Meeting Management

Through participation, your students will develop leadership qualities, practice democracy, and grow into responsible citizens with professional attitudes and training. Students will learn the value of having every individual participate in meetings and section activities, and they will gain the skills and confidence to participate competently. What they learn now will be put to good use in the future.

Section meetings

At section meetings, SkillsUSA members develop leadership qualities, practice democracy, and grow into responsible citizens with professional attitudes and training. Plan and organize your meetings to keep the program moving and keep the members’ attention.

Equipment and Meeting Materials

Sections need specific equipment and materials to conduct meetings properly. The vice president should often make sure equipment is available and usable. Missing articles should be replaced immediately, and articles unfit for use should be repaired or replaced. Members can make frames, equipment, mountings and other items to improve the appearance of the meeting room. Here is a complete list of standard section equipment. Each officer in a section should have a copy of the SkillsUSA Leadership Handbook. Ideally elected officers possess a moderate level of SkillsUSA knowledge, however, a new officer with a Handbook can be quite effective. Each section can decide if a copy is purchased for every member or just reference copies for checkout. Robert’s Rules of Order Newly Revised is the reference on parliamentary procedure, which is essential to an effective meeting.			More Info
			The SkillsUSA Leadership Handbook and Robert’s Rules of Order Newly Revised can be purchased online at: www.skillsusa.org/store

			Parli Pro
			The Arizona SkillsUSA staff and select State Officers can provide your class with a 45 minute Parli Pro workshop. Call or email for more information.

Officers of local sections and state associations should see that all necessary equipment is provided for every section meeting and state conference. When all ceremonial equipment is in place—gavel, banner, charter, flag and SkillsUSA ceremonial emblem—and the officers are seated correctly, the presiding officer calls the meeting to order. The secretary and treasurer should have their notebooks, and the parliamentarian should have a copy of Robert’s Rules of Order, Newly Revised.

Section Equipment

Setting up the meeting room

A diagram on the following page shows the correct room arrangement for a meeting. The following emblem components should be in front of the officers:

The SkillsUSA emblem is placed on its easel to the left of the speaker rostrum (facing audience).

The officers sit in the front of the room to be available whenever called on by the president. It is advisable for the parliamentarian to sit to the right of the podium (facing audience) and the secretary to the left to assist the presiding officer.

If business meetings are held in an auditorium, the officers may use the classroom arrangement, but they will probably prefer to sit at facing tables on the stage. (Always sit in the order suggested in the diagram so the ceremony may be conducted smoothly.)

Choose section activities to make your career and technical education training interesting and more meaningful. The committee can secure speakers and work out a series of related programs. Use the annual SkillsUSA theme to help reflect unity with the state and national organization.

Too many lecture presentations are boring. Regular chapter meetings are more interesting and worthwhile when they have a variety of educational or motivational demonstrations, music and unique presentations. Although your SkillsUSA section activities should focus on the connection between education and future careers, it is also your students’ first professional association—it can be educational, interactive and fun. You do want the students to “own” the planning and execution of events, but you still direct the educational experiences that they will have.

Always follow the business session with entertainment, recreation, and refreshments. Consider a monologue from the drama department, a sporting event or a banquet at your school. A well-chosen social committee is critical.

Section meetings usually occur during class time—depending on the number of activities your students may select weekly, biweekly or monthly meetings. If meetings are held before or after school or during lunch, it’s common to see a decrease in the number of meeting attendees. The length of a regular meeting depends on the number and kind of items to be included in the agenda. Schedule meetings to begin on time and conclude at a reasonable hour.

Special section meetings called for a specific purpose need not necessarily follow the procedure for regular meetings. They are usually short meetings to take care of urgent matters affecting the section or certain members.

Conducting meetings

Parliamentary procedure should be used in all meetings. The rules are simple, but you may want to have your students learn the definitions:

The best way to learn parliamentary procedure is hands-on practice. The Meetings Kit, available from

National SkillsUSA, fully describes parliamentary procedure and includes practice exercises.

Every member should know how to make a motion. To make a main motion, stand and say “Mister

President” or “Madame President” to show you want to be recognized. After the president calls on you, say, “I move that …” and state what you think the chapter should do. By using the word “move,” you are saying you want action. Another member must second your motion to show that one or more person wants to discuss the idea. After everyone has an opportunity to speak, the chapter members vote on the motion.

Every section should have an established order of business and follow it at all regular meetings. Members then know what to expect and can participate more effectively. Remember that everyone’s time is valuable. The following order is suggested for regular meetings. When an order of business is prepared, however, do not overlook important items or you will lose member participation.

The type and number of activities depend on the particular chapter, its members and their commitment.

Consider the value the project or activity will have for individual members. Aim for personal growth in:

The gavel is a symbol of authority and should be used accordingly. When used properly, it is the only item necessary to control the proceedings of a meeting. The presiding officer should not be afraid to use the gavel with authority. A solid rap of the gavel will quickly gain attention and will let everyone know who is in charge. Always use a solid hardwood block in conjunction with the gavel to protect table and podium tops.

There are three, and only three, raps of the gavel that are necessary when conducting any kind of a meeting. These are:

Planning, organization and follow-through are essential to conducting effective meetings. Answer the following questions when planning a meeting:

It is the duty of the president and the secretary to write out a specific agenda to show what business will be conducted. An agenda is a listing of meeting events written in logical sequence. The agenda should be typed and distributed to all members before the meeting or posted on a bulletin board.