How to Conduct an Assembly

This information is for assembly conveners:

Assembly meetings are conducted the same as any other organization meeting.

Only Chartered Assembly Members may vote on anything put for a vote in an assembly meeting. All new assembly members should bring a copy of the Charter they have signed to their first meeting and show it to the assembly convener or meeting chairman/woman.

The Assembly Secretary is responsible for writing the Minutes for each meeting and sending them to the national administration email to update the assembly web page.

Conveners are elected for a period of 12 months. They may stand for election for only 3 consecutive terms.

These are the steps for Conveners to follow:

The Convener is the Chairman/woman of each meeting. The Convener may ask the members to elect a co-convener to help in case the Convener is unable to chair a meeting.

These are the steps the Convener should follow to arrange and conduct meetings:

  1. A convener must be a Chartered Member. To become a chartered member click here:
  2. The Convener books a locations, date, time and place for each meeting.
  3. Writes an Agenda. The Convener should consult with the members at each meeting to ask if there is anything they would like arranged for the next meeting, and these will be added to the Agenda.
  4. Opens Mailchimp, prepares an announcement, and sends it. The Announcement should include the following:
    1. The date, time and location of the next meeting
    2. Any announcements for members
    3. The meeting agenda
  5. At the same time, the Convener sends the same announcement to for the national administration to update the assembly web page.
  6. On the day of the meeting, the Convener should follow these basic steps, but may add anything else that is relevant for the meeting:
    1. Convener opens the meeting, with an update on any activities the Convener or members have taken since the last meeting.
    2. Asks the Assembly if there is any business from the previous meeting Minutes the assembly members would like to discuss. When any business arising has been dealt with, the Convener will ask for someone to put a motion to approve the minutes, and then asks for someone else to second the motion for the Assembly to vote on by a show of hands.
    3. The assembly votes on the Minutes
    4. The Convener asks the Secretary and Treasurer to present their reports to the assembly, and after their reports, asks for or someone to put a motion to approve the minutes, and then asks for someone else to second the motion for the Assembly to vote on by a show of hands.
    5. The Convener continues with the business on the agenda.
  7. Ends the meeting when all business has been conducted.

A word of Advice:

The Convener may not always be the person to chair the meetings. An assembly may elect someone to act as co-convener, or even a temporary Chair in the Convener’s place.

The Convener should read out the Code of Conduct before the meeting, and make sure that the meeting participants are polite and wait their turn to speak by raising their hand to wait for the chairman to ask them to speak.

Should an assembly participant start causing trouble by sdisrupting the meeting in any way the chairman should nip it in the bud quickly and ask the offender to sit down and wait their turn. It is up to the chairman to select people to ask questions and to keep the peace.

Should someone continue to cause problems the chairman may ask them to either sit down and behave once more, or to leave the meeting. If necessary, the chairman should nominate 2 or 3 Sheriffs or burly men, to eject the offender if they become violent or continue to cause disruption to a meeting.

People go to assembly meetings to learn and to work together for the good of the community. If the chairman allows a participant to disrupt the meeting it is not fair on the others. So the chairman must be polite, firm and strong.

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