TIPS FOR THE CHAIRPERSON

The following will help the Chairperson prepare an agenda, deal with the various items of business on an agenda, phrase questions and statements, and will illustrate how some of the basic rules of order are used.  Chairpersons are also encouraged to use the PSAC Rules of Order booklet as a reference.

CALL TO ORDER:

Chairperson says “Order, please!  I now declare this meeting of (name of PSAC Local/Component) open for the transaction of such business that may properly come before it”.

ROLL CALL OF OFFICERS:

The Secretary will call the roll of Officers so that all may hear.  (Officers are responsible for the ongoing leadership of the Local and should set an example by their attendance). 

Secretary calls roll, naming each Officer in turn:  “President, Vice-President(s), Secretary, Treasurer, Chief Steward, etc. “

Secretary will enter the names of Officers present and absent in the Minutes.

ADOPTION OF AGENDA:

An agenda is put before a meeting by way of a motion (moved, seconded, amended if applicable, and adopted by the meeting).  The agenda should be prepared in advance of the meeting (usually by the Secretary or the President) after consultation with the Executive Committee.  It should be distributed to all members in attendance at the meeting, or posted in the front of the room where all can see it.

Chairperson says “You have before you the agenda for this meeting.  I will now accept a motion.”

A member of the Executive (usually the Secretary) moves acceptance of the agenda; this motion is usually seconded by another member of the Executive.

Once adopted, the agenda is used as a guide by the Chairperson during the meeting.  

READING AND APPROVAL OF MINUTES OF PREVIOUS MEETING:

Choose one of the following options:

Chairperson says “The Secretary will please read the minutes of the last meeting.”   Secretary stands while reading and makes sure all the members in the room can hear.

or

Chairperson distributes copies of the minutes of the last meeting and provides a few minutes for members to review them.

Chairperson says “Are there any errors or omissions in the minutes?” (pause) ”If not, the Chair will accept a motion”.

NOTE: If there is a correction to the minutes, a simple majority vote of the meeting is necessary to make the correction.  Business referred by the minutes to this meeting should be taken up under unfinished business at that point on the agenda (see “UNFINISHED BUSINESS”).

TREASURER’S REPORT:

Chairperson says “The Treasurer will make her/his report on the financial condition of the Local”.

Treasurer makes the report and moves acceptance.

Chairperson says         ”You have heard the Treasurer’s report and she/he has moved acceptance.” 

“The motion has been seconded.”

“Are you ready for the question?(at which point participants vote on the Treasurer’s report)”

COMMUNICATIONS AND BILLS:

Examination and recommendation of all bills should be made by the Executive prior to the meeting. Letters should also be read by the Executive (prior to the meeting) and recommendations prepared.  Letters requiring action (to join something, to give something) must be read to the meeting with a recommendation by the Executive Committee to the meeting.

Chairperson says “Are there any letters or bills?”

Secretary will reply accordingly.

Chairperson says “You have heard the recommendation of the Executive Committee to pay $__________ to (give name) for (specify what).  Do I hear a motion to pay?”

COMMITTEE REPORTS:

Reports should be in writing.  Ask the person making the report to come to the front of the room while reporting.  Most committee reports should be short, snappy and to the point.  The purpose of the committee is to make plans to present to the membership for approval.  The report need only contain sufficient detail so that the members understand the content. 

Chairperson says “Will the Chairperson of the ______ committee make her/his report.”

Committee Chairperson reads the report and moves its adoption.  Another committee member will usually second the motion.

Chairperson says “The report is open for discussion”.

NOTE: The Chairperson of the committee reporting should remain at the front of the room (to respond to questions, provide more information, etc.) until the report has been adopted by the meeting.

UNFINISHED BUSINESS:

Unfinished business are items that have been before the Local already, either from “new business” at a previous meeting or from earlier in the present meeting referred to this position on the agenda.

Chairperson says “Is there any unfinished business?”

Secretary will provide the Chairperson with the items (if any) which should now be brought to the attention of the meeting.

Chairperson announces each item in turn, requests a motion on each one and, when duly seconded, invites discussion by members.  When all items have been disposed of the…

Chairperson says “Is there any further unfinished business?”

Hearing no reply, the Chairperson will close the “Unfinished Business” item and move on to the next item on the meeting agenda.

NOMINATIONS AND ELECTIONS:

Chairperson says “The next item in the order of business is the nomination and election of Officers”.

The Chairperson will read out and review the rules for nominations and elections (see PSAC Rules of Order booklet, and Component and Local By-Laws).

The Chairperson will turn the meeting over to the person who will conduct the nominations and elections.  This is usually the Chairperson of the Nominating Committee.

NOTE: Nominees must be members in good standing.  Nominees must express their willingness to serve and perform the duties if elected.  Elections will be decided by a simple majority.  Elected Officers are expected to set an example by their attendance at meetings; the Oath of Office should be administered to all Officers immediately before taking office.

OATH OF OFFICE: “I (state your name) having been elected an Officer of the Public Service Alliance of Canada, solemnly declare that for my term of office I shall abide by and uphold this Constitution, fulfil the duties of such office, will maintain and uphold the dignity of the Union and will always keep confidential all matters concerning the affairs of the union that are brought to my attention.”

NEW BUSINESS:

New business is that which is brought up for the first time at a meeting.  It may come from recommendations in the various committee reports, from letters, bills or from any member on any subject.

Items will be brought up (if any) and the Chairperson will deal with them by applying normal rules of order i.e., dealing with each item as it is moved and seconded by the members.

Chairperson says “We will now deal with any new business”.

ADJOURNMENT:

Chairperson says “Having completed our business, I declare this meeting adjourned.”

or

Chairperson says “Having reached the time for adjournment specified in our Local By-Laws, I declare this meeting adjourned”.

A motion to adjourn will be considered if neither of the above circumstances have occurred.