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01/14/2015 - Packet Completeness Review for Boards, Commissions ' and Committee Records CITY OF TIGARD CCAC - City Center Advisory Commission Name of Board,Commission or Committee January 14,2015 Date of Meeting I have verified these documents are a complete copy of the official record. Joe Patton,Meeting Secretary Print Name gnature February 12, 2015 Date 41 City of Tigard 9S �� City Center Advisory Commission Agenda MEETING DATE: Wednesday,January 14, 2015 — 5:30— 6:30 p.m. (Business Meeting) 6:30— 6:45 p.m. (Dinner/Break) 6:45—8:30 p.m. (Goal Setting/Retreat) MEETING LOCATION: Red Rock Creek Conference Room 13125 SW Hall Blvd., Tigard OR 97223 1. Welcome and Introductions .........................................................................................................5:30— 5:35 2. Review / Approve December Minutes.......................................................................................5:35 — 5:40 3. Non-Agenda Items / Public Comment......................................................................................5:40 — 5:45 4. City Council/CCDA 2015-17 Goals.............................................................................................5:45 — 5:50 Review draft Council's goals for Downtown (Sean Farrelly) 5. Plan for CCAC/CCDA Joint Meeting........................................................................................5:50 — 6:05 Prepare and assign roles for February 3, 20 15 joint meeting (Carine Arendes, Sean Farrelly) 6. 2015 CCAC Officer Elections......................................................................................................6:05 — 6:15 Election for Chair and Vice-chair 7. Executive Session*.........................................................................................................................6:15 — 6:25 (Sean Farrelly) 8. Liaison Reports...............................................................................................................................6:25 — 6:30 9. Adjourn............................................................................................................................................6:30 p.m. *EXECUTIVE SESSION:The Tigard City Center Advisory Commission may go into Executive Session to discuss real property transaction negotiations under ORS 192.660(2) (e). All discussions are confidential and those present may disclose nothing from the Session. Representatives of the news media are allowed to attend Executive Sessions,as provided by ORS 192.660(4),but must not disclose any information discussed. No Executive Session may be held for the purpose of taking any final action or making any final decision. Executive Sessions are closed to the public. Dinnerand Break ............................................................................................................................................ 6:30—6:45 CCAC Retreat/Goal Setting.......................................................................................................................... 6:45—8:30 (Elaine Howard, Facilitator) Upcoming meetings of note: Tuesday,January 20,6:30 p.m.City Council workshop,presentation on Tigard Street Trail concepts Tuesday,February 3,6:30 p.m. CCDA Board Meeting,City Hall Qoint meeting with CCAC) Wednesday,February 11,6:30 p.m.,Regular CCAC Meeting,Red Rock Creek Community Room CITY CENTER ADVISORY COMMISSION AGENDA—January 14, 2015 City of Tigard 1 13125 SW Hall Blvd.,Tigard,OR 97223 1 503-639-4171 1 www.tigard-or.gov I Page 1 of 1 CITY OF TIGARD CITY CENTER ADVISORY COMMISSION Meeting Minutes January 14, 2015 CALL TO ORDER Chair Arendes called the meeting to order at 5:30 pm. The meeting was held in the Tigard Red Rock Conference Room, at 13125 SW Hall Blvd. Members Present: Carine Arendes (Chair),Linli Pao (Vice Chair),Deanie Bush,Joyce Casey, Paul Miller, and Ravi Nagaraj (alternate) Members Absent: Laura Fisher,Lynn Scroggin, Richard Shavey, and Sherrie Devaney Staff Present: Downtown Redevelopment Project Manager Sean Farrelly, and Senior Administrative Specialist Joe Patton Others Present: None 1. WELCOME AND INTRODUCTION Joe recorded to roll call. 2. REVIEW/APPROVE