting and one of those is probably muting your microphone. You know what's your policy on that. If you're not speaking is your microphone muted. The other is is your video on. Do you have video capability. It's really nice to be able to see people. That's one thing that's a little different in remote meetings as you can't necessarily see everybody at the same time depending on the format you're using. So it's a little different in communicating. You can always read body language like you you can in a room. But those ground rules are still really important and you still really want to use parliamentary procedure. It's really really important even when it comes to remote meetings. The chair just maybe has to do things a little bit differently. There can be a slight delay in the video and the sound coming through. So just move things a little bit slower. You know maybe make sure you're asking for debate a couple more times and making it clear when emotion is made and seconded. It might be a good idea to just to have maybe your auditor or your business manager or maybe your VP keep an eye on the chat pod. I know sometimes that's that's it's hard to pay attention to what you're presenting and manage the chat pod or people have questions. So we want to make sure that you are recognizing those things that come up during the meeting. Again just some things about establishing some ground rules. I noticed that on Zoom now a passcode is automatically generated. So just to maintain the meeting the meeting integrity. So not everyone can like just random people could log on. So that's a default on Zoom now is a passcode. So make sure that you share that with with the public who might want to log in. Just make sure everyone can participate as Andrea said before. Make sure you do have an agenda. We're always surprised at how many organizations don't create an agenda before the meeting. And now it's no different. It's important for people to look ahead and find out what do I have to prepare for the meeting. This is also important to start and stop on time if you have an hour meeting planned. You know be respectful of people's times. And know with Parliamentary Procedure. That's that's how you stop people from anapolizing discussion okay. And that's when an effective chairperson is so important to maintain that kind of discussion and where everyone is heard. And again that's why we use Parliamentary Procedure. So the minority can be heard. Anything else Andrea on ground rules? I think that that covers it. I think it's just important to make sure that everybody knows what the ground rules are. And when you're switching to remote formats maybe go over them again at the beginning of the meeting just as a refresher and ask if anyone has any additions to be made. So communication is clear and expectations are known. Excellent point. Just a few things about agendas. Go ahead Andrea sorry. No Jody mentioned agendas and they're really the same when it comes to remote meetings but if it's a public entity you're gonna have this agenda posted ahead of time. And so that everybody knows what's on the agenda. If you can, especially to the board members, send out any supporting documents ahead of time. We spend a lot of time and lead local visiting with groups about how we can can make their meetings more effective and one of them is shortening the amount of time that is spent on reports at meetings. So if those reports can be sent out ahead of time for people to review and the minutes from previous meetings and people have the time to look at them ahead of time then they can ask questions either before or during the meeting and any additions can be made but it does save time from just all of the reports being given orally during the meeting. Another time-saving tip that I've heard of groups doing that have had kind of a history of having too long of meetings is to put some kind of time limit on a particular topic. So maybe if it's new business they limit that to 10 minutes or 15 minutes or whatever it might be. Just so people are aware that they can monopolize the conversation and they aren't coming to the meeting with an agenda. Just some things to keep in mind. So again some agenda items just in regards to Robert's rules of order. Make sure that your chairperson is calling the meeting to order as they typically would in the other meeting. Again your opening exercises that might be your Pledge of Allegiance or whatever your organization typically does. Those things don't need to change just because you're meeting remotely. Make sure you maintain the integrity of your organization and the meetings. Stick to the reports of officers and standing committees. Your special committee reports. We talked about this last time on ethical meetings. Make sure even those special committees that you've appointed to maybe do research or study a particular topic that those groups are also abiding by the open meetings and record laws. Unfinished business is obviously something that perhaps was not settled at the last meeting. Perhaps an issue was tabled. And then your new business announcements and adjournment. Yeah and to talk about parliamentary procedure a little bit more without spending a long time on it. You know most organizations use it and it's important to use a proven set of rules. There are some other things out there that you can utilize as well. But parliamentary procedure can really help you maintain order and helps control the communication process. And just like Doty said earlier it gives a chance for the minority to be heard and just