PROCEDURES OF MEETINGS

A. Etiquette

 – Attendance
Be presence at least 5-10 minutes before start of meeting.
No absentees are allowed, provided proper reasons are given well ahead of time.

 – Quorum
“A Quorum of a Committee Meeting shall be formed from at least 2 of the Office Bearers and at least 50 percent of the remaining members.” Constitution 14.1 This means 2 Office Bearers one of them is the President or his delegate if in office and at least four of the remaining members.
Minimum number of participants must be present for convening of meeting.
Minimum number of Key Participants must be present for any proper voting and decision made.
Each member or participant are accountable for their own attendance.

 – Opening Prayers
Each participant, especially church members or Christians need to have a moment of prayer when settled down into their seats.
The Senior Priest or the Chairperson or whoever being assigned or requested, will then lead the committees and participants in prayers before convening of the meeting.

 – Agenda
All topics and concerns need to be submitted at least ten days prior to the meeting.
Agenda topics need to be circulated to relevant participants at least one week prior to the meeting.
Any changes or concerns on the topics need to be expressed to Abouna, Chairperson, at least 48hrs prior to the meeting.

 Participants Preparedness
Members and participants will need to be well-prepared for their respective areas for presentation and discussion.

 – Time
Agenda to indicate Date, Day, Start and End time of the meeting.
Participants will be given allocated timeslot for presentation and discussion.
Proper time keeping and strict adherence to each participant’s timeslot is to be well-maintained.
Breaks (10 – 15 minutes) may be included for every two hours during extended meetings time.

 – Attire
Proper attire need to be strictly adhered to in accordance to the formality of the meetings.

 – Participants – Speaker and listener
Politeness and responsiveness from participants are necessary during speaker’s presentation and, during Q&A time.
No abrupt interruption to others even if there’re strong disagreement.
Personal criticism is not allowed at all times.
Agenda focus and topic discussions are necessary to uphold healthy meeting.

 – Electronic gadgets
Mobiles must be off at all time during the meetings.
Only when necessary, urgent calls must be taken outside of the meeting room.
Laptops, iPad, etc. also are to be turned off unless related topics are needed for the meetings.

 – Guest
Only announced and attendance granted by the Senior Priest and/or Chairperson, can guest be brought to the meetings.

 – Minutes of meeting summary
End of meeting minute’s summary need to be read through before closing of meeting.

 – Communique
A summary or the highlights of the meeting is to be prepared by the Secretary to inform the congregation.

 – Next meeting
Set the next meeting date and time.

 – Closing Prayers
The Senior Priest or the Chairperson or whoever being assigned or requested, will then lead the committees and participants in prayers before meeting’s closure.

 – All Communications should be copied to the Priest in charge and the Secretary.

 – Final Agenda and Minutes should be copied to His Grace Bishop of Melbourne and Affiliated Regions

B. Rules & Regulations – General Procedures

 – Agenda
After opening prayers, items listed in the agenda will need to be shown for all participants to start focusing on the topics of the meeting.
Any change or request to the agenda list or prioritization need to be addressed immediately, otherwise, no further changes to the agenda lists for the rest of the meeting is allowed.

 – Review of last minutes of meeting
Organizing member will show minutes of the last meeting with all necessary changes, correction, concern and dispute to be addressed before the start of the day’s agenda topics accordingly.
Any changes and amendments will be made by the committee members of the day, irrespective of the person who had motion it and/or the person who seconded the motion, unless otherwise, through other means of agreement before the start of the meeting.

 – Voting Rights
Only Members of the Committee have voting rights as detailed and laid out in accordance with the constitution.
Members voting rights will need to concur with the vision and mission of the church, and the church constitution direction, and must follow the principle of the Christian believe in the Bible.
Overriding power (Veto) may need to be exercised by the Senior Priest, and/or Chairperson, if for any reason, the vote for the motion is deemed not in accordance with the Orthodox Christian believes.

 – Motion (Proposal/ Topic motion /Accountability/Reports/Documents)
The Priest in charge and/or the Chairperson must insure that all attending Members have the opportunity to vote for or against any proposed motion.
If majority is in favour of the motion, the Priest in charge and/or the Chairperson should for who would move the motion (first).
Every proposal motioned must be seconded by another member.
If the motion is seconded, the Priest in charge and/or the Chairperson declares that the motion has become a resolution and further debate or voting is necessary.
If there are no second to the proposal, the motion is lost.
All topics or lists in the agenda covered must be itemized with appropriate ownership’s responsibility and dateline. Follow the SMART rules.
Specific + Measurable + Achievable (Assignable) + Relevant (Realistic) + Time-related (bound)