MINUTES There were no corrections to the December 10, 2014 CCAC Minutes,but a quorum of attendees from that meeting were not present to approve them. 3. NON-AGENDA ITEMS/PUBLIC COMMENT A. The Tigard Street Fair will be held on September 12,2015 from 11:00 am to 5:00 pm. B. Carine noted that a multi-family housing request near Lincoln Center received a lot of public comment at the City Council meeting. The hearing was continued until the next meeting to allow additional public comment. C. A presentation by Suenn Ho will take place On January 20 on the Tigard Street Trail design. There still is no funding, as a pending grant for the project was not awarded. D. On January 27, 2015, Council will transfer the dog park and public works yard to the CCDA. Chair Arendes called for public comment. There was none.. 4. CITY COUNCIL/CCDA 2015-17 GOALS Sean distributed the Council draft goals and focused on number two, "Make Downtown Tigard a Place Where people Want to Be."The consensus was that it aligned with the CCAC goals. 5. PLAN FOR CCAC/CCDA JOINT MEETING Carine noted for the new members that the Council has a dual role as they serve as the CCDA as well. The next joint meeting is on February 3 to discuss the goals and objectives of the CCAC. Once the CCAC goals are finalized those planning on attending can discuss which topics they would like to cover at the meeting. Page 1 of 2 CITY CENTER ADVISORY COMMISSION January 14,2015 6. 2015 CCAC OFFICER ELECTIONS Carine was elected as CCAC Chair and Linli as CCAC Vice Chair by a unanimous vote of the members present. 7. EXECUTIVE SESSION The regular meeting was recessed at 6:14 pm for an Executive Session to discuss real property transactions in accordance with ORS 192.660(2)(c).The Executive Session was closed and the regular meeting reconvened at 6:32 pm. 8. LIAISON REPORTS A. The next PRAB meeting will be January 26. Sean will attend to discuss the Park bond in Executive Session. B. Ravi volunteered to provide future TTAC updates. The next meeting will be February 4. 9. ADJOURNMENT The meeting was adjourned at 6:40 pm. ficubro, Joe atton, CCAC Meeting Secretary ATTEST: Carine Arendes, air Page 2 of 2 2015-2017 Tigard City Council Goals Priorities for Council Attention and Action 1. Provide Recreation Opportunities for the People of Tigard Objectives Estimated Timeline Establish city recreation program in 2015-16 adopted budget Begin July 2015 • Recreation clearinghouse and program guide (Year 1) • Grants & scholarships • Recreation coordinator— staff position • Programs and classes (beginning Year 2) • Outdoor events (Year 2) • Indoor events ear 3) Explore feasibility of partnership opportunities, including THPRD, December 2015 YMCA, other city, or non-profit opportunities; establish facility partnership if feasible Consider a voter-approved measure to fund recreation November 2016 2. Make Downtown Tigard a Place Where People Want to Be Objectives Estimated Timeline • Support residential and mixed use development in walkable Throughout 2015-2017— and transit-supported areas by completing the Ash Ave/Burnham Redevelopment project • Increase walkable access to open space by advancing plans for new downtown open space, including the Tigard Street Trail plaza, the Fanno Creek Overlook, and a Main Street plaza, including programming • Strengthen downtown's identity by completing gateway improvements and install art at both Main Street entrances • Support walkability by completing two Strolling Street projects • Secure brownfields cleanup grant (if eligible) to facilitate infill or open space development enabling a more walkable and interconnected downtown • Promote downtown has a place to shop, dine and recreate Through communications and support of TDA activities. 