N'siah Release Second & 1/2: Little Miss How To Run a Business Meeting - October 2014 My dearest Gold Coast Region Fall Term N siah Network 2014! Wow, we are already 2 months into the term, and I am absolutely thrilled with the work you all have been doing. I have created this packet as a resource for you to utilize on how to properly run business meetings as well as make them more creative and fun. Business meetings are one of the most important ways for the chapter to stay up to date with things going on in the chapter, region, international order, as well learning traditions. I think that it is time to change the way business meetings take place in this region and make them the program that everyone wants to attend. It is time to make this an innovative, new, and fresh year for Gold Coast and each of you are going to be the force to make that happen. This term we are requiring 4 business meetings: 1 September Business Meeting, 1 November Business Meeting, 1 December Business Meeting: chapter states [release on this will be out soon], and December Business Meeting: elections. I cannot wait to see how you continue to develop each of your chapters by accomplishing your goals goals and ideas for the term. Please let me know if you need anything. Submitted with undying love for: Yafah, Acharit, Halev, T'lalim, Nesichot, Kesher, Ein Sof, Or Shemesh, Simchat Derech, Business Meetings, AND Gold Coast Region #51 I proudly remain now and FOREVER your dedicated 2014-2015 Regional N siah Jilly Rachel Leibovitch
Two weeks before meeting: Start the process of making your agenda and deicde on a theme for the meeting [it makes The steps to making an agenda: 1. Review the minutes of the last meeting: Check if any business was left open for action by the chapter (tabled motions). 2. Contact your board to determine if any would like to make an officer report: Find out a basic idea of what they want to share and determine if it is good for the meeting. If it is, they need to be in the agenda. 3. Talk with the S ganit about which chairmen (if any) will be making reports: It is the job of the S ganit to talk with the chairmen and determine if they have an appropriate report for the meeting. The S ganit will need to communicate with you so you can put this into the agenda. 4. Talk with your advisor: Discuss the business you plan on covering at the meeting and ask if they have anything to add. They also need to approve all the business you plan on discussing. You can also inform them on any issues you might need help with at the meeting. 5. Write your agenda: Use the outline below to create your agenda and make copies for all members. Sample Agenda: [insert chapter name] [AZA/BBG] # [insert chapter #] [insert date of business meeting] I. Opening Ceremony (use the official one- NOTE: singing of the Hatikvah is optional- we don t usually do it but you are welcome to do it if you would like) II. Attendance (the Mazkirah will have a list of all registered members and read each name off. When their name is called each BBG will respond with My sister Mazkirah, my sister N siah, my sister B nai B rith Girls, I am one present one voting ) III. Introduction of Guests and Prospective Members IV. Reading of the Past Minutes (the Mazkirah will read these off) V. Communications 1. From the Chair a. Kickoff: Oct. 7 - JCC - 8:30-11:30 p.m. b. Fall Conclave: Oct. 27-29 - Camp Maas (hand out applications now, while you re talking about it) 2. From the Floor a. Chuck Greenberg s father is in the hospital. We should send a card. b. Zion AZA has challenged us to a football game *(PLEASE NOTE: THIS IS NOT THE TIME FOR GOOD N WELFARE) VI. Officer Reports (not everyone needs to have one at each meeting, but all of them should report at some point during the term- examples below) 1. N siah Report on Regional Board Meeting 2.. S ganit Anyone interested in being our Milan Weekend Coordinator, see me after the meeting b. Discussion on how the chapter should program for Sukkot 3. Aym Ha-chaverot Report on membership and recruitment b. Comments on current MIT program 4. Sh licha Report on current Stand Up! status Discussion on next Stand Up! program 5. Mazkirah Calling committee problems Discussion on best communication strategies 6. Gizborit Chapter funds status b. Upcoming fundraiser VII. Chairmen Reports (not everyone has to have one) 1. Standing Committees a. Athletic- Basketball practice this Sunday at 10:00 a.m. at the JCC b. b. Community Service- Dance-a-thon for Muscular Dystrophy will be Saturday night, Oct. 15- need everyone s help 2. Special Committees a. Regional Convention- our first meeting will be next Wednesday when we will discuss the Contest Manual VIII. Old Business (issues that have been brought up before, but have not yet been decided- they may have been referred for more information or tabled) IX. New Business (This includes totally new issues that have not been brought up to the chapter. Any motions will be presented at this time and must be on the agenda if they are to be addressed- chapter members should write up their motion and give it to the advisor and N siah at least one week prior to the meeting) X. Special Business (this appears infrequently, usually at elections time- if you do not have special business, you just leave out this section) XI. Good N Welfare (this is optional, but should happen if there is time. The gavel will be passed around to each girl one at a time, and they will say, For the good and welfare of (insert chapter name) BBG # (insert chapter number). They will then continue with anything that they would like to share. No one is able to talk while someone else has the gavel. This is a time for girls to express any issues that aren t business related) XII. Closing Ceremony (use the official one- DON T LEAVE THIS OUT!!) XIII. International BBG Cheer/Cheer circle
