A Chairperson who can run an effective meeting has a valuable skill set. A good chairperson is one who, with knowledge of certain fundamental rules of procedure, adds a sense of discretion and fair play, and maintains the dignity of the offices.

• Mark of a Good Chairperson
• Chairperson's Rights
• Meeting Weaknesses
• Improving Meeting Attendance
• Meeting Attendance Sign-In Sheet
• Check-List for Arranging Meeting

• Sample Agenda
• Sample Notice of Meeting
• Inviting a Guest Speaker
• Election Procedure
• Rules of Order

Mark of a Good Chairperson

A good chairperson is one who, with knowledge of certain fundamental rules of procedure, adds a sense of discretion and fair play, and maintains the dignity of the offices. The actions of the chairperson must be such that the members will at all times feel that the functions are being performed competently and honestly.

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The Chairperson Should:

1. Have good knowledge of the main rules of parliamentary procedure, the PSAC Constitution, and the Component and Local By-Laws;
2. Be able to temper the knowledge with common sense as the occasion warrants;
3. Be scrupulously honest in the exercise of the duties;
4. Be mindful of rights and insist on them;
5. Maintain impartiality while in the chair;
6. Conduct meeting with sufficient decorum to maintain the prestige of the Local, and respect for it among the members.

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Chairperson's Rights

• All discussion must be addressed through the chair.
• All questions directed through the chair.
• No one may take the floor until recognized by the chair.
• Rules on the validity of any disputed point of procedure, and ruling is final unless repealed by a majority of the members.
• Casts the deciding vote in the event of a tie other than in an election.

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Meeting Weaknesses

• Too long
• Dull
• Poorly organized
• Topics affecting one or two people
• Talk from the floor disorganized
• One or two people dominating the meeting
• No agenda
• Not starting on time

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Improving Meeting Attendance

Meetings that attract members and make them want to come back don't JUST HAPPEN! They are the result of two kinds of planning:

• long range for all the meetings of the season or year
• short range for the immediate meeting.

Long range planning includes general arrangements for the convenience and comfort of the members. It involves knowing where you are going and what you want to do with your meeting.

Long range planning takes place at a meeting of the Executive Committee, maybe with the help of the education and entertainment committees. This meeting should be called specifically to make the plans for the season or year. It determines objectives for the month, season or year, in light of established policy and the will of the membership.

Examples of long range planning for comfort and convenience:

• An attractive meeting place
• Start and end meetings on time so that the members
• Will know how much time to set aside for them
• Pass a rule that no one can speak for more than five minutes without special permission of the meeting.

Short range planning sets up the next meeting. A meeting of the Executive Committee ONE HOUR before the regular meeting can decide what will come up and when. For example:

• What correspondence is important?
• Who will introduce the speaker?
• What important motions will come up?
• Who will make them if not introduced from the floor?
• Who will speak on them to get the ball rolling?

Some Locals get a lot of mail. If every letter is read all the way through, 30 or 40 dull minutes are wasted. The Executive Committee meeting held immediately before the membership meeting can weed out the unimportant correspondence. Routine letters, ads, etc. can be announced as received and filed. Long letters can be condensed with a brief explanation. Letters form the National Office of the Component, the PSAC National Office and other important correspondence should be read completely to the meeting.

The business brought before a meeting for discussion must be of importance, at least of interest, to the majority of people attending. Long, involved discussions on petty details or items that affect one or two people will bore the members.

Suggestions To Improve Attendance

• Adequate publicity with "NOTICE OF MEETING" bulletins
• Circulation of information by Stewards to members
• Planned and well-organized meetings
• A prepared agenda
• Executive should set goals and objectives for year and present them to the members
• Special guest speakers from Union and Management
• Attractive meeting place
• Start meeting on time and end on time
• Insist that Chairperson of various Committees prepare and submit report of their activities
• Institute a cash door prize, commensurate with Local funds
• Hold occasional dinner meetings where Local picks up part of the cost (speaker)
• Keep members well informed of discussions in UMC meetings
• Request verbal reports from Stewards as an Agenda item under "Committee Reports"
• Advise members when new agreements are signed, discuss any major changes
• Discuss any major changes in Local regulations that might affect some or all of the members
• Publicize the Agenda on "NOTICE OF MEETING" bulletins and follow the items in proper sequence during the meeting Movies, family nights, refreshments

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Meeting Attendance

ALL LOCALS are required to keep a record of attendance, in accordance with UCTE By-Law 9, Section 18:

No delegate, observer and/or alternate shall be nominated who has not attended at least 50% of the Local meetings during the period from the preceding Triennial Convention, unless satisfactory reason is given for the non-attendance. All Locals must, in order to qualify their delegates, keep a record of attendance between Conventions on a form provided by the National Office.

Please note:

• This form must be completed at the beginning of each meeting and approved by both President and Secretary.
• A copy should be kept in your Local file to be used at time of Convention when nominations for delegate, observer and/or alternate are requested.
• Another copy should be attached to your minutes of meeting and forwarded to your RVP.

Link to form here