1 3. Adopt Tigard Triangle Strategic Plan and Enable Future Development Capacity Objectives Estimated Timeline Committee recommendation; Council consideration and adoption Spring 2015 of Tigard Triangle Strategic Plan Begin project implementation of 1-5 year actions Summer 2015 • Regulatory changes o Amend comprehensive plan, development code, Town Center designation,Transportation, Parks and Trail Plans, and parking requirements • Consider Infrastructure Investment During 2016 o Red Rock Creek o Stormwater management plan o Parks, Plazas and Open Space • Develop Incentives and Public Private Partnerships During 2016 o LID o Urban Renewal District o Vertical Housing o Business or Economic Improvement District o Grant Programs o Business/District Association 4. Enable Groundbreaking in River Terrace by Summer 2015 Objectives Estimated Timeline Infrastructure Financing Project (RT and Citywide) • Council Briefing February 2015 • SDC Notice and Methodology February 2015 • Council Hearin —SDCs April 2015 River Terrace Community Plan Implementation January-February 2015 • Zoning Districts ® Code Amendments Permitting Possible for final • Early assistance for land use applications permit approvals by • Building and site permits spring 2015 Public Facilities • Clean Water Services—pump station • City of Tigard 550-Zone Water Improvements 2 5. Expand Opportunities to Engage People in the Community Objectives Estimated Timeline Citywide Communications Plan (will include suggested Spring 2015 engagement improvements) Continue Council 1x10 meetings Quarterly throughout each year Community education; identify timing and content of measures for By end of 2015; ballot voter approval in 2016 Organize community engagement through increased work,%ith Neighborhood Networks,in-person and online forums Issues for Further Council Discussion [Schedule for 2015 workshop meetings (3rd Tuesday) or study sessions] • SW Corridor—Mayor will brief Council at January Council Liaison reports • Pacific Highway/congestion Qanuary 2015) • Annexation (Incentives Resolution in February, discussion February 2015) • Charter review (March 2015) • Future possible ballot measures (April 2015) • Strategic plan—what are next steps (to be scheduled) 3 r 1 r 1 1 r r;se to a point o-F order/ J 1 1N AT �y it's a set of rules for WHY ISO FAftIAMEHTARY conducting business PARLIAMENTARY at meetings and PIRG�:ED1r1R�? public gatherings. Because Because it allows IMPORTAHT? everyone to be heard J� and to make decisions without confusion. PARLIAMENTARY PROCEOVRS PARLIAMENTARY PROCEDURE MOANS= HAS A LONG HISTORY IT OfUGiNATW IT CAME TO IT BECAME ,D+E�►o t+c FLMBIE.ITy in the early English AMERICA UNIFORM Parliaments. with the first in 1876, when p�LE n n r n� European settlers. Henry M. Robert n r published his manual on Parliamentary Law. pgoTmino$ A OF FAIR 14 NG ° WGNTS FpR ¢� � EVEj2YONE. Today, Roberts Rubs of Order Newly ✓f`1 Revised, 10th Edition, is the basic handbook of operation for many clubs, organizations and other groups. it can be adapted to fit the needs of any organization. r So, it's important Note:A glossary and index are on page 14for everyone to know Ujs these basic rules! N A Ot998 Channing L,Bete Co.,Inc, All rights reserved. Printed in USA Price List A Scriptographic® Channing L.Bete Co.,Inc.,200 State Rd.,South Deerfield,MA 01373 Product To reorder call(800)628-7733 or write and ask for item number 18259R-1 1-00. 3 A RY" AGFMO'A, b, or order of business, is generally followed Noir pO by organizations using parliamentary procedure. Here's a typical example: M1111119M8 GET TNEJR SAY? 1. CALL TO ORDER S. SPWAL ORDERS If a quorum* is present,the This is important business chair (the person conducting previously designated for the meeting) says, 'The consideration at this meeting. They make motions. A motion is meeting will come to order." a proposal that the assembly take b. UNFINISHED BUS114ESS a stand or take action on some 2, MINUTES This is business that issue. Members have a right to: The secretary reads a record has come over from the of the previous meeting. previous meeting. 3. OFFICERS' REPORTS 7. NEW BUSINESS PRESENT MOTIONS sewoD MOTIONS Officers and standing New topics are introduced. (make a proposal) (express support for discussion (permanent) committees of another member's motion) may report on their S. ANNOUNCEMENTS activities. Some only These inform the assembly Second. report at annual meetings. (the people at the meeting) 4. REPORTS OF of other subjects and events. SPECIAL COMMITTEES 9. ADJOURNMENT Special (temporary) The meeting ends by a vote committees report on or by general consent (or by the tasks for which they the chair's decision if the were created. time of adjournment was prearranged by vote). DEBATE MOTIONS VOTE ON MOTIONS (give opinions on the motion) (make a decision), "A quorum is the number or percentage of All those members that must be present for business to in favor... be conducted legally.The actual number is I+h pk..