CHAIRMANSHIP

Nelson Evening Mail, Volume LXXII, 10 December 1938, Page 10

CHAIRMANSHIP

SOME ADVICE (By W. Lock) Some } ears ago 1 contributed several articles to "The Mail” on Chairmanship, or the Rules of Procedure for the conduct of meetings of local bodies, clubs, associations, etc. The reason that prompted me to write the articles was that in my opinion sufficient attention was not paid to the proper rules of procedure, and the practically ignoring of such rules often resulted in a con-

siderable waste of time, and the business not being as efficiently transacted as it should have been. In "The Mail's” reports of some meetings it was occasionally very difficult, or impossible, to follow the fate of a certain resolution or amendment. Though not claiming to be an authority on chairmanship, or rules of debate, I have given a good deal of consideration to the subject, and also have consulted men who should be qualified to express opinions on many points. In the past I received valuable information from the late Mr H. V. Gully, for many years town clerk, also Sir Maurice O'Rourke. Sir Arthur Guiness, and Sir Charles Statham. Speakers of the General Assembly. I endeavoured to furnish as briefly as possible what 1 considered the elementary rules for the prompt and efficient conduct of local body and ordinary meetings. Some letters of appreciation were sent me at the time. There appears to be some misapprehension in regard to the minutes, and most people who are familiar with meetings may be aware of the infori mation contained in my comments, but it may interest others who have not such knowledge. First of all it is not necessary that the minutes should contain a report of the proceedings or the discussions, but it is necessary that a statement be entered showing the actual business transacted, viz., all resolutions and amendments, and the names of the movers and seconders given, and in the event of a division the names of members voting for and against should be fiven. As mentioned above it is not necessary to report a discussion as the correctness of the report might be questioned. 1 1 think the words “discussion ensued” would be sufficient. The word “resolved” should not be used in connection with a resolution unless it follows after the names of the movers, and seconders, or if it was in connection with a small question upon which the meeting was unanimous. Before any business can be transacted at any ordinary meeting, the minutes must be read, and no question or discussion should be permitted except as to their correctness. In recent years many public bodies transacting a large amount of business do not have their minutes read, in order to save time, but they are typed, and each member supplied with a copy a reasonable time prior to the meeting. At the meeting the chairman usually says “All in favour of the minutes as circulated be confirmed.” A chairman of other meetings will sometimes ask members to move a resolution confirming the minutes. There is no objection to this, but it might cause some Uttle delay, and it is accepted as being sufficient to say, “The question is that the minutes as now read be confirmed, as many as are of that opinion say ‘Aye,’ of the contrary opinion say ‘No’. ’ or the chairman can say “Is it your pleasure that I confirm the minutes as read, all in favour say ‘Aye,’ against ‘No.’ ” Occasionally a member or the chairman will ask “Is there anything aris- : ing out of the minutes?” This is an un- 1 necessary query, for of course there is business arising out of the minutes, and j at times a very great de\'. and the items should be placed on the agenda paper. This is so in all local bodies | and well organised societies, etc. Personally in my long experience I have' never heard a chairman of a local body; ask at an ordinary meeting, “Is there I ’ anything arising out of the minutes?” j ' The main reason for writing this let- ' 1 ter, and particularly referring to the ( minutes was that at a meeting of a public body a member asked “Is there anything arising out of the minutes?" I ' pointed cut what business there was would be on the order paper. The ' member did not appear to agree with , this, and made the remark "It’s red | tape.” Of course it’s nothing of the < kind, but common sense for the proper > and efficient conduct of public business, j