keeps the meeting flowing. And a good chair person in board that knows parliamentary procedure really helps with those effective meetings. And there's some resources there where you can go. We also have a couple books that we utilize in the local to reference if there's any questions on certain items in parliamentary procedure. And we know we have an election coming up here on June 9th. So there might be some changeover and some boards. So another important part of parliamentary procedure is making sure all of your board members have a general understanding of what basic parliamentary procedure is and what you need to do to make a motion. So you're saying I move to whatever your wishes are for the organization. And you know take some time to educate them and give them some resources on ways to properly use parliamentary procedure. In our lead local class we actually do a little fun exercise where we make parliamentary, we make trail mics using parliamentary procedure. And it's kind of a fun way to practice parliamentary procedure in a laid back setting. We'll see on the evaluation from the lead local. It seems like the number one issue people want to learn more about is parliamentary procedure. And it can be daunting. That's for sure. In most organizations don't get real deep into probably pro and we fully expect that. But if you want to learn more about it, I mean even the basics of making a motion just like what Andrea had said. You know, it's important. It's important that you have the maintenance and control in a meeting. And Extension has a number of resources that are listed on this slide. I know both of us whenever we go to this training or go to meetings, we bring along our Robert's rules of order book. I have an abridged version. It's really small, but it has the important points in it. We also have tips, we have bookmarks. I'm not sure if that'll show up. But so they're just a little pocket guide on tips for leading an effective meeting on one side and the other side is tips for participating in effective meeting. So just some, I guess, basic things that happen. How to use a gavel with a series of taps mean making a motion. What privilege motions and incidental motions mean? How to make an amendment, tabling a motion. So just really basic things. We see a lot of, I would say, just some, as we have learned this, more, we know enough to be dangerous. And so, like Andrea said, making a simple motion is not a make a motion. It's not a president way to be recognized. And then I move to whatever the motion may be. So, you know, it's important that you have a basic understanding if you're going to participate in a meeting. And I know just based on what people have said, they won't run for office or they won't be part of an organization because they don't know the basics of parliamentary procedure. And we don't want that to be a prohibiting factor, why you won't get involved in organizations because our communities need to do more than ever. Definitely. And when we look at parliamentary procedure as it applies to remote meetings, some things that we look at maybe a little differently is just announcing who you are when you make the motion. Because depending on the format used, everyone might not know who's talking. So you can say, you know, this is Andrea, I move that we reschedule our next meeting until July 1st. Same with the seconds. And it's just a courtesy to whoever's taking minutes for the meeting to so they can clearly follow what's happening. And then when you're voting, you know, there's different ways to vote in lots of times, our organizations are using a voice vote. When you're doing a remote meeting, roll call voting is probably best because that tells everyone that all of the board members did vote, you know, you can't look and see necessarily that someone said yes or no. So if you do that roll call vote, in a remote meeting, it's an easy way to track that everybody is still there, they're still engaged in the meeting. And then those that are just listening know how the vote went as well. So a couple things about quorum might be familiar with that term. So the minimum number of members that must be present at a meeting to make a valid decision by the organization is really indicated by the bylaws of the organization. It's typically half of the registered membership. But if you have a constitution in your particular organization, follow that. If you have 10 members, you typically need five at the meeting, or whatever half is, it's just the way you can't do, you're not supposed to do business if you don't have quorum for a meeting. Just keep that in mind. It's just so two people aren't making all the decisions for an organization. So we have a number of references we can share with you. Just some of the things that we use when we do this. So I just want to point out a couple things. So Andrea and I talked about some of the questions that we get in regards to meeting some of the probably more common questions asked. And I'm just going to reference some of the things we resources we have in our lead local binder. So as Andrea talked about making a proper motion. So Andrea, let me ask you. If I make a motion, do you have to agree with the main motion if you second it? Don't. If you second the motion, you're just saying yes, I think that we as a board need to discuss this. So just because you second the motion doesn't mean you are going to vote for the motion or in favor of it. It just means that you want to the board that to have the opportunity to debate and discuss the motion. It's probably