- usually stated in the bylaws. Note: Some assemblies may hold electronic meetings,such as videoconferences or teleconferences.These assemblies may need to modify some rules for obtaining the floor, but they should still follow the other rules of parliamentary procedure. 4 � TN ERE ARE 5 690 ERA1. TYPES OF ,MOTIONS O MAIN MOTIONS 4 SUBSIDIARY MOTIONS �ME QUESTIONS RE .�rT1NG TO MOTIONS:introduce subjects for These change or affect how consideration, They cannot be the main motion is handled. made when another motion is (They are voted on before before the assembly. They yield the main motion.) to privileged, subsidiary and *mp IS IT IN ORDER? CAN IT BE AMENDED? incidental motions. I move Your motion must relate to the Some motions can be changed by For example: I move amend +ka business at hand and be presented striking out or inserting wording, or +ka+ wemo+Ion by at the right time. It must not be both. Amendments must relate to purchase... +rfking ou+.., obstructive, frivolous or against the subject as presented in the the bylaws. main motion. MAY I INTERRUPT WHAT VOTE IS NEEDED? THE SPEAKER? Most require only a majority vote Some motions are so important (more than half the members that the speaker may be interrupted present and voting). But, motions to make them. The original speaker concerning the rights of the fl PRIVILEGED MOTIONS I move regains the floor after the assembly or its members need vie adijourn._, interruption has been attended to. a%vote to be adopted. These concern special or important matters not related to 00 1 NEED A SECOND? CAN IT BE pending business, In general, Usually, yes. A second indicates PLEW0511DERED? they are considered before that another member would like to Some motions can be debated other types of motions. consider your motion. It prevents again and revoted to give members For example: spending time on a question that a chance to change their minds. interests only one person. The motion to reconsider must 15 IT DEBATABLE? come from the winning side. 4 INCIDENTAL MOTIONS Q Manolms THAT BRING Parliamentary procedure guards -rhe table on These are questions of A QUESTION AGAIN the right to free and full debate procedure that arise out of BEFORE THE ASSEMBLY on most motions. However, pages 8 and 9 other motions. They must be These enable certain items to some subsidiary, privileged an6wers Mese considered before the other be reconsidered. In general, and incidental motions questions for some motion. For example: the are brought u when are not debatable. Y g p )�-�-� specific motions. no business is pending. C I I I move For example: to Suspend the - rules for+ke purpose 0+�... I move to reconsider... I 6 7 P,p►ftrAMFNTiAtty p��i�e�V� AT � ���� Were are some motions y©u might make, how to make them, and what to expect of the rules. TO DO TH6; YOU SAY THLS� MAY Y "U DO YOU NEFA is I7 csw IT BE W14AT VOTE CAN IT BE THE SPEAKER? A SECOND? DEBATABLE? AMENDED? 15 NEEDED? RECONSIDERED? ADJOURN MEETING "I move to adjourn." NO YES NO NO MAJORITY NO CALL AN INTERMISSION "I move to recess for... NO YES NO O YES MAJORITY NO COMPLAIN ABOUT HEAT, "I rise to a question of privilege."NOISE, ETC. q P g YES NO NO NO NO VOTE NO TEMPORARILY SUSPEND I move to la the motion on the table." CONSIDERATION OF AN iSSUE y NO YES NO NO MAJORITY NO 0 END DEBATE AND AMENDMENTS "I move the previous question." NO YES NO NO YES 0 POSTPONE DISCUSSION "! to FOR A CERTAIN TdME move postpone pone the discussion until..." NO YES YES YES MAJORITY YES GIVE CLOSER STUDY "I move to refer the matter to committee." NO YES YES YES MAJORITY YES 4 OF SOMETHING AMEND A MOTION "I move to amend the motion by..." NO YES YES© YES MAJORITY YES INTRODUCE BUSINESS "I move that..." NO YES YES YES MAJORITY YES TME MOTIONS USTW ABOVE ARE IN ORDER OF PIRV"ENC'.E..BELOW, THERE 15 NO OIWE -. PROTEST BREACH OF "I rise to a point YES NO NO NO NO VOTE b NO RULES OR CONDUCT p t of order." VOTE ON A RULING OF THE CHAIR "I appeal from the chair's decision." YES YES YES NO MAJORITY YES SUSPEND RULES TEMPORARfLY "I move to suspend the rules so that..." NO YES NO NO NO AVOID CONSIDERING AN IMPROPER MATTER "I object to consideration of this motion." YES NO NO NO Y3 O YES 0 VERIFY A VOICE VOTE BY "I call for a division," or "Division!" !SAVING MEMBERS STAND YES NO NO NO NO VOTE NO REQUEST INFORMATION "Point of information,.." YES NO NO NO NO VOTE NO TAKE UP A MATTER "I move to take from the table.,.