How to Chair Meetings

The role of the Chair is to ensure the agenda for constructive plans are discussed and carried out and also to ensure the accurate recording of the meeting. Any correspondence is given at the start of the meeting. If there is too much on the agenda, the Chair decides what are the most important matters to discuss. The Chair also decides the limits of the discussion, and returns the meeting to the topic whenever someone strays. She/he insists only one person speaks at a time, and that everyone understands what is being said and why. Matters adjourned from previous meetings are dealt with. The Chair identifies problems, supports an exchange of ideas, evaluates alternatives, and selects a course of action usually by consensus, majority vote, by unanimity, or by the Chair’s decision. Who? When? Where? How? Questions are asked. The minutes of the meeting must be typed as soon as possible after the meeting and the Chair must check they are correct and make sure they are circulated to all members. The Chair makes essential and emergency decisions between committee meetings and helps workers deal with difficult situations. The Chair must check themselves for personal bias at all times and act as spokesperson for the committee, not themselves. Usually the Chair is elected in some democratic way at an annual general meeting usually for a fixed period, such as 3 or 5 years.

It is the role of all other positions within the group to see that the Chair does their role properly. 

Secretary records members names present, date, and who says what. Verbal recording can be transcribed.
To welcome new members.
Receive apologies for absences.
Discuss any items to be carried over from previous meetings by reading minutes of previous meeting
Read the agenda with any amendments or additions recorded
Check for any conflicts of interest between the agenda and members
Work through items on the agenda, only one person to speakat a time
The Chair does not give opinions but facilitates solutions
Deal with complaints, difficulties, conflicts with solutions
Chair prepares a progress report or action plan for the forthcoming meeting.

Personalities and distracting pretensions commonly encountered: Opinion Seekers, Opinion Givers, Passive Aggressions, Self Confessing, Competing, Seeking Sympathy, Seeking Recognition, Selling something, Blocking progress, etc., etc. 

The Treasurer takes responsibility for all money matters, pays bills, avoids debt. Informs the committee about financial matters, including fundraising, keeps accounts up to date, advises on difficult situations that might occur in the future, produces balance sheets and expenditure accounts, audits and presents accounts at the annual general meeting. 

Psychic World newspaper article by Wendy Stokes https://Wendystokes.co.uk