Assignment

I.

What is the ideal type of a meeting?

In an organization, meetings are needed in order to inform members of the current status of the
organization in which they are in. There are a lot of types of meetings in which an organization
may use in order to inform and disseminate information towards their members. In my view,
regular meetings are much useful and informative rather than those other mentioned types of
meeting. For starter, regular meeting updates members to what are the activities of the
organizations in to which they must also be involved. Secondly, they would know the status or
the problems faced by the organizations with the use of regular meetings unlike annual meetings
which is held only once in a year. Being updated to how and what are the activities conducted by
the organization is one of the privileges and responsibilities a member should and must have.

II.

1. Online meeting is an example of electronic meeting. TRUE

2. Special meetings are called when a necessity arises. TRUE
3. Emergency meetings belong to regular meetings. FALSE
4. Annual meetings are done during times prescribed by the bylaws. FALSE
5. Regular meetings that usually aims to elect officers and hear reports. FALSE
6. Parliamentary rules are documents that usually set the meetings of the organizations.
TRUE

7. A board of directors is a special group of people that is usually composed of not a

dozen of members. FALSE
8. A chair can vote in a small board meeting. TRUE
9. A chair may involve him or her in a debate in a small board meeting. TRUE
10. A chair can vote in a regular meeting. TRUE

III. Regualr vs small board meeting

A meeting is a single official gathering of the members of an organization in one room, as

defined by Robert's Rules of Order, with a quorum present to transact business. The members do
not leave the meeting until the undertaking has been completed or the chairman declares the
meeting adjourned, except for a short recess. All meetings have certain things in common,
regardless of size or purpose: A quorum must be present. Someone is in charge of the meeting's
behaviour. Someone is accountable for the minutes being taken. Business is carried out
according to clear rules that state who can participate, who can engage in business conversation,
and who can vote. All the participants are told of the date and time of the meeting and the reason
for which the meeting is called. Call to the meeting is the parliamentary term for this process.

A regular meeting is the periodic meeting of an assembly, which is held weekly, monthly,
quarterly, or at similar intervals. The bylaws should state the day of the meeting (for example,
"the first Monday of each month"), and the standing rules should state the hour of the meeting
(for example, "8:00 p.m."). If an organization meets quarterly or more frequently, main motions
can carry over to the next meeting through each of the following procedures: Postponing a main
motion to the next meeting; Referring the motion to a committee; laying the motion on the table;
and Reconsidering the motion. If meetings are held semiannually or less often, the organization
can carry over a main motion to the next meeting only by referring it to a committee, with
instructions to report at the next meeting.

In board meetings, business is conducted largely the same way as in other deliberative
assembly meetings. All boards must transact business in a properly called meeting. For example,
members must be notified of the meeting in advance, and a quorum must be present. The
secretary keeps the minutes of the board meeting. The minutes are accessible only to members of
the board, unless the board votes to release them to the general membership or two-thirds of the
general membership votes to have them released and read to all members. At board meetings, the
executive committee (if one exists) should report to the board what it has been doing since the
last board meeting.

The formality of the rules in board meetings is determined by the size of the board. Robert's
Rules of Order sets the dividing line between large and small boards as 12 members. Large
boards operate under the same rules as other deliberative assemblies. Small boards can use more
relaxed procedures, which differ from the procedures of large boards in several respects. If a
board meeting ever disintegrates into chaos, or a lack of order prevents business from being
accomplished, wise presiding officers return to the formal rules of conducting a meeting and
advise the members that parliamentary rules are in place. (Examples of parliamentary rules are
getting recognition from the chair before speaking, making a main motion before beginning to
speak, observing the formal rules of debate, and stating the question before taking the vote.)

Most organizations have both regular and small board meetings. A regular meeting is one in
which the entire membership meets to hear reports of officers, boards, and committees, and to
propose business, discuss it, and vote on it. A small board meeting is one in which a small group
of the organization meets, in either committee meetings or small boards, to help the organization
carry out its goals.

Meeting procedures vary according to the meeting type. The primary difference between
regular and small board meetings is the chair's role in the meeting. In regular meetings, the
members usually follow strict parliamentary procedures, which means that the chair stands while
presiding and while stating a motion and taking the vote. He or she does not participate in the
debate unless he or she leaves the chair. Members must rise and be recognized in order to obtain
the floor, make motions, and debate. Debate is restricted to ten minutes each time a member
speaks unless there is a rule to the contrary, and each member may speak twice to a motion. In
small board meetings, the person presiding is usually seated and takes an active role in making
motions, discussing them, and voting on all issues. There are usually no limits on debate, and
members can discuss an issue without a formal motion.

IV.

As a summary to this lesson, discuss in which cases the different types of meetings can be
conducted.

Annual Meeting – Annual meetings are used in an organization or a company in which

they conduct meetings at the end of the year to conduct the progress of the company or the
organization all throughout the year.

Electronic Meeting - The term e-meeting stands for ‘electronic meeting.’ We also call it
an online meeting or virtual meeting. A virtual meeting, however, may also refer to a meeting
with an artificial intelligence or fictitious character. In some e-meeting or e-conference software
functions, there is a recording or playback option. Google meet or zoom meetings are some
examples of this.

Regular Meeting - Notice of the regular meeting time, date, and location should be noted
in the bylaws. For example, “Regular meetings will be held on the first Monday of the month, at
7:00 p.m., at the Community Center.” Informal groups may give notice by making a simple
statement about the date, time, and location of the next regular meeting. It is the most utilized
kind of meeting.

