chairmanship

Honor

Eddie k. Ng’andu
Category: Missionary Endeavor.
Chairmanship can be simply defined as an art of leading out in decision-making or presiding over a
meeting. For a meeting to be chaired there must be a chairperson.

*A chairperson is someone who chairs a meeting.

A chairperson can be called by different names such as Chairlady when she is a lady, Chairman when he
is a man or chairperson in general. The chairperson is usually assisted by the secretary whose main duty
is to record and keep minutes.
*Minutes are official notes kept during a meeting.

In this paper, we are specifically going to look at Christian Chairmanship.

QUALITIES OF A CHRISTIAN CHAIRPERSON

There are many qualities that a Christian chairman must have, but these are some of the major ones:-
1. Spiritual = Temptations are at every point; hence the chairperson must be prayerful. 1 Thessalonians
5: 17.
2. Vision = Proverbs 29: 18 says, “Where there is no vision, the people perish…” Therefore, vision is an
integral part of a chairperson.
3. Patience: Needs to have patience.
4. No Fear for Confrontations= There will always be people to oppose whatever item is on the agenda
in a meeting, hence the chair must not be afraid but prepared to meet the confrontations.
5. Honest= The chairperson must be honest in whatever he/she does, 2Corinthians 8:21
6. Integrity= Must have integrity.

A MUST KNOW FOR EVERY CHAIRPERSON

- Admit your mistakes
- Give attention to every view of a member
- Foster a spirit of unity and team work
- Get rightful men to sit in committees
- Identify yourself closely with the personal needs and desires of others
- Be thoughtful of the feelings of others
- Give credit where it is due
- Practice the golden rule, ‘do unto others what you want them to do unto you.
- Do not make promises you cannot keep
- Counsel closely with your work mates. Do not tear them outside the meeting but build them
- Be friendly to the people you work with
- Arrange compatible men to work together. Do not let people at war work together or their personal
prejudices may hamper progress
- Every member must know what is expected to be discussed where possible
- Let there be moderation. Moments are there when policy books must be referred
- Must allow one subject at a time.
- Ensure full and free debate.
- Respe
- Must ensure that the will of the majority is carried out and the will of the minority preserved.

LADDER OF PROCEEDING
1. Recognize the Chair = A member desiring to speak must recognize or seek attention from the chair by
lifting up his/her hand. In response, the chair gives the person a chance to speak whatever he/she wants
to speak.
2. Address the Chair= After a member has been given the floor or chance to speak, he/she must address
the chairman before presenting the motion by mentioning the title of the chairperson, e.g. Mr.
Chairman, Madam President etc.
3. Present the motion= The person on the floor then presents the motion by saying “ I move that or I
propose that _____________”
4. Seconding the Motion= after the motion has been presented, the chairperson asks for anyone
agreeing with the motion in order for it to be discussed. But you have to note that a seconder of a
motion has a right to change his mind and vote otherwise.
5. State the motion= this is where the chairman clarifies the motion to the house before discussion.
6. Discussion= this is the stage were the motion proposed is being talked about
7. Vote= after the discussion, every member has the right to vote through different modes of voting as
directed by the chairperson.

The following are some of the modes of voting:-

- Acclamation= voting by voice e.g. “those in favor say aye (yes) and/or those against say nay (no).
Hand Raising= this is where by those in favor of the motion raise up their hands.
- Standing Up= this is where by those in favor of the motion rise up by standing.
- Secret Ballot =voting secretly without anyone knowing what you voted for e.g. writing the vote on
a piece of paper.
- Calling the Roll=this is a list of names which are called and people say yes or no in the end the chair
counts the yes and the noes.
- Bell Calling= this is where names are called out and people vote on each name called. Note that
these are not the only methods of voting

GUIDELINES OF WHO SHOULD SPEAK IN A MEETING

- Preference must be given to the proposer of the motion
- A member who has not spoken has prior claim over one who has already discussed.
- A member who raises his/her hand first. Alternate between those for and against.
- The chair should show preference to the opposed to be the last speaker.

ORDER OF BUSINESS

1. CALL TO ORDER
The chair calls the meeting to order by:-
Rapping the gavel and say: “I call this meeting to order.” Wait for quietness, and then begin the
meeting at the exact time.
2. OPENING SONG, PRAYER AND DEVOTION.
For Christian chairmanship, start with a song, then prayer and devotion (optional)
3. ROLL CALL
Roll call can be simply defined as calling the register of names or officers to see who is present
or wither the Quorum has been met. The Chair says: “The Recording Secretary will call the Roll
of Officers.” The Recording Secretary then calls the roll in a loud, clear voice, with pauses for
response.
Apologies are needed for those members who are unable to attend the meeting and they should be
recorded as part of the minutes.

