Are there special protocols for Zoom meetings?

I received this question from Andrew in Hong Kong: I work in a social service organization. Due to the outspread of the COVID-19, most of

Casting Votes – when and how to use them

Casting votes is an issue that has come up recently with a client. They sound simple but there is a little bit behind them. Firstly,

Can I raise a point of order even during the announcements?

I have been asked this question by a subscriber in the Philippines. Can I raise a point of order even during the announcement of other

When and by whom should the minutes of an AGM be signed?

Richard from Australia has made a comment and asked this question: In an answer to Carmen you said “The AGM minutes only need to be signed by

Is it essential to have an independent chairperson at an AGM changeover

This question has come from John, in Australia It is not necessary to have an independent chairperson unless a) your rules dictate it; or, b)

Fact or Opinion – The crucial distinction for good decision making

It’s been calculated that the “average” adult makes 35,000 decisions every day. It seems a bit high to me but who am I to argue

What are the main authorities or references for meeting procedure in Australia and New Zealand

There are a number of books on meeting procedure in Australia and New Zealand. CAUTION: Your organisation may use a book called “Robert’s Rules” (often

What can an unfinancial member do at a meeting?

A question has been received from John of Ballajura in WA. We had a person who is unfinancial but used to be a member attend

Confirming minutes when the people are no longer around

Peter has asked the following question: How do minutes become confirmed if the persons present at the meeting when a decision was adopted are no

Casting votes – a tricky issue

Lee has written the following question: What happens when the ‘status quo’ is ambiguous? In this example half of a committee thinks a committee member is not

Rescinding motions – Some tricky things to know

In a reply to my post about rescission motions, Jason from Victoria has added some really good comments. Thanks Jason. Jason says: “in some cases,

Vacating the chair to make a presentation

Karen from Doubleview in Western Australia has asked about the protocol when vacating the chair to make a presentation. Presiding over a meeting as the

Can the president (or chair) move a motion at a meeting?

Andrea from Koroop in Victoria, Australia has asked: “Can the president move a motion at a meeting? What law is this held under?” The short

Does a motion need to be seconded?

This question is common and the answer is fairly simple. In Australia and New Zealand it is custom to have every motion seconded. Whether it

Consent Schedules can save you time in meetings

A Consent Schedule is a great tool to shorten any meeting Most meetings which people attend contain a number of items on the agenda. Some

Apologies – a cautionary tale – they are NOT a list of non-attendees!

The issue of apologies seem innocent enough but there can be a sting in the tail. Firstly, just what are apologies? They are NOT a list

Deliberative votes

A deliberative vote is a vote given to a person because they are a member of the group. The term is usually applied to people

Procedural motion or formal motion? Which term to use.

The terms “formal motion” and “procedural motion” mean exactly yhe same thing. They are motions which act upon the processes or predured being followed in

Main motion or substantive motion? Which term to use.

The term “substantive motion” has been around for a long time and is the term most Australian authorities use. The term “main motion” is used

Moving to the “next business”

Osmund of Perth has asked a question about the procedural motion “That the meeting proceeds to the next business”. His specific question is, what exactly

Rescission of motions

Di from country New South Wales, Australia has asked a question about rescission of motions. Rescission motions are always tricky – not in procedure but

Check the chairs in the venue for longer meetings

One of the important considerations for meetings which last more than 2 hours is the chairs. Many venues save money on the chairs they buy and this

Never meet in dark rooms!

The level of light can have a considerable impact on the outcome of the meeting. The more light there is in the room, the more

Who should see the minutes before they are distributed?

Alan of Victoria has asked this question because in his volunteer group, the chairman and the secretary insist on seeing the minutes which the minute

Up to 95% of meetings do not have an agenda!

Tracy Brinkman of Cincinatti Ohio sent the following comment: “95% of the meetings I attend have no agenda and it’s VERY irritating. You’d think Directors

The terminolgy minefield – what do all these terms mean in meetings?

The Terminology Minefield Here are some common terms that some people are not clear about. It is by no means an exhaustive list. An expanded

What does the minute taker do if they don’t understand the content of the meeting?

What does the minute taker do if they don’t understand the content of the meeting? Leave it blank. Yes, you read it correctly. Leave it

How do you deal with people who mumble or people who cannot be heard in meetings?

How do you deal with people who mumble or people who cannot be heard in meetings? You have to be assertive and ask them

What does the chair do when a Point of Order is called?

What must the chair do when a point of order is raised? Immediately a point of order is raised the chair must stop the speaker

Professional Associations – How do you score

Many Professional Associations as well as clubs and other associations run as they always have. But new emphais on governance means that there is a

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