BUSINESS MEETING FORMAT

BUSINESS MEETING FORMAT (Word version)
(Speak only the italic text.)

Opening the Meeting

Chairperson: "The meeting will please come to order. Hello My name is _________________ (first name only) and I am a _______________. Welcome to the monthly Business Meeting of the Sunday A.R.T.S. Anonymous group."

Serenity Prayer

"Please join me in a moment of silence followed by the short version of the Serenity Prayer."

"God grant me the serenity to accept the things I cannot change, courage to change the things I can, and wisdom to know the difference."

The Ninth Tool

"We attend business meetings that are held monthly. Many of us have long harbored feelings that "business" was not a part of our lives, but for "others" more qualified. Yet participation in running our own program teaches us how our organization operates, and also helps us to become responsible for our own recovery."

Business Meeting Preamble

"This business meeting is a structured forum for discussing and developing solutions regarding anything that might affect this A.R.T.S. Anonymous group as a whole. The meetings are held on the Last Sunday of every month at the half way point of the meeting.

Some of us may find that feelings of frustration, impatience, differences of opinion and/or intolerance of the concerns of others may arise during the discussions of specific issues. Being aware of these feelings while at the same time respecting the opinions of others may help, over time to replace these feelings with a growing sense of satisfaction and increased self-worth as we come to realize the value of participating. Recovery requires us to change our attitudes and outlook on life, to let go of old ideas. Please remember that the program is about principles, not personalities.

We follow an abbreviated version of the Robert's Rules of Order when conducting the discussion of business, which states that the chairperson dictates who "has the floor" -- or the right to speak. Business for discussion must be introduced in the form of a motion that is seconded, discussed and voted upon. Please refer to the group flyer titled "How Business is Conducted in Deliberative Assemblies" for an overview of procedure."

　

Secretary's Reading of the Minutes

A. Chairperson: "Would the group Secretary please read the minutes from last month's meeting?"

[Minutes read by Secretary.]

B. Chairperson asks the group: "Are there any corrections to the minutes?"

Options:

 "There being none, the minutes are accepted as read."

 If there are corrections the chairperson says: "(Name of secretary), please make the necessary corrections."

 If there is a difference of opinion or opposition to the corrections:

 Chairperson says: "Please make a motion to amend the minutes" and then yields the floor.

 After the motion is made, chairperson says: "How many are in favor of amending the minutes as suggested?" (Motion is voted on.)

F. After that is settled, the chairperson should ask: "Are there any further corrections (or amendments) to the minutes?"

G. If there are none, the chairperson then says: "There being none, the minutes stand approved as corrected."

Reports From Trusted Servants

Note: 3/29/09 (scroll down – we have no treasurer or literature position though we could have a GSR to represent the meeting at the World Service Conference)

A. Treasurer’s Report

a. Chairperson: "The next business in order is the hearing of the reports of the Trusted Servants. Has the Treasurer any report to make?"

b. If the Treasurer has a report to make, the Chairperson says: "You have the floor." The Treasurer then makes his/her report.

c. Chairperson: "Are there any motions or questions regarding the Treasurer’s report? Please ask one question at a time."

d. Chairperson has 2 options:

i. If there were no motions or questions about the Treasurer’s report, then the chairperson will say: "The Treasurer’s report is accepted as read."

ii. If there was a motion and subsequent discussion and vote on the motion, the chairperson will repeat the motion stating: "The motion to … was voted on and accepted (or "the noes have it and the motion was lost")."

B. Service Representative Report (GSR)

a. Chairperson: "Does the Group Service Representative have a report to make?"

b. If the GSR has a report to make, the Chairperson says: "You have the floor."
The GSR then makes his/her report.

c. Chairperson: "Are there any motions or resolutions regarding the GSR report? These could be questions but should be framed as a motion."

d. Chairperson has 2 options:

i. If there were no motions or questions about the GSR report, then the chairperson will say: "The GSR report is accepted as read."

ii. If there was a motion and subsequent vote on the motion, the chairperson will repeat the motion stating: "The motion to … was voted on and accepted (or "the noes have it and the motion was lost")."

C. Inter Group Representative’s Report (ISR)

a. Chairperson: "Does the Intergroup Service Representative have a report to make?"

b. If the ISR has a report to make, the Chairperson says: "You have the floor."
The ISR then makes his/her report.

c. Chairperson: "Are there any motions or resolutions regarding ISR report? These could be questions but should be framed as a motion."

d. Chairperson has 2 options:

i. If there were no motions or questions about the ISR report, then the chairperson will say: "The ISR report is accepted as read."

D. Literature Report

a. Chairperson: "Does the Literature Person have a report to make?"

b. If the Literature Person has a report to make, the Chairperson says: "You have the floor."
The Literature Person then makes his/her report.

c. Chairperson: "Are there any motions or resolutions regarding the Literature report? These could be questions but should be framed as a motion."

d. Chairperson has 2 options:

i. If there were no motions or questions about the Literature report, then the chairperson will say: "The Literature report is accepted as read."

　

Reports From Special Committees

The chairperson should have a list of current Special Committees. If Special Committees exist, the chairperson should ask each committee head the following:

 "Has the committee on (name or subject of committee) any report to make?"

 OR if the chairperson knows that there are few, if any reports to be made he/she may save time by asking, "Have these committees any reports to make?"

 The floor may be given to any committee heads as recognized by the chairperson, by saying: "You have the floor."

Unfinished Business and Special Orders

Chairperson: "Would the Secretary please read the Unfinished Business from last month’s meeting -- one topic at a time?"

[Secretary reads the first topic of unfinished business.]

Chairperson: "Are there any motions or resolutions regarding … (first topic)?"

A. (If there are motions/resolutions, the floor must be obtained by the person making the motion after which the motion may be made and seconded. Then the chairperson should repeat the motion/question for the assembly and the debate may begin, after which the motion/question should be repeated by the chairperson and a vote may be taken.)

New Business

Chairperson: "Would the Secretary please read the New Business from last month’s meeting -- one topic at a time?"

[Secretary reads the first topic of new business.]

Chairperson: "Are there any motions or resolutions regarding … (first topic)?"

Adjournment of the Meeting

Chairperson: "Business for this meeting has been resolved or deferred until next month’s business meeting. May I have a motion to adjourn this meeting?"

(Motion must be made to adjourn the meeting and seconded.)

Chairperson: "This business meeting is now adjourned. The regular meeting chairperson will now close the meeting."