°' NO YES NO NO MAJORITY NO PREVIOUSLY TABLED RECONSIDER A HASTY ACTION 1 move to reconsider the vote on..." YES 0 YES YES 0 NO MAJORITY NO NOTES- O Unless 0 Affirmative 0 Unless Q Unless the ©Unless the 0 Unless the O A%vote in O Only it the O Unless the moved when votes may vote on committee has motion to be chair submits negative is speaker has the motion to be no question not be question already taken amended is to the assembly needed to prevent floor but has not reconsidered is is pending. reconsidered. has begun. up the subject not debatable. for decision, consideration of actually begun not debatable, the main motion. to speak. 8 9 © YOU WAIT FOR d THE CHAIR STATES 4W DO ' A SECONP YOUR MOTION • Another member will say, • The chair must say, pP,F.&EN-r M*' Hewes What happens "I second the motion." "It is moved and when you Want a • Or, the chair will call forseconded that we..." • motion considered: a second. After this happens, debate • If there is no second, your or voting can occur. motion will not be considered. • Your motion is now "assembly Motions made at the direction of property," and you can't a board or committee (of more change it without consent e_ than one person) do not require of the members. a second. 1 _ Second_ O YOU OBTAIN THE FLOOR 0 YOU MAKE p YOU EXPAND ON 4 THE CHAIR PUTS • Wait until the previous YOUR MOTION YOUR MOTION THE QUESTION speaker is finished. • Speak clearly and concisely. • As the person who made • The chair asks, "Are you • Rise and address the chair. • State your motion affirmatively, the motion, you are allowed ready for the question?" Say, "Mr. (or Madam) Say, "I move that we do..." to speak first. • If there is no more debate, or Chairperson" or 'Mr. instead of "I move that we (or Madam) President," do not .." • Direct all comments if a motion to stop debate is to the chair. adapted, a vote is taken. * Give your name. The chair will • Stay on the subject and avoid . Keep to the time limit • The chair announces recognize you by repeating it. personal attacks. for speaking. the results. • You may speak again after all other speakers are finished. AvQ. • You may speak a third time Aye. by a motion to suspend the rules with a%vote. 10 I I THE i4ETHOD OF MORS ABOUT VOTnNG VOTrlJG ON A 014"100 Are we re-ady depends on the situation and on -for t ke the bylaws of your organization. ��� question? e You may vote by: A question (motion) is VOICE SNOW OF MANDS ' 1 pending when it has been The chair asks Members raise their hands to verity staffed by the Chair but those in favor a voice vote, or as an alternative not yet voted on. to say "aye" to it. This does not require a count, and those A member may move for The last motion stated by opposed to an exact count. the chair is the first pending. say "no" (for majority votes The main motion is always only). A member may the last voted on. move for an exact count. —zt�& ROLL CALL BALLOT A MOTION TO A MOTION TO If a record of Members write ✓i LAY ON TME TABLE POSTPONE INDEFINITELY each person's vote their vote on 7 This motion is used to lay This is parliamentary strategy. something aside temporarily to It allows members to dispose is needed, each a slip of paper. take care of a more urgent matter. of a motion without making a member answers '"yes," "no" or This is done It should not be used to prevent decision for or against. This is when secrecy debate or to kill a question. useful in case of a badly chosen present' (indicating is desired. main motion for which either a the choice not to Members can "take from the table" vote) as his or her a motion for reconsideration. "yes" or "no" vote would have This must happen b the end undesirable consequences, name is called. ` of the current or next session (depending on how soon the next session is scheduled). A µ GENEPAL CONSENT r' 8reugRY When a motion isn't likely to - be opposed, the chair says, 4� ' , , JANUARY "If there is no objection..." Members show consent by 1 their silence. If someone says, "I object," the matter must be put to a vote. 1 a 12 13 " i GLOSSARY 500-- AND INDEX PARLIAMENTARY PROUPUPS HELPS GET THINGS Doris ADJOURN Page MOTION Page To end the meeting A proposal that the assembly Ways to adjourn. . . . . . . . . 