You could say up front that you are going to adhere to Robert's Rules and have a 3 min speaking limit for individuals and 5 for a group and then a 1 minute redress on issues (I think that is what it was but you'd have to look it up. Then have a timer so everyone has the same chance...it is hard though...
Another helpful thing is to make the open portion of the meeting (where people are allowed to talk, ask questions, make suggestions..etc...)take place at the very end of your meeting. This gives you the opportunity to say all the things you need to say at the meeting first. If something comes up at the open part of the meeting that also allows anyone who wants to leave to do so without having to miss the main part of the meeting. Then as others have noted you need a time cap on the open part of the meeting to control how long it goes on.
Our PTO had a problem like this last year, over classroom parties,For six months last year at every meeting their were at least eight parents that showed up all the time,to bet this issue to the ground every time. We put together a committee of these parent with one Boardmember. Took all the notes and suggestions and got together with the principal and resolved it buy putting these parties back in the hands of the parents. We oversee the activities but we do not run these activities any longer / we do not have anything to be accountable for we left it up to the parents so now it's parent to parent resposiblity. THE PARENTS WANTED TO RUN THESE PARTIES and collect monies if they want or not. Six months on the same subject to much too long. This year not one of those parents showed up for our first meeting. But we always do our board business first and chairpersons business next then open it to the floor. This way they have to sit through our meeting first. Always take controll by show of hands when ready to speak It helps to keep control of the discussions,
If you have a large turnout(ps we have never ahd this problem) I would make it clear at the beginning that everyone will get a chance to be heard, but in order to maintain decorum and give everyone this opportunity, ask that people be recognized before they speak, please do not interupt others and keep you discussion as breif as possible. You have to take charge-if things start to get out of hand, be assertive and call the meeting to order. Reitterate the process & start again calmly. Don't forget to do it all w/a smile on your face [img]smile.gif[/img] hehe
We had our 1st meeting of the year with 30 people in attendance - Our best turnout by far!
a few parents (3) were upset about one item, we did our best to help the situation but it went on too long. How do you stop the ranting and still allow people to feel heard? My fear is it alienated the 15 or so new parents we had at the meeting.