4. ADOPTION OF THE AGENDA

The Chairperson says, “The Secretary will read the items on the agenda” After the secretary reads the
agenda, he/she moves that the agenda be adopted then wait for a secondment.

5. READING AND APPROVAL OF PREVIOUS MINUTES

The Chairperson says: “The Secretary will read minutes of the last meeting.” Alternatively, copies of the
minutes can be distributed at the meeting and the Chair says: “Instead of having the Secretary read the
minutes, copies have been distributed for your review.” After the minutes are read or reviewed, the
Chairperson asks: “Are there any additions or corrections to the minutes? [Pause.] If not, the minutes
will stand approved as read.” If corrections to the minutes are made, ask for unanimous consent to
additions or corrections at this time. If there is an objection to any addition or correction, it will be
necessary to adopt a motion to make that change.

6. MATTERS ARISING
Matters arising are one of the most misunderstood sections of the meeting. This covers points that were
discussed at the last meeting, when perhaps someone was asked to do some work or there have been
subsequent developments, which now need discussion.

7. REPORTS
There are a number of officer’s reports e.g. the chairperson’s report, the secretary-treasurers report, the
committees report etc.

Secretary-Treasurer’s Report

This report should be copied and passed out at the meeting. The Chair asks: “Does everyone have a
copy of the Secretary-Treasurer’s Report? [Pause.] Are there any questions? [Pause.] If there are no
objections, the Secretary-Treasurer’s Report will stand approved.” If someone raises an objection, a
motion of approval is required.

Committee Reports:

Before the membership meeting, the Chairperson should talk with each committee chairperson and go
over his/her Committee Report. Reports from any given committee should be made only when there is
something worthwhile to report. To introduce these reports, the Chair would say: “We will now hear a
report from the ____________________ Committee.” If a committee report contains specific
recommendations, which call for membership action, then after the report is given the Chair would say:
“You have heard the report of the ________________________ Committee, with the recommendation
that the membership authorize _____________. Does the Chair hear a motion to adopt the
____________________ Committee’s recommendation?

8. NEW BUSINESS
New Business: Includes items raised at this meeting, which were not necessarily included on the
agenda, and which require membership action. This is the membership’s chance to raise issues that are
not included on the agenda. To open this part of the meeting, the Chair would say: “Is there any new
business?” For the group to make a decision on any new business brought up at a meeting, remember
what is required: a motion, a second, a chance for discussion and a vote.
9. ANNOUNCEMENTS
The chair gives the announcements and closing remarks.
10. ADJOURNMENTS
Adjourning the Meeting: When the business of the meeting is finished, and if no one has made a motion
to adjourn, the Chair should ask for one by saying: “Do I hear a motion to adjourn?” A motion to
adjourn must be seconded, and is then voted on without debate.
11. CLOSING PRAYER
This finally marks the end of order of business of Christian chairmanship.
CHAIRMANSHIP TERMINOLOGIES
- Amendment - This is a change to an already existing motion
- Call to order – Attracting the attention
- Calling question – Tell the chair to put a motion to a vote
- Quorum – A minimum number required to make committee resolution legal.
- Seconding – Conquering with the thought or idea of the proposed motion
- Table the motion – This is suspending discussion due to insufficient information on the motion
- Adjourn – To end the meeting or break for a later time.
- Gavel – This is a small wooden hammer used to call a meeting to order.
- Majority – When more people side for the motion at voting
- Motion- A motion is a piece of information or statement brought to the house, seconded discussed
and voted to be made legal.
- Amendment Motion-a change made to an already existing motion, constitution or by-law.
- Amendment to Amendment Motion-a change made to an amended motion.
- Table the Motion-this is to put off an item under discussion to a later time. This may be as result of
insufficient information on the matter.
- Point of Education= this is an order raised by a member with an aim of correcting a noticed error.
- Point of Information- this is an order raised by a member when he/she does not understand the
intent of the motion.
- Point of Order= this is a query in a formal debate or meeting as to whether correct procedure is
being followed
- Motion on the Table-refers to items under consideration in the house
There are different types of motions:
- Dilatory motion – Useless or meaningless motion and must be ruled out of order by the chair.
- Main motion - Original motion raised by a member.
- Subsidiary motion - Motion raised from the main motion e.g. motion to table the matter under
discussions.
- Privileged motion-this is a motion which does not need to be seconded is not debatable, amendable
and it is good for adjournment, e.g. “I move that we adjourn.” Without being seconded the chair
states the motion, “there is a motion to adjourn, all in favor say aye (yes) or all those against say nay
(no)”
COMMITTEE
A committee is simply a group of people who make decisions on behalf of a large group
TYPES OF COMMITEES

