HOW TO CONDUCT CGB MEETINGS

HOW TO CONDUCT CGB MEETINGS
 Conduct minimum one CGB Meeting every month.
 Preferably a Dinner hosted in rotation.
 Secretary should send CGB Meeting Notice and Agenda to CGB Members 7 days in advance. Notice of
Agenda should be accompanied by Minutes and duly signed by Secretary.
 During the meeting follow Parliamentary Procedures.
 Use these every word and procedure while you Chair the meeting :
CALL TO ORDER :
 The CGB Meeting is Called to Order.
JAYCEE CREED :
 I request Jc._________________ to invoke the JCI Creed
WELCOME :
 I request Jc._________________ the host of this meeting to welcome the members.
QUORUM :
 "I request the Secretary to Establish the Quorum" (50% + 1 of CGB Members physically present to
constitute quorum). If Quorum is present the Secretary says "The Quorum is established."
ADOPTION OF AGENDA :
 The Agenda is already with you, Is there anything to add under any other subject (As the members
comes out with various subjects to be discussed under any other matter. Secretary notes it down in
the agenda along with thir names). Finally say" with the following additions under any other subject,
the Agenda is before you for adoption". (Secretary notes down the mover and seconder). "Moved by
Jc. ____________________ Second by Jc. ____________________. Agenda is adopted unanimously
if there are no objections."
MINUTES OF THE PREVIOUS MEETING :
 The copy of the minutes has already been sent to you, please go through the same again, as Secretary
reads and make corrections as if occurs to you without interruption (after the Secretary completes) say
"The minutes are before you for corrections if any". (Make the corrections mentioned with approval of
all). Then say, "Now the minutes are before you for adoption" (Secretary notes down the mover and
seconder). Now say "Moved by Jc. _____________ and seconded by Jc. _____________ minutes of
the previous meeting are adopted unanimously if there are no objections." Now sign the minutes.
MATTER ARISING OUT OF THE MINUTES :
 "Action sheets have been sent to all the concerned and I have received reply from _________________
(Tell the names of those who have replied, read the actions they have taken and appreciate them.)
Now, say "Please let me know if you need to know more with regard the action to be taken." (Clarify
the member if they have doubts or queries.)
REPORTS :
 Request every officer to present their report, it is a must. Even if they are absentees they should send
it to the CGB. Every executive should make atleast 5 Copies so that all can go through while they read.
The patterns of reporting by each officer is given under "Duties and Responsibilities" if any officer has
not submitted this report, strictly minuite it.
 Thus conduct the meeting till the end.
 The Secretary should prepare the minutes within 3 days preferably the very next day.
 Verify the rough copy of the minutes sent by Secretary and approve for typing.
Based on the minutes send action sheets to all concerned from whom action is required