World YWCA GUIDE TO STARTING A YWCA

Meetings
The chairperson carries out three important functions:
1) PLANS AND CHAIRS THE MEETING
• Knows the purpose of the meeting, how long it is scheduled to last, activities planned.
• If it is a business meeting (for making decisions), the leader plans an agenda (a list of items for
discussion or reporting) in consultation with the volunteer or staff member responsible, if applicable.
• Lets the group review the agenda, and adds items if needed
• Has the group identified which are the most important items for discussion
• Sets a suggested amount of time for each item and keeps agreements.
2) ENCOURAGES PARTICIPATION AND INVOLVES MEMBERS IN DECISION-MAKING
• The leader seeks to include ideas, questions, and comments from as many members as possible.
• The leader facilitates group discussion and encourages participation, so that:
• one person (or a very few) do not dominate
• all ideas and concerns are shared
• once major issues are raised, the discussion doe#t become repetitive
• the group reaches a decision or, if a final decision is not reached, the group agrees on next steps.
3) CONCLUDES THE MEETING WlTH CLARITY
• The leader (or someone she designates, such as the secretary) may summarize all decisions, agreements,
and assignments.
• The leader sets (or reminds the group of) the time and place of the next meeting.
The chairperson and all committee members WORK BETWEEN MEETINGS to:
• Follow through with actions based on the last meeting's decisions
• Plan and prepare for the next meeting.
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