Special Meeting - A special meeting of the stockholders may be called at any time by the
board of directors, or by the chairman of the board or by the president. If a special meeting is
called by any person or persons other than the board of directors, the request shall be in writing
to the secretary of the corporation, and shall set forth (a) as to each person whom such person or
persons propose to nominate for election or reelection as a director at such meeting all
information relating to such proposed nominee that is required to be disclosed in solicitations of
proxies for election of directors in an election contest, or is otherwise required
Week 4

I.

What is the difference between agenda and order of business?

Part of any meeting should be a systematic plan for the orderly conduct of business. The
sequence in which business is taken up during a meeting is known as the “Order of Business.”
The Order of Business is a blueprint for the meeting and typically has components. In
parliamentary procedure, an order of business, as the name may suggest, is the sequence of items
that is to be taken up during a meeting. This sequence may be a standard order of business or a
sequence listed on an agenda that the assembly has agreed to follow. An agenda is a list of
meeting activities in the order in which they are to be taken up, beginning with the call to order
and ending with adjournment. It usually includes one or more specific items of business to be
acted upon. It may, but is not required to, include specific times for one or more activities. The
agenda makes sure that a meeting stays on track and that everyone knows what is happening and
what is going to happen next. Without an agenda, a meeting can rapidly become chaotic and
important business may not be completed.

II.

1. It assists the presiding officer and members in proceeding in an orderly way. ORDER OF
BUSINESS

2. In call to order, the number of times that gavel must be tap. TWICE

3. One of the processes to determine if there’s a quorum. ROLL CALL

4. Refers to the document that contains the transactions done by the organization in every
meeting. MINUTES OF THE MEETING

5. A group of members that may be empowered to transact a business. ASSEMBLY

6. Group of members that are usually created for a specific purpose. SPECIAL COMMITTEES

7. The person who could declare adjournment of the meeting. CHAIR

8. Refers to the businesses that were included in the previous agenda that we’re not discussed or
tackled. UNFINISHED BUSINESS

9. Refers to the current business that is proposed to be discussed by the organization. NEW
BUSINESS

10. The legal way to formally end the meeting. ADJOURN

III.

1. What is the difference between order of business and agenda?

Part of any meeting should be a systematic plan for the orderly conduct of business. The
sequence in which business is taken up during a meeting is known as the “Order of
Business.” The Order of Business is a blueprint for the meeting and typically has
components. In parliamentary procedure, an order of business, as the name may suggest, is
the sequence of items that is to be taken up during a meeting. This sequence may be a
standard order of business or a sequence listed on an agenda that the assembly has agreed to
follow. An agenda is a list of meeting activities in the order in which they are to be taken up,
beginning with the call to order and ending with adjournment. It usually includes one or more
specific items of business to be acted upon. It may, but is not required to, include specific
times for one or more activities. The agenda makes sure that a meeting stays on track and that
everyone knows what is happening and what is going to happen next. Without an agenda, a
meeting can rapidly become chaotic and important business may not be completed.

2. What is the difference between a recess and adjournment?

In either a daily or an annual context, generally speaking, a session is a period when a

chamber is formally assembled as a body and can, in principle, engage in business. A session
begins when a chamber convenes, or assembles, and ends when it adjourns. In the period
between convening and adjournment, the chamber is said to be “in session.” Once a chamber
adjourns, it may be said to “stand adjourned,” and until it reconvenes, it may be said to be “out of
session,” or “in adjournment.” The period from a chamber’s adjournment until its next
convening is also often called “an adjournment.”

The term recess, by contrast, is generally used to refer to a temporary suspension of a session, or
a break within a session.3 For a break within the daily session, this term is a formal designation;
for a break within an annual session, the term is only colloquial, but is in general use. In either
context, a recess begins when the chamber recesses, or “goes into recess.” For most purposes, it
can be said that a recess, like an adjournment, ends when the chamber reconvenes. During the
period between recessing and reconvening, the chamber is said to be “in recess” or to “stand in
recess.” When a chamber reconvenes from a recess, the suspended session resumes. For some
purposes, nevertheless, it can be convenient to speak of a period between convening and
recessing, or between reconvening and adjourning, or between recesses, also as “a session.”
Although these basic explanations of the terms reflect common usage in the congressional
context, they do not always take full account of the technical meanings that each term may bear
in connection with specific chamber rules and precedents or with various interpretations of
provisions of the Constitution. These technical meanings, moreover, may also vary from one
formal context to another, or between the House and Senate. It is the intent of this report,
throughout, to identify and distinguish the various senses, both formal and informal, in which the
respective terms are being used.

IV.

As a summary for this lesson, what do you think is the importance of creating and following the
order of business?

In parliamentary procedure, as the name may suggest, an order of business is the series of
things to be taken up during a meeting. This sequence could be a regular business order or a
sequence specified on an agenda decided by the assembly to obey. You should have an orderly
process for conducting business as an entity. There needs to be a system for your meetings.
Parliamentary procedure is a time-tested mechanism that ensures that meetings and other public
events are conducted smoothly. Do not be bound by the process. Allow ample versatility to
accommodate the organization. The purpose of parliamentary procedure is based on the principle
that by enabling the voice of the minority to be heard, the majority takes decisions in an effective
and efficient manner. Any member of the association, or members of the general meeting, should
be entitled to express their views on any matter. Another thing is that order of business allows
the members of an organization to be more precise and ensures consistency with business
transaction and meetings. Without some type of structure to your meetings there would be no
efficient way to conduct business. This is why order of business is an important tool for your
meetings.