1. Standing committee.
This is an appointed or permanent committee with a longer life-span and it deals with regular
or continuing issues e.g. the church board, the A.Y executive etc.
 2. Sub-committee.
Formed from the main committee to look into certain issues, e.g. camp meeting committee
3. A dock Committee.
Has a short life span. Formed to fulfill an objective and ceases upon completing the task, e.g.,
wedding committee

SOME ADDITIONAL NOTES OF THE CHAIRPERSON

- The Chair should make sure that all reports given at the meeting are brief and to the point. This will
help keep the whole meeting short. People are more likely to attend meetings that are run
efficiently and end on time!
- When a motion is made it must be seconded. The Chair should then state the motion and call for
discussion: “It has been moved and seconded that ... Is there any discussion?”
- Sometimes an amendment to the motion on the floor may be offered. An amendment must be
seconded and then discussed. The Chair should say: “An amendment has been made and seconded
that ... Is there any discussion on the amendment?” A vote is first taken on the amendment. After
the amendment is decided on, the discussion returns to the main motion (as amended if the
amendment was passed). A vote is then taken on the main motion.
- During a discussion of a motion or amendment, make sure that each member speaks only once
until all other members have had an opportunity to speak. It is a good idea to alternate speakers for
and against the motion. If members begin responding to and addressing remarks to each other,
remind the group that all comments should be addressed to the Chair. The discussion and debate is
for the group as a whole to participate in. It is not an argument between couples of members.
- A member may raise a “Point of Information.” For instance, he or she might state: “Point of
Information. I don’t understand the intent of this motion.” The Chair should then clarify the intent
of the motion or provide the information being requested. You may have to remind the member
that a point of information is a question, not a statement.
- The Chair should then clarify the intent of the motion or provide the information being requested.
You may have to remind the member that a point of information is a question, not a statement.
- Sometimes a member may rise on a “Point of Order,” saying something like: “Point of Order. This
discussion does not pertain to the motion on the floor.” The Chair should make a ruling and say
something like: “Your point is well taken and I direct the member speaking to address the motion on
the floor.”
- There are times when discussion on a topic begins but no motion has been made. In this instance,
the Chair may call for a motion by saying, “Does the Chair hear a motion to ...?” Of course, this
motion must be seconded and the Chair should re-state the motion before asking if there is
discussion.
- When a member stands to speak, he must speak to the chair. No member should mention the
name of the recurrent speaker or turn to face him as this may cause confusion by direct
confrontation.
- If the chairman intervenes to speak to the speaker himself, the speaker may remain standing but
remain silent when the chairman is addressing him.
- If the chairman intervenes to speak to some other person, the speaker must at once resume his seat
and wait until called upon to continue. If any other person seeks to intervene, the speaker may
ignore him, but if the chairman signifies that the intervener be heard, the speaker must at once
resume his seat.
- The chairman is at all times in charge of proceedings and if the chair rises to speak accept after
adjourning the meeting, all other persons shall stop speaking and shall resume their seats or remain
seated.
- The speaker must regard himself us subject to the directions of the chairperson.

For more help in the meeting terminologies and how to use them in a meeting at an appropriate time,
check in the table below.
ROBERTS RULES OF ORDER
Chart of Motions & Procedures
These motions are listed in order of precedence. A motion can be introduced if it is higher on the chart
than the pending motion.

Purpose You Say Can Requires a Debatable Can be Vote

Interrupt Second Amended Required

Close the I move to No Yes No No None

meeting adjourn
Register a I rise to a Yes No No No Majority
complaint question of
privilege
Lay the I move to No Yes No No 2/3
motion aside table the
temporarily motion
End debate I call the No Yes No No 2/3
question; OR
I move to end
debate
Limit or I move that No Yes No Yes Majority
extend debate be
debate limited to…
Postpone to a I move to No Yes Yes Yes Majority
certain time postpone the
motion to…
Refer to a I move to No Yes Yes Yes Majority
committee refer the
motion to…
Modify the I move to No Yes Yes Yes Majority
wording of amend the
the motion motion by…
Postpone the I move that No Yes Yes No Majority
decision the motion
indefinitely be postponed
indefinitely
No order of precedence. These motions arise incidentally and are decided immediately.

Purpose You Say Can Requires a Debatable Can be Vote

Interrupt Second Amended Required
Enforce the Point of order Yes No No No None
rules
Submit the I appeal the Yes Varies No No Majority
matter to the decision of
group the Chair
Suspend the I move to No No No No 2/3
rules suspend the
rules
Divide the I move to No No No Yes Majority
motion divide the
question
Demand I call for a Yes No Yes No None
rising vote division
Ask a Parliamentary Yes No No No None
question inquiry
about
parliamentary
procedure
Request for Point of Yes No No No None
information information