4 take a stand or take action on MAKE MOTIONS How to move to adjourn . . 8-9 some issue Types of motions 6, 13 that are in order. AGENDA Procedures affecting Business to be considered motions . . . . . . . . . . . . . . 6-7 / during a meeting. . . . . . . . . . 4 Typical motions . . . . . . . . . 8-9 H OBTAIN TIME FLOOR How to make a motion. . . . 10-11 properly. AMEND To change a motion QUORUM SPE,A1- Ways to amend . . . . . . . . . 7 Number or percentage How to move to amend . . . 8-9 of members that must clearly and concisely. be present to conduct COMMITTEE business legally. . . . . . . . . . . 4 OBEY A group of members chosen SECOND the rules of debate. for a certain task . . . . . . . . . . 4 A verbal signal from a member DEBATE that he or she wishes to Discussion about a motion consider a motion just made Members' right. . . . . . . . . . 5 Members' right. . . . . . . . . . 5 T6at'5 When to debate . . . . . . . . . 7-9 When required . . . . . . . . . . 7-9 Rules on debate. . . . . . . . . 11 How to give a second . . . . 11 And, most of all, T alwayS in 6e eourteous. order! GENERAL C005ENT VOTING Adopting a motion Means by which motions without a vote . . . . . . . . . . . . 12 are accepted or rejected by the assembly IN ORDER. Members' right. . . . . . . . . . 5 Relevant to the What vote is needed . . . . . 7-9 business at hand. . . . . . . . . . 7 Method of voting . . . . . . . . 12 MAJORITY More than half of the members present and voting In voting . . . . . . . . . . . . . . . 7 When required . . . . . . . . . . 8-9 14 15 s�c�ssF��. M�ET�NGS u W" WNL► is MY IMAM A MF.SriHG PARTICIPATnoN SIMMS 55FUL? It takes a team of i,MPowr'ANr'? people who actively exchange ideas to accomplish goals. Because. your ideas, comments r and suggestions can benefit: All in fauor-- Active and positive participation helps to: • achieve the goals of r �1 the meeting — � • promote the group's objectives r • improve teamwork --1 r-7 and morale. you Your involvement can help you polish your skills in: • communication, because meetings allow you to gain experience in To help ensure success, group members should: expressing yourself / n-2 • leadership, since you can learn a great UNDERSTAND THE POOL THEIR KNOWLEDGE :�.... deal by observing and following the MEETING'S PURPOSE Meetings bring together people examples of successful group leaders. A lot can be accomplished when with different ideas and people have a clear sense of experiences. Members have an direction. Some of the common opportunity and a responsibility to: Learn how you can become goals of meetings are to: • express thoughts a more effective participant... • exchange information • react to others' ideas • solve problems • combine their skills to Important Notice • make decisions reach solutions. • share concerns Please read: The publisher has taken care in the preparation of this booklet, but the information it contains does not necessarily describe • explain issues, particular situations you may encounter. You should ask a qualified expert or professional for advice about your particular situation. c0[963 Channing Bele Company,Inc.All rights reserved. Printed in 115A. (45-03-B) Channing Bete Company,One Community Place,South Deerfield,MA 01373 w To reorder call(800)628-7733 or visit www.channing•bete.com and ask for item number PS18507 3 a Classic ScriptographyS Price List A N SS PMEWAMSP CTI" GOOD You can kelP the meeting run smoothly if you do your homework! m4airwev MAOOM& ...... .......... -an kelp AP42AVE ON TIME Proper etiquette c Latecomers may delay the . ..... ensure- that goals are met meeting, create confusion or MOW THE PURPOSE PZSFAJZW according to schedule. of the meeting so you any available background break the flow of progress. can determine how you "'N information before the moArsacan can contribute to the meeting so you can be a meeting's success, more knowledgeable, Fp.