Duration: 20 Minutes                                        Lights: Green 18:00, Amber 19:0, Red 20:00, Buzzer 20:00


  1. To control the meeting but not add to the meeting, i.e. should be as brief as possible with any communication.
  2. To direct the business and conduct the meeting.
  3. To maintain order by maintaining control of the meeting.
  4. To recognise and secure a hearing for all those who are entitled to speak.
  5. To state and put to the vote all motions put before the Chair and to announce the result of the vote,
  6. To control discussion on any points and ensure that it is relevant and as brief as possible. Committee reports should be no longer than 3 minutes. Announcements 90 seconds.
  7. To decide on points or order promptly and fairly.
  8. To remain impartial at all times.
  9. To sign the minutes of the previous meeting once accepted by the meeting as a true and correct record. The Chairman validates these minutes. Pass the signed minutes to the club secretary. These minutes are kept as an official record.
  10. Take note of the minor assignments in the Chairman’s report.

The Chairman should never assume dictatorial powers. He/she is responsible for orderly conduct of the meeting but has no right to dictate what is said or done.

A Chairman’s Checklist is attached and should be used as a step-by-step guide for conducting the meeting.

You are encouraged to be familiar with the business session “bible” known as “Rentons” Volume 2, Guide for Meetings: N.E. Renton. 8th Edition, 2005.

Note: The Vice President Education will not typically schedule a new member to the chairman’s role for the first 12 months, but if you wish to take on this role sooner, discuss this with the Vice President Education.

Some Notes on Motions:

The proper presentation and disposition of a motion requires eight separate steps:

  1. A member rises and addresses the Chair.
  2. The Chair recognises the member.
  3. The member puts the motion to the meeting verbally, and if other than a routine motion must also present the motion in writing.
  4. Another member seconds the motion and speaks for the motion or reserves their right of reply.
  5. The meeting debates the motion, if applicable, moving from the negative to the positive consecutively.
  6. The mover of the motion has final right of reply just prior to the motion being put.
  7. The Chairman takes a vote on the motion.
  8. The Chairman announces the result of the vote.

Points of order take precedence over all other motions before the chair and must be handled before resuming other business.

Chairman’s cheat sheet


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