One week before meeting: Submit your agenda to your advisor and the regional n siah!!! Four Days Before the meeting: Call your board members and make sure the ones giving officer reports are prepared. Make sure your S ganit has checked up with the chairmen that are reporting. Remind your s ganit to get food for the meeting and prepare for a good and welfare or some sort of program. The Day of the meeting: The day is finally here!! You need to gather your supplies and run the meeting! Arrive 15 minutes early and set up for the meeting. All the board members should be seated at a table in the front and all members should have chairs. You can review Parli Pro if you have time left over! What you, as N siah, need to bring to a business meeting: Gavel Red Book BBG pin (It is a BBG tradition to wear your BBG pin at all meetings) Copies of Agendas Sign in Sheet Ballots (if necessary) Pen/Paper Flyers for upcoming events Spooey/treats (or you can ask another member to bring this so they feel their presence at the meeting is necessary) Thought box ** ** Tip for keeping girls quiet: Have a thought box at every meeting that you place in the room and rather than talking, girls can write down any random thoughts or questions they have during the meeting and then put them in the box. Then at the end of the meeting you can read all of the papers. Some of them end up being really funny and it is a good way to keep girls quiet during the meeting! Parli Pro Tips: Words to know Amendment: A motion to make a change to the current motion. If the motion is a written motion, the amendment be written. Body: The group participating in the meeting- can be a chapter, council, region, or even the international order. Chair: The leader of the meeting (generally the N siah) Dissent: The problem a member has with the motion at hand. Unless the dissent is withdrawn, a call for acclimation is no longer valid. Motion: An issue that a member would like to address. In order to make a motion, the member must be recognized by the chair. Second: A statement of agreement to the motion at hand. Calls: Call for Acclamation: To move directly into voting without the questioning process or immediately following questioning. The chair will ask if there is a call for acclamation and then it will need to be moved, seconded, and called and asked if there is any dissent. If there is no dissent, the body will proceed with a vote. Pro/Con Session: The chair will appoint representatives to present pros and cons. For each pro there must be a con. The chair will set the parameters of the discussion (time, number of pros/cons, etc.). Cons ALWAYS go first. Moderated Caucus: This is an open discussion in which anyone can talk. The chair will set the parameters so each person has the same amount of time to talk and the discussion will only occur for a certain amount of time. If you are interested in discussing new motions or how to let me know and I will help**
During the meeting: The Script Opening Ceremony : The following ritual is used by every bbg chapter to open its business meetings. N siah: (rises and raps gavel three times, signaling all to rise): We are gathered here for the purpose of accomplishing our business at hand. But, more than that, we, and all the chapters in the world like ours, are working toward a great goal. This is a goal toward which each of us can help; a goal towards peace and happiness for all humanity. This can be accomplished through the Menorah pledge principles. Let us know think of what we can do to bring our goal to a speedier realization. Let us give our wholehearted attention to the words our Shomeret Habrit shall now read. (Shomerit Ha-brit rises and reads appropriate passage, quote, poem, etc.) Call upon someone to share a quote N siah: We are the B nai B rith Girls. Inter-faith Relations: Tradition / [ALL TRADITION, TRADITION BADADADA TRADITION!] We shall try to exemplify in our home the finest of Jewish family traditions. Good Sisterhood [ALL: GOOD SISTERHOOD, GOOD SISTERHOOD, BADADADA GOOD SISTERHOOD] We make possible the warmth and joy of good sisterhood through our association in Chapters. We shall respect the rights of each member. We shall make our Chapter a true example of democratic living so that companionship and friendship may endure. Prayer for World Jewry [ALL: PRAYER FOR WORLD JEWRY, PRAYER FOR WORLD JEWRY, BADADADA, PRAYER FOR WORLD JEWRY] Lighting the candles is a privilege we engage in that displays the freedom we, as B nai B rith Girls, and as Jews are able to exhibit. However, there are Jews in our world who are not allowed to observe Judaism freely. Oppressed Jewry is a major concern in our society. The light that is burning so brightly is the