- ..................... valuable meeting member. V ........... REVIEW ........ THE AGENDA 0 carefully (if available). It will acquaint you with 26 AVOW UNNECESSARY OSSEIRVESPEORED the specific issues to Meetir,3 INTERRUPTIONS TIME LIMITS be discussed. In most cases, This will allow others a chance to phone calls, speak and helps ensure that all messages, etc issues on the agenda are covered. ....... ............ can wait until the meeting is over. 0 L�) nQ` L ........ REFRAIN FROM -STAYuo-nLTME END DISTRACTIONS Important follow-up plans are A5K QUESTIONS This includes whispering to your often made during the final before the meeting about UNDERSTAND neighbor, doodling, shuffling minutes of a meeting. anything you don'tpapers, etc. why You've been invited. understand, Questions You're more likely to show your concern for the participate actively if you know ll meeting's success. what's expected of you. .......... YOUR PAjXjnCPA-rj0 fj SUPPORT THE GET INVOLVED CAPRE55 YOUR FEELINGS GROUP'S EFFORTS 10 015W5510145 Differences of opinion expose DOE& $Apwr Commitment to the goals of you really can influence the people to other points of view. the group is the most important direction the meeting will take. Let others know how you feel APIFFE-40-SPOWUingredient for a successfulSpeak when you have about their ideas. But be careful • that our remarks do not become meeting, Combine forces with Y something worthwhile to personal attack. You are part of a team others by focusing your talents say (but keep your remarks a p Workingto reach careful) and energy on the issues Y to the point and as brief planned goals. Whether at hand. as possible). meetingHolding face-to-face or • Encourage others to stick SHARE YOUR T you have 5 teleconferencing, its up to the issues. an idea mics the group of your to you to: knowledge. It also prevents you gE CREATIVE from further developing your idea. Groupmembers usual) Have confidence In yourself, and y welcome innovative ideas that speak up! are supported by sound reasoning. To heap promote an TAKE NOTES imaginative plan, try to think of answers to possible criticisms Brief, accurate notes can be before you present your ideas. helpful during and after a meeting. Someone may be appointed to keep the minutes, a formal record of discussion and decisions. l TAKE A POSITIVE APPROACH Keep an open mind. When a group member f shares an idea, look for the value in that Q idea. Above all, be / Q enthusiastic. Enthusiasm can be contagious? 6 7 GOOD► COMAKUPICAT100 1.9 A MULL WrORT&I SUILPING Ideas can be shared more effectively if you keep WOF44 YOU SP64W these basics in mind. WOW OTi� p", EXPRESS SNE YOUR&ELF CLEARLY Make ail group members feel that LISTEN CAREFULLYGood pronunciation (saying you're speaking to each of them. RESPECT OPINIONS sounds correctly) and enunciation Never direct your comments only to Each speaker deserves your full Everyone has the right to (saying sounds distinctly) will be the person beside or opposite you. attention. But being attentive isn't express an opinion, Avoid making appreciated by your listeners. just a matter of politeness. Careful hasty judgments of others' ideas Proper volume, tone and speed listening prevents you from missing Allow others to express their also enhance delivery. Be sure that OFFER.SUGGESTIONS valuable information and allows ideas completely before you you face the group (don't speak Most people welcome good you to take accurate notes. offer comments, when drawing on board, etc.). advice. Don't hesitate to make suggestions, but offer them at BE COURTEOUS CONSIDER SUGGESTIONS SUMMARIZE AS NEEDED an appropriate time and in a Treat all members in the same way Don't become defensive when Sometimes your remarks may be positive manner. you'd like them to treat you. Don't others express ideas that conflict long and complex because of the interrupt speakers. Never distract with yours. Instead, use their topic of discussion. in such cases. others