Jim Halpert: As ranking number 2, I am starting a committee to determine the validity of the two committees and I am the sole member of the committee. We'll act on this now.
Dwight Schrute: Okay, this is stupid.
Jim Halpert: Can you please keep it down? I'm in session. [pause] I've determined this committee is valid.

Ever feel frustrated because the conversation is running in circles? Or wonder why no one is listening to you? We don't want the ICC meetings to end up a waste of everyone's time. That's why we're introducting a form of Robet's Rules of Order, the most common method of conducting business in a fair and organized manner!

You might be familiar with this format from student council, debate, or other organizations. In the interest of accomplishing the most in the shortest amount of time possible, I propose we follow the very basic format of meeting procedure as outlined below.

Meeting Format:
Organizations using parliamentary procedure usually follow a fixed order of business. Below is an example (make changes as necessary):

1. Call to order.
2. Identification of members present.
3. Review of Agenda and proposal to modifications & additions to agenda.
4. Review of minutes of last meeting.
5. Committee meetings/reports.
6. Special orders --- Important business previously designated for consideration at this meeting.
7. Unfinished business.
8. New business.
9. Announcements.
10. Adjournment.

** I think it is important that we have a specific detailed agenda with Action (topics requiring a vote) & Discussion (mere discussion) topics available at least one week PRIOR to the meeting, the executive committee can meet and create this. We should email this agenda out to all members with additional information on any of the ACTION items where we are requiring a vote so that they will already have had time to process their opinions, I find this makes the meetings run faster and smoother.

Chairpersons:

The chairperson is the leader of the meeting--the barrier to chaos, if you will. This person is not necessarily the "president" or highest authority, and doesn't make the final decision. This person can (and I think, should) change from meeting to meeting, and simply must know how to run a meeting and keep everyone in order.

Everyone must respect the chairperson and not speak over them, interrupt them, or interrupt anyone else, for that matter. This person can be addressed by their first name, unless you want to be really fancy and call them Chairman ______ or Chairwoman ______ or something.

Motions

Business is usually dealt with in the form of "motions," which everyone got a crash course in at our last meeting. We will be much more productive if members prepare motions and bring them to the meetings ready to be stated. Motions can be made by individuals or committees, and are basically just projects, ideas, or decisions which the group must discuss and agree upon for action to take place.

I move (ha ha) that, for Special Orders, we post/e-mail the motions that we intend to propose to the executive council (or to the entire ICC?) several days before meetings so that the council can choose issues most pertinent and make sure we don't run out of time for very important issues. This will assure that everyone is prepared and knowledgeable about their point and not just talking off the top of their head, which as we've seen can be a great time-waster. [I agree with this idea, I think it should be organized in the agenda see information above]

At the start of Special Orders and New Business, the Chairperson will call for motions. Now's your time. [I think it would be more productive if each committee gave a quick blurb (aka presented) their ideas and THEN ask for a motion]

Presenting and Arguing a Motion:

1. For Specal Orders, the Chairperson will call on the representatives of the motion. For Unfinished Business and New Business, raise your hand and wait to be called upon.
2. Read or state your motion in the following format:
"I/We move that..." as a single sentence.
3. Wait for someone to second your motion. If no one does, the motion is lost.
4. The Chairperson will state: "It has been moved and seconded that we..." and restates the motion. The Chairperson then opens up the floor for arguments, if necessary. The council may just be able to vote right away, if the motion is unlikely to be argued.
a. The mover argues in its favor.
b. The chairperson asks for any arguments against the motion, or any amendments.
c. Proponents argue in the motion's favor.
This goes back and forth until people have nothing more to say or time runs out. We need to set a time limit; any thoughts? I propose 5 minutes per issue at the most.
5. The Chairperson puts the motion to a vote: "Are we ready to vote?" If so, "All in favor of [restate the motion], say aye." (Ayes raise their hands and sound off.) "All those opposed, say nay." (Nays raise hands and sound off.)

I propose a 2/3 majority to pass a motion, but we can do half. What do you think?

Motion to table:
Used to put an issue aside for unfinished business later in the meeting or until the next meeting, to move things along or allow further research.

In conclusion, I think we can get a lot done if everyone is prepared to be productive! Please make editing changes as you see fit so we can make this structure work for everyone. Thanks, everyone!