Introduction
A Business Session is held at every National Toastmasters Club meeting. It allows matters related to the running and operation of the club to be discussed and reports to be presented, usually by the club executive. Members can also bring up issues which they wish to have discussed. It also provides an opportunity to learn how to run an effective meeting.
A set of formal meeting rules and procedures is used to run the Business Session. There is a Business Session Chairman, normally appointed before or at the start of a meeting. A Parliamentarian is also appointed to provide evaluation at the end of the Business Session.
The Business Session Chairman has the challenging role of keeping the Business Session moving through its business without becoming 'bogged down' on issues or giving too much latitude to one person's views. The Chairman must be fair, firm, friendly, positive, impartial and decisive - a challenging role indeed! To achieve success in the role, the chairman must prepare and have a good knowledge of meeting procedures.
The Chairman has succeeded if all members have been given a reasonable opportunity to express their views, the session finishes on time, and all members and guests have maintained an interest in proceedings and have increased their knowledge of correct meeting procedures.
General Guidelines For A Business Session
Any topic discussed during a Business Session is known as a 'formal item of business'. Before any discussion proceeds on a formal item of business, an ORDINARY MOTION is moved and seconded. An ORDINARY MOTION must be supported by at least 2 members. If the mover does not get the support of a second member, the motion automatically lapses and the meeting moves onto the next item.
This is to avoid one person being able to disrupt the meeting with unnecessary, frivolous or unpopular issues. So the first thing the Chairperson must do upon receiving a motion is to check whether it has support by asking for a SECONDER.
A motion can sometimes be modified prior to a vote being taken. An AMENDMENT is a proposed alteration to the terms of a MOTION, designed to improve or clarify the motion without contradicting it. An AMENDMENT must be relevant to and supportive of the MOTION and it requires a SECONDER. Debate on the AMENDMENT takes precedence over the MOTION. If the AMENDMENT is accepted, it replaces the original motion. If the AMENDMENT is rejected, debate resumes on the original MOTION.
For example, say that the chairman moves a motion that the minutes of previous meeting be accepted, but the minutes need to be revised. An amendment motion can be moved to accept the revised minutes.
A PROCEDURAL MOTION relates to the running of the meeting and takes precedence over an ORDINARY MOTION. It must be dealt with immediately that it is proposed (unless a question or Point of Order is raised). For example, THAT THE MOTION NOW BE PUT is a procedural motion which, if carried, requires that debate cease immediately. Some procedural motions require a seconder. This one doesn't. If the Chairperson feels that there has already been sufficient debate, s/he may put this procedural motion to the meeting for it to decide whether debate on the issue should continue or whether the original motion is put to the vote immediately.
A QUESTION interrupts and takes precedence over a motion. This is to allow any uncertainty over the motion to be resolved immediately, before any lengthy discussion.
A POINT OF ORDER has precedence over ALL other business and the Chairperson must make a ruling on each point of order before business is allowed to proceed.
Normally the POINT OF ORDER is sufficient to rectify an anomaly in meeting procedures. It is comparatively rare to need to resort to other measures to overrule the Chairman’s ruling on a point of order. However, where the Chairman’s ruling does not reflect the views of the majority, it can be challenged through a Motion of Dissent or Motion of No Confidence.
How To Run A Business Session
The following information will assist anyone acting as Business Session Chairman. It covers what happens during a Business Session from start to finish.
The first thing a Business Session chairman needs to do is ask the Vice President Education (or nominated representative) if there are any apologies. After the apologies have been given, the chairman asks for someone to move a motion that they be accepted. Once this motion has been moved, it must be seconded by someone else. A vote is held where the Chairman says "All in favour say aye, those against say nay". The vote is usually accepted.
The chairman then asks the Secretary (or nominated representative) if there is a quorum. A quorum exists if half of the active club members plus 1 are in attendance. This means any decisions made during the Business Session are ratified. If a quorum doesn't exist, any decisions made will have to be ratified at another Business Session where a quorum exists.
Minutes are taken at each normal meeting and distributed prior to or at the beginning of a Business Session. The Chairman gives members a chance to read the minutes, then asks for someone to move a motion such as "that the minutes of the meeting on <date>, as circulated, be taken as read and confirmed". The Chairman then indicates who moved and seconded the motion and holds a vote.
Once the minutes have been accepted the Chairman asks if there is any Business Arising. If there is this is discussed. If required further motions may be moved and voted upon.
The Chairman then asks if there is any Inwards Correspondence. Ideally the Secretary has prepared a list and circulated it with the agenda. If any exists the Chairman asks someone to move a motion to accept the correspondence. The Chairman then moves onto any Outwards Correspondence, again if any exists the Chairman asks for someone to move a motion that it be accepted.
The next item of business are Reports. Reports are normally given by members of the club executive, but can also be given by club members. If any reports are presented the Chairman asks that a motion be moved to have the reports received. Once a motion has been moved and voted upon, any business arising from the reports are discussed.
General Business (if there is any) is then discussed. If required further motions can be moved and voted upon. After any general business has been discussed the Chairman then declares the Business Session closed. At this point the Parlimentarian is called up to provide an evaluation of the Business Session and how it was run.