Publication summary: The Ohio Developmental Disabilities Council conducts its meetings following Robert's Rules of Order. "How to Run a Meeting" is a 2-page easy-to-read guide used by Ohio DD Council members when running a meeting. This document was created and designed by Ohio DD Council's Clear Language Subcommittee.
Take a look at the guide!
How to Run a Meeting
During a meeting, the Chairperson will:
- Call the meeting to order.
- Ask for introductions.
- Count members in attendance for a quorum.
- Ask to approve the minutes.
- Follow the agenda items (Speakers, Old business, New business, Announcements)
- Ask for motion to adjourn.
More to know about meetings
What is a quorum? A quorum is the number of members that must be present in order to do business. If you do not have a quorum, you cannot hold a meeting.
How do members make a motion? A motion is a formal decision about an item that is being discussed. The process is:
- Ask for a motion and a second. If no one makes a motion or a second, the item dies.
- Ask for discussion of the motion. Make changes to the motion if the person making the motion agrees to the changes.
- Read the complete motion.
- Ask for a vote on the motion.
- People in favor (yes)
- People against (no)
- People who abstain (no vote)
How do members vote? There are several ways they can vote.
- Members may vote yes, no, or to abstain. Members who abstain do not with to vote.
- Members may vote in one of these ways:
- Voice or show of hands.
- Roll call (Council staff reads names and members vote by voice).
- Consensus (everyone agrees).
- Ballot (vote by writing on piece of paper).
- Count all the votes and announce if motion pass or failed.
Need more information?
If you are a DD Council Member who is the Chair or Vice-Chair of Committee, and you need more information on how to run a meeting, please contact the DD Council staff person who is over your committee.