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Publications Speaking Up at Meetings Return to Bookstore Speaking Up at Meetings All co-op members go to meetings. But when you get there, you might find it hard to say what you think. This is because meetings are run by "rules of order". This leaflet will explain: • how to take part in a meeting, and • how to understand the rules of order. Why speak up? First of all, because the co-op belongs to the members. Members have the right to control it. Control by members is one of the main differences between living in a co-op and renting from a landlord. If members do not speak up, they will leave the control in the hands of a few members. Secondly, your ideas and opinions are as valuable as those of any one else. Some people are more used to meetings, and feel more comfortable with the way they run. But that does not mean that you can not learn to get your ideas across. Try these tips. The more often you speak up, the easier it gets. How to get the members to talk about your idea You need to put the issue on the agenda. Call the co-op president between meetings, and ask when you could bring up your issue. The president may suggest that the board or a committee should discuss your idea first. If not, ask the president to put your idea on the agenda for a future members' meeting. If your item is short or urgent, you can ask to have it added to the agenda at the meeting. When the chairperson asks the members to approve the agenda, say "I would like to add something to the agenda". You can also suggest where your item might fit on the agenda. (Many co-ops have an "Other business" section at the end of the agenda.) How to find out if members agree with your idea You should make a motion. A motion is simply a proposal to the members at the meeting. To make a motion, write out what you want to say. The clearer the motion, the better. Then raise you hand. When the chairperson calls on you, say "I move that . . ." and say what you want. The chairperson must know that at least one other person in the room supports the motion before the members can discuss it. If you did not make the motion, but want the members to talk about the issue, say "I second the motion". How to give your opinion If you made the motion, the chairperson will let you start the discussion. If you did not make the motion, but have an opinion, raise your hand. You can raise your hand even while other people are talking. Just keep your hand up until the chairperson catches your eye. When the chairperson calls on you, say what you think as clearly and as briefly as possible. Remember, you must speak about the motion. It helps to start with "I want to speak in favour of the motion because . . ." or "I want to speak against the motion because . . .". How to change the motion If you want to make some changes to the motion before you can support it, then you should amend the motion. Raise your hand, and when it is your turn to speak, say "I move to amend the motion to read . . ." and give the wording you want. If someone seconds this motion, then it will be discussed and voted on. Note: An amendment can add, take away or change parts of the first, or main motion. But it can not completely go against the main motion. If you do not like the motion at all, vote against it. Once the motion is defeated, then you can make a new motion. If you think that the movers and seconders of the main motion will agree to your amendment, then say "I hope this will be considered a friendly amendment." The chairperson will then ask the members who moved and seconded the main motion if they agree to the change. If they do, the amendment becomes the main motion. If they do not, the meeting stops talking about the main motion and discusses and votes on the change. If the amendment wins, it becomes part of the main motion. If it loses, the members go back to discussing the main motion in its original form. How to take back the motion If you made a motion and then, during the discussion realize that: • it was not the right time to make a decision, or • it would be better to talk about another motion then say, "I wish to withdraw the motion". How to stop the discussion If you think the talk has gone on too long, and that most members have already made up their minds, then raise your hand. When the chairperson calls on you, say "I call the question". If someone seconds your motion, then the chairperson will ask members to vote on whether to end discussion. If 2/3 of the members vote for your motion, then the meeting must vote immediately on the motion or amendment being discussed. How to put off discussion to a future meeting Raise your hand, and say "I move to defer the question to the next members' meeting." How to turn over the decision to another group If you want the board or a committee to make the decision, say "I move to refer the question to a committee". How to set discussion aside indefinitely If members clearly do not want to deal with this issue in the near future, say "I move to table the motion". When you can speak out of turn There are only three times you can jump ahead of your turn to speak. If you think the chairperson is not following the proper meeting procedure, call out "point of order" and explain what you think is wrong. If you have an important bit of information that will save a lot of discussion, call out "point of information" and give your information as briefly as possible. If you can not hear the chairperson or members will faint if someone does not open a window, call out "point of privilege" and then say what you want to be done. How to vote When the chairperson calls for the vote, you can: vote yes when the chair says "All in favour" vote no when the chair says "All against", or raise your hand when the chairperson says "Abstentions" if you do not want to vote. Sometimes members do not vote because they do not understand the motion. It is better to ask for explanations during the discussion, so that you can vote. Do not be afraid to ask a "dumb question". If you are confused, then other members are too. Finally Remember, it is your meeting. The only way to be heard is to speak up. 24 hour housing information (416) 465 - 1309 Email: info@coophousing.com