Types of Meetings
Presenters Mary Ann Rosenberger and Rosy Latimore outlined the types of meetings that there are: regular, special, adjourned, annual, and executive sessions. While it sounds simple there are the usual twists and turns in each of these.
We are most familiar with regular meetings of an organization, the meetings as mentioned in the bylaws that take place usually at a specific time monthly, quarterly, or annually. For example, the regular meeting of the Louise Saks Parliamentary Unit (LSPU) happens the third Tuesday morning of each month from September to May.
Special or called meetings take place for a specific purpose and are called in a way prescribed in the bylaws. Special meetings can be called only as authorized in the bylaws and the bylaws indicate the number of days notice required. Often the bylaws allow for a particular number of members to call a meeting, and that meeting is then publicized with the necessary information for people to meet:
- Where is the meeting going to be?
- When is it going to take place?
- What business will be discussed?
One unique feature of special meetings is that only the business named in the call to the meeting can be discussed. If a special meeting is called to select delegates, that’s all you can do at that meeting. Why? Because people have to make an effort to attend special meetings and deserve to know the meeting’s purpose as well as being protected from the organization taking action not mentioned in the meeting call.
An adjourned meeting is a continuation of the session of a regular or special meeting. Here’s an example: The meeting hall closes at 9 o’clock but it’s apparent that some vital business is not going to be finished by 9, business that has to take place this month. A member moves that the group continue this session at 7 o’clock tomorrow evening. It is approved so tonight’s session is over at 9 when the custodian comes to close the building, but the session will continue tomorrow at 7 p.m. The month’s necessary business can then be completed.
An annual meeting happens once a year. It may be the only meeting of an organization or it may be one established monthly meeting when officers are elected, annual reports are given, and any other specific business happens.
Then, there is an executive session, sometimes called a closed meeting because it may be a meeting or a portion of a meeting at which the proceedings are secret. Matters considered might be personnel issues or financial matters that are not open to the general public.
The next LSPU meeting with an educational program will be September 19, 2017 at the First Presbyterian Church, 1669 West Maple, Birmingham, MI. Visitors are always welcome.
May 16, 2017