with inappropriate remarks suggestions to refine and develop you can help your listeners by or actions. your own ideas. summarizing your main points before you finish speaking. n 9 THis is your special AO Foffecinve chance to share your k `w1eJ9eon a subject of PP4&11W1rA1r10rJ importance o tHe group. `Z PRWAP441nop PFOLIVMY f YOUR AUDIENCE OPENING REMARKS must be considered set the tone and state the SPEAK NATV1zALXY when you prepare your -0, from your notes. Avoid reading speech, What they need purpose of all that follows. speech. Capture the attention of or memorizing your to know, how much they your audience with an already know, etc., are r interesting beginning. important factors. GAUGE YOUR VOLUME the audience will lose interest if they can't hear you. YOUR TIME LIMITS When you begin, be sure to OBJECTIVES ask if everyone in the room must be considered can hear you—especially establish what when preparing information you'd a presentation. those in the back. like to convey and Reserve time how you'd like tofor questions, E5TABLLSH convey it. EYE CONTACT to help your audience feel involved in what you're saying. ORGANIZATION VL9UAL A10-5 Staring at the floor or back wail Be �onest! is essential to clearsuch as flip-charts, detracts from your speech. if you cant understanding of to presentations, displaying too much �nformation slides and video- any subject. An clips can help U57E VISUAL AIV-5 answer a outline of key topics question, don't may be helpful. reinforce remarks if appropriate, and make sure /P try to bluff and add interest everyone can see them. Avoid your audience. at one time. . . .........* REHEARSING BE AWARE OF your speech helps build confidence NERVOUS HABITS and ensure success. that can be distracting, such Practice alone or in as repetition of certain words, fidgeting, and long pauses. front of others, or tape- record your presentation. ..........-.....'s.............. BluHG10C, THE o4aintic, TO A oqg People appreciate meetin 9s tkat end on but no meeting should adjourn without time, TYING VP ANY LOOSE ENDS FOLLOW-Up A SUMMARY Sometimes it's impossible to ASSIGNMENTS OF DECISIONS AFTM "F cover every item on the agenda To help guarantee that action To help refresh the memories However, avoid hasty decisions is taken on decisions, it's important of group members, a quick that may be regretted later, to know. recap of decisions made and Instead, table unresolved issuesactions to be taken can be FOPS-0• who is responsible for carrying until the next meeting. out the decision heipful. This review can also plans must be • what is to be done help prevent confusion later. put into action. ACENpq ' how action is to be carried out PLANNING THE • r�--. • when the work should NEXT MEETING A/P-MEW MINUTES be completed. To get a head start on the next or memos of the meeting, meeting, plan now. if they're available. . _ • Set the date. • �„k„� • Select the place. i/eOtAPLETE ANY • '1 • Develop a preliminary agenda. ASSIGNMENT gip$ you've been given. Unless you take your responsibifity seriously, the time everyone has Meetings invested may be wasted. that end on M'ASK QUESTIONS a positive note about anything in the are more likely memos or minutes that to result in confuses you. Seek help SuCce55ful if you don't understand follow-up your assignment. action. Now is the time to put ideas to work! 12 13 Some questions ,4a arnd answers about PA,R1.1AiMSNTAay T1NG C" BS THE P"eOSPOPS what Parliamentary F4UNPATIoN FOR SPWCLEWS- 99P Procedure? —for you and your organization! ,/ BE PREPARE It's a set of rules to do your part. When is governing conduct at it used? meetings. The rules by using good EFFECTIVE, t sprotect everyone's right by to be heard and allow communication skills. decisions to be made ✓ BE SUPPORTIVE i' procedure without confusion. arliamenta ry p � , of your group's efforts can be adapted to meet 14 + to reach goals. the needs of any group or organization. However, it's most useful when a large group meets What is or when formal debate is required. RQt�s � A� . ' of Order? It's the basic handbook of parliamentary procedure used by clubs, organizations and other groups. } 6eeome the kind of meeting I member others can count on! 15 14