the number one issue that we see in meetings and people tell us to, they usually discuss things and then they vote on it. And that's, that's really the incorrect way to do this. You're supposed to make a motion, second it, and then have the discussion on a particular issue, right? Definitely, that's probably the number one thing that comes up in early local meetings, as far as parliamentary procedure but that isn't done correctly. And it's, it's for whatever reason become common practice that we discuss before a motion is made. So, okay, so let's say I make a second, we're having some discussion on it. And then so that means that so we've had some discussion and maybe I've changed my mind. So we go to vote just because I've made the second, I don't have to vote on it, right? Correct. You don't have to vote in favor for the motion. Great. Okay. So what happens if no one seconds the motion? Then the motion just dies for lack of second. You know, the the chair will just say, you know, motion dies for lack of second. Great. Okay. So what does question or call for the question mean? And I hear this at meetings often after some debate, someone will go question. Is that correct? And what does it mean? That means that you're ready to vote. You know, you felt that there's been enough discussion on the matter and that it's time to vote. And so a board member can call for the question. And that just means that they're ready to vote. It is not a motion, but a method of indicating to the chair and the membership that the members ready to vote. And so at that point, the chair should ask if there's any further discussion just to make sure that everybody's done debating. Correct. Because in part in proper parliamentary procedure, the chair will ask for discussion three times before a motion can be voted on. You know, and typically they'll ask for discussion, someone will, will speak up about something. And then, you know, if no one else has anything to say, they'll call for discussion to at least two more times. So that has been called for three times before they take that vote. And that's something that, you know, controlling discussion might be something that you talk about in your ground rules, like that, you know, people can only talk so many times about a certain thing or for so long. And there are actually guidelines in parliamentary procedure on debate. Right. And, you know, that's that authority comes into play. Really, when you have a good chairperson to control that debate. But they do have the authority under Robert's rules to limit the debate. So the chairperson could say, All right, so John can speak again after everyone else has had the opportunity to be heard one time. And then they can go back to John, or whomever is kind of monopolizing the discussion. But that is a point of order in parliamentary procedure. Yeah, and that's a good point. And a real effective chairperson to I think does a good job of recognizing somebody that hasn't spoken up, and we'll even just ask them if they have anything to add to the conversation, you know, and that comes back to the best practices. You know, it's not necessarily part of parliamentary procedure, it's not the chair's job to ask every single person what they think. But I think an effective chair can kind of read the room. And that's a little harder on a remote meeting. But but it can be done too, you know, you have we haven't heard from someone for a while, maybe you just need to check in and say, Hey, are you still connected? Does your microphone still work? Just making sure you're still there? Or, you know, we haven't heard from you for a while. What are your thoughts? Point, good point. You know, when it's really important, the responsibility is up to board members to participate. And to be heard. And so during a meeting, it's not a time to sit on your hands and hope things work out for the best. In effective meetings, you know, they take prep work by everybody, you know, the chair, the people organizing the meetings, but also the board members to be to have effective meetings, you need to be an effective board member and do your homework ahead of time and, you know, ask as many questions before the meeting as you can. And sometimes the questions come up during the meeting and during discussion that you didn't think of. And that's fine. But I think it's only fair to the people that are in charge of gathering the resources to ask questions in advance. So they have time to research them as well. And then it's nice when, you know, the if there's questions that have been asked ahead of time, maybe bring those up at the meeting, because other people might have had those questions as well. And so, so that information is shared too. Yeah, great point. So I guess just to close, know that we have a number of resources for you as a board member or an organization that would like to follow parliamentary procedure or learn more about it. Again, we have in our lead local, we have a number of resources included in this on privileged motions, subsidiary motions and incidental motions and how to handle all of that. And as well as our bookmarks, if your organization would like some of these, we can sure get you some of these bookmarks to share. And keep in mind that most organizations are not going to go deep into the finer points of parliamentary procedure, but even having a basic understanding gives everyone a right to be heard. So it is suggested that you have a basic understanding for those things. And we are willing to help with that if you just have some questions about that.