Group Conscience Meetings

1. Establish a Chair: Begin by designating a presiding officer or chairperson for the meeting. The chair is responsible for maintaining order and following the rules throughout the meeting.

2. Call the Meeting to Order:

• The chair calls the meeting to order by saying something like, "I call this meeting to order."
• The chair should then make sure there's a quorum, meaning the minimum number of members required to conduct business is present.

3. Approve the Agenda:

• The agenda is typically distributed before the meeting. The chair asks if there are any additions or modifications to the agenda.
• Once the agenda is accepted, it becomes the roadmap for the meeting.

4. Follow the Agenda:

• Items are addressed in the order they appear on the agenda.
• The chair introduces each item and allows discussion, debate, and decision-making on each one.

5. Making a Motion:

• Members may make motions to propose actions or decisions. Motions should be clear and specific.
• To make a motion, a member typically says, "I move that we [state the action or decision]." Another member must second the motion for it to be considered.

6. Debate:

• After a motion is made and seconded, there is a period for debate. Members may discuss the motion's pros and cons.
• The chair controls debate by recognizing members to speak, alternating between those in favor and against the motion.
• Members must address their comments to the chair, not directly to other members.

7. Voting:

• When debate concludes, the chair calls for a vote. Voting can be done by voice, show of hands, or ballot, depending on the organization's rules.
• A majority vote is usually required to pass a motion. Some motions may require a two-thirds majority.

8. Handling Amendments:

• Members may propose amendments to motions. These amendments are treated as separate motions and follow the same process of discussion and voting.

9. Point of Order:

• Any member can raise a "point of order" if they believe a rule is being violated. The chair must address this point before continuing.

10. Calling for a Recess or Adjournment:

• A member may move to take a short recess or to adjourn the meeting. This requires a second and a vote.

11. Recording Minutes:

• A secretary or designated member records the minutes of the meeting. These minutes include the main motions, their results, and any important discussions.

12. Announcements and Future Business:

• The chair may allow time for announcements, upcoming events, and discussions about future business.

13. Closing the Meeting:

• The chair adjourns the meeting by saying, "I move that we adjourn" or a similar statement. This requires a second and a vote.

14. Review Minutes:

• At the beginning of the next meeting, the minutes of the previous meeting are typically reviewed and approved.