Conducting
a
HOSA Meeting
Teresa Rogers
Butler County ATC
Fall 2010
Types of Meeting
• Executive
– Meeting of the Chapter officers
– Used to plan for the regular meeting
• Regular
– Regular scheduled meeting, usually monthly
– Time and date should be placed on the Chapter’s
Calendar of Events
• Special
– Called to discuss unexpected business items
– Chapters may have bylaws concerning
announcement of special business meeting
Meeting Agenda
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Call to order
Pledge of Allegiance
Roll Call / Quorum
Minutes of Previous Meeting
Treasurer’s Report
Officer’s Report
Standing Committees
Special Committees
Unfinished Business
Program
Announcements
Adjournment
• Call to Order
– The official opening of the business meeting. It is
done by the President
• Pledge of Allegiance / HOSA Creed
• Roll Call / Quorum
– Necessary for any business meeting.
– May be taken by actually calling each member’s
name, passing a sign-in sheet, or taking
attendance at the door.
• Minutes of Previous Meeting
– Must be approved either as read or as corrected.
– Once approved, the minutes become a part of the
official record of the Chapter.
• Treasurer’s Report
– Should be as brief and uncomplicated as possible.
– Once given, the report should be accepted subject
to audit
• Officer’s Report
– Should be as brief as possible
– May be given in writing or verbally
– If an officer gives recommendations, their form
should resemble a committee’s recommendations
– After the report is given, the President restates
the recommendation and asks for a second
– It then becomes a main motion
• Standing Committees
– Include those committees which serve all and
have official tasks that are mentioned in the
constitution or bylaws.
– In the case of the standing committee report
no motion is necessary because only facts are
presented
• Special Committees
– Includes committees which are appointed for a
limited time and a specific purpose.
– Their existence is terminated with the final report
to the Chapter.
– In the case of a special committee report, a
motion for its adoption is necessary because it
makes a recommendation.
• Unfinished Business
– Include any question(s) that was pending at the
last meeting when it was adjourned or any
unfinished business at the last meeting that did
not reach the floor
• New Business
– Any business item new to the Chapter
• Program
– An optional agenda item that is usually in order at
this point on the agenda
• Announcements
– Any announcement pertinent to the organization
is in order at this time
• Adjournment / Recess
– The ending of the meeting.
– The next time the Chapter convenes, it must start
at the beginning of the agenda
Chapter Management:
Tips for Problem Solving
1. Speak up when the discussion is in progress. . .don’t
gunnysack for later.
2. Don’t interpret the other person’s motive or label
him/her. This puts others on the defensive and he/she
won’t listen to you with an open mind.
3. Stick to the specific issues. Don’t over-generalize. Be
very concrete.
4. Don’t use the occasion to bring out your museum of
resentments. Don’t let others do that either. Solve
one problem at a time.
5. Never apologize for asserting your rights.
6. Nonverbal cues should be consistent with verbal
language. Voice, facial expressions and body
language should back up the message, not
negate it.
7. Overkill is unnecessary. . .the mark of the
insecure! Use only the amount of force
necessary to get the message across.
8. If necessary, take additional steps or bring
others in. Don’t threaten. . . State what you are
going to do and follow through.
9. Look the person in the eye.
10. Don’t hit below the belt.
11. Do not collude! (To collude is to pretend to
agree when you don’t or pretend to be
something you aren’t.)
12. Avoid a fight. If the problem solving process
leads to an insult exchange or becomes a
repetitive, stale argument, then it is obvious
the problem has stalled.