light of hope. We hope thatone day all oppressed Jews will be able to practice Judaism as freely as we are doing here today. After the Prayer for World, Jewry is said: N siah: Please join me in the recognition of Israel with the singing of Hatikvah. [feel free to skip this] All: Strength and dignity are our clothing. N siah: Our faith is renewed after hearing such All: Fine words of wisdom. N siah: May we in our deliberations at this meeting live up to the expectations and the high ideals we in the B nai B rith Girls have set for ourselves. I now declare this meeting officially open for business. (Raps gavel once, signaling all to sit.) N siah: The light of the Menorah symbolizes the knowledge and strength of our Order. The seven branches represent the power we have to affect our world by enriching ourselves. (Calls upon 8 girls to read the Menorah Pledge and the Prayer for World Jewry, which can be found on the inside back cover of this manual back inside cover of this manual. Each girl lights a candle of the Menorah after she reads her section.) MENORAH PLEDGE Citizenship: We pledge our devotion to our beloved country, who blessing we shall never take for granted. We shall guard zealously our democratic rights and shall fulfill our duties as citizens. Jewish Heritage / We have a magnificent Jewish heritage, which has enriched the civilization of every land. We shall aim to become imbued with an understanding and love of our Jewish culture so that we may be a conscious part of the people from whom we stem. We shall always strive to live up to the ideals, which are the essence of Jewish religious faith. Community Service: We recognize our responsibility to render selfless service as citizens of the community in which we live. Philanthropy: We shall always be concerned with the underprivileged and the distressed. We shall offer out help to those in need, recognizing that the ability to help others is a blessing and a responsibility. Closing Ceremony The following ritual is used by every chapter in bbg to conclude each of its business meetings. N siah: (rises and raps gavel three times, signaling all to rise): ALL: RISE N siah: Now that our business has ended, it is our hope that we have carried on our deliberations in a manner befitting the great organization of which we are a part. Let us leave now with free and joyous hearts and with minds that are filled with the thought of deeds that are pure and noble. Will the Shomerit Ha-brit please read the closing prayer? (Shomerit Ha-brit rises and reads appropriate passage, quote, poem, etc.) CALL UPON SOMEONE N siah: I now declare this meeting officially adjourned. Let us join hands in a friendship circle and sing our International BBG song. (Raps gavel one to close the meeting.) You: Put your right arm over your left arm and hold the person next to you while singing the International BBG Song DO I HAVE A MOTION TO MOVE INTO : DO I HAVE A SECOND, DO I HAVE A CALL DO I HAVE A DISSENT, DISSENT, DISSENT? SEEING NONE OR HEARING NONE, WE SHALL NOW MOVE INTO :
Making the meeting fun: Themes, roll calls, minutes, and Choose a theme! Use the theme for your agenda, any handouts, attire, roll call/minutes, and plan a fun mini-program for a break during the meeting! Here are some sample themes: - Beach - Decade (50s, 60s, 70s, 80s, 90s, etc.) - Candy - Disney - Chapter/Regional Spirit - Sports - Animals - Israel - Sleepover - Kindergarten - Super Heroes - Fancy - Neon - Fiesta Make Roll Call Interesting! Rather than just reading everyone s names and have them respond, make it fun! Here are some examples: - Have everyone say an interesting fact about themselves - Have everyone bring an object that describes them and explain it when their name is called - Find out everyone s middle names before the meeting and call people by their middle names instead of their first names Present Minutes in a Fun Way! Everyone gets tired of the typical reading of the minutes, so instead, find a fun way to present them! Here are some ideas:- - Put each minute in fortune cookies. - Give each girl a fortune cookie and then they need to put the minutes into order. - Put each minute on a puzzle piece. Have the chapter put the puzzle together. - Put each minute in a balloon and have the chapter pop them to get the minutes out. - Rap the minutes. - Write a song about the minutes. - Make a skit about the minutes. - Minute piñata! - Make popsicles and write the minutes on the stick. - Minute madlibs! - Minute scavenger hunt! - Minute charades! Have rewards for members! Whether you reward them for being quiet or simply for attending, bring something fun and easy! Here are some reward examples: - Food/Candy - Certificates - Recognition - Play doh - Dollar Store items Do fun activities to spice up the meeting! Make each meeting different so members don t get bored! Here are some examples of how to make them unique: - Have a word of the meeting. Each time this word is used in normal conversation everyone has to stand up and move one chair to the right. - Have a 10 minute activity in the middle of the meeting to get members up and moving - Do a short meditation and have everyone lay down - Do Good and Welfare - Have people make animal noises instead of saying motion - Have members make Top 10 lists