When You Are Chairman
MEETING PROCEDURE
The Sergeant-at-Arms calls the meeting to order and advises whether there
is a quorum.
 OPENING
AND WELCOME TO GUESTS
FELLOW MEMBERS, I DECLARE THIS ……. MEETING OF THE GLEN WAVERLEY
TOASTMASTERS CLUB OPEN AND ASK ANY MEMBERS WHO HAVE GUESTS SEATED NEXT
TO THEM TO INTRODUCE THEM TO THE MEETING.
Welcome the guests individually by name. “I ask all members to
join in a welcome to our guests.”
INSPIRATION
APOLOGIES
MR. / MADAM SECRETARY, DO WE HAVE ANY APOLOGIES? THANK YOU MR./MADAM
SECRETARY, ARE THERE ANY FURTHER APOLOGIES? DO WE HAVE A MOVER AND SECONDER
THAT THE APOLOGIES ARE ACCEPTED?
IT HAS BEEN MOVED AND SECONDED THAT THE APOLOGIES AS STATED BE ACCEPTED.
ALL IN FAVOUR SAY,”AYE” – THOSE AGAINST,”NO”.
I THINK THE “AYES” HAVE IT AND I DECLARE THE MOTION CARRIED.
PROGRAM CHANGES
MR. / MADAM TOASTMASTER – ARE THERE ANY PROGRAM CHANGES? THANK
YOU MR. / MADAM TOASTMASTER
At this stage introduce the Toastmaster who will run the main part of
the meeting.
At Glen Waverley Toastmasters Club we have elected to conduct the remaining
section of the business session just prior to SUPPER BREAK
MINUTES
THE SECRETARY SAYS, “THE MINUTES HAVE BEEN CIRCULATED BY EMAIL
AND I MOVE THEY BE TAKEN AS READ AND CONFIRMED.
(This is done by the Secretary who then moves that the minutes be confirmed.
Once this motion is moved and seconded, discussion may take place as to
the accuracy of the minutes.)
IS THERE ANY DISCUSSION AS TO THE ACCURACY OF THE MINUTES?
IT HAS BEEN MOVED THAT THE MINUTES BE CONFIRMED.
ALL THOSE IN FAVOUR PLEASE SAY, “AYE”. THOSE AGAINST, “NO”.
THE “AYES” HAVE IT. THE MOTION IS CARRIED.
Chairman then signs the minutes.
(If a mistake is discovered after the minutes have been confirmed the
minutes must ON NO ACCOUNT be altered. Put forward a motion on the lines
of:
“That the entry ………. in the minutes of the meeting
held on ……… be amended to ……. “This
motion should be carried and recorded in the normal way in the minutes
of the meeting which passed it. A cross reference should also be inserted
in the margin of the incorrect minutes.)
MATTERS ARISING
IS THERE ANY BUSINESS ARISING OUT OF THE MINUTES?
INCOMING CORRESPONDENCE
MR. / MADAM SECRETARY, IS THERE ANY INCOMING CORRESPONDENCE?
HAVE WE A MOVER AND A SECONDER THAT THE INWARDS CORRESPONDENCE BE RECEIVED?
ALL THOSE IN FAVOUR SAY “AYE” – THOSE AGAINST “NO”
THE “AYES” HAVE IT, THE MOTION IS CARRIED
OUTWARDS CORRESPONDENCE
MR. / MADAM SECRETARY, IS THERE ANY OUTWARDS CORRESPONDENCE?
(no motion is required, although a motion approving or disapproving
the sending of any letters involved would be in order.)
No discussion is permitted at this stage.
IS THERE ANY BUSINESS ARISING OUT OF THE CORRESPONDENCE?
Discussion is permitted at this stage and any motions necessary may be
moved and seconded before voting.
REPORTS
MR. / MADAM TREASURER, WOULD YOU PLEASE PRESENT YOUR REPORT?
The treasurer should now read the report and move that the
report be received. After the motion is moved and seconded, discussion
may be carried out prior to a vote being taken.
All accounts for payment should now be presented and the Treasurer should
move that the accounts as presented be passed for payment. (Discussion
is permitted after the motion is seconded, prior to voting on the matter.)
All other reports are asked for in turn and a similar procedure
is followed for:
VPE, VPM, VPPR, Secretary, Sergeant at Arms
A motion must be carried that such reports be received.
NB. The receiving of a report does not commit the meeting to the content
of the report, on the other hand to adopt a report does commit the meeting.
NB. That a report can only be formally received if it is in writing.
No motion is necessary for a verbal report.
Business arising from the reports will be dealt with after all reports
are presented and received – only at this point is discussion allowed.
GENERAL BUSINESS
MR. / MADAM SECRETARY – ARE THERE ANY MOTIONS ON NOTICE?
IS THERE ANY GENERAL BUSINESS? I WOULD PREFER THAT ALL MOTIONS BE IN WRITING.
NOTICES OF MOTION
DOES ANY MEMBER WISH TO GIVE NOTICE OF THEIR INTENTION TO MOVE A MOTION
AT THE NEXT MEETING? (Must be submitted in writing)
At this stage re-introduce the Toastmaster who will run the remainder
of the meeting. At the conclusion of the Toastmaster’s assignment,
the Chairman, subsequent to any remarks, notices or presentations which
he / she may carry out, will close the meeting.
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