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.

These are the steps to follow:

The Convener

  1. opens the meeting and welcomes the participants
  2. addresses any outstanding items from the previous meeting’s minutes, and when everything is settled asks the assembly for a Seconder, and then asks for a vote by a show of hands to approve the previous meeting minutes
  3. asks the Assembly Secretary if there is any correspondence. If there is, it should be read out and then for discussion. When everything has been discussed the Secretary asks for someone to Second the correspondence and then asks for a vote by a show of hands to approve the correspondence.
  4. asks the Assembly Treasurer to report on current finances to the Assembly members. Any questions about spending assembly funds should be discussed. After all business has been settled the Treasurer asks for someone to Second the treasurer’s report, and then asks for a vote by a show of hands to approve the report.
  5. opens discussion for general assembly business, or to introduce a featured speaker.
  6. 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 Chairman in the Convener’s place, either temporarily, or for a 12 month term.

Whoever conducts the assembly meeting should make sure that the meeting participants are polite, and wait their turn to speak when invited by the chairman. Should an assembly participant start causing trouble by speaking out of turn, or by disrupting 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 should 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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