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The Role of the Chairperson

The Chairperson is a part of a team made up of a Chairperson (or, at times, another discussion leader), the Secretary, the Treasurer, all the committee members. The Chairperson's aim should be to utilise the interests, release the potential energies of all the members, and to see that the committee develops a common view of its purposes and shared responsibility for leadership. They should play the role of a stimulator, not a dictator.

Points in Selecting a Chairperson

It might prove helpful in selecting a chairperson to ask this question:

What do we expect of a Chairperson?

to get things done - has a personal record of being a consistent worker who completed a job, is hardworking
to make decisions - is fair and evenhanded to all members of the group, persuasive
to stimulate and inspire others, enthusiastic, good-humoured
to know the right answers - has a background knowledge of the group's aims, and how committees function

Other people, bearing in mind the definition of the chairperson's job, find It more useful to look at qualifications for the position in this way:

has confidence in other members
wants to release the potential energy of the group
is more interested in the committees job than their own feeling of personal importance.

These lists of qualifications point to one way of helping committees improve their performance by selecting the right kind of chairperson. They suggest that committees can work better if they operate democratically, with democratic leadership and with members really sharing in making decisions and carrying them out.

The Ideal Chairperson - one who can:

work with people
stimulate people rather than browbeat them
help the group use all the abilities and experiences its members possess
encourage them to use the new abilities they develop as they work together.

How can a Chairperson fill these expectations?

By putting everyone at ease and making sure that all members have a say.

By being sensitive to members, encouraging quieter people to express an opinion, and by controlling the over-talkative or the more aggressive personalities in a friendly and firm way.

By making sure that a speaker has a chance to complete what they want to say without being talked down by other members. Overlong speeches need to be closed in a way that respects the speaker's feelings.

By discouraging over-emotional language, personal abuse or accusation, while trying to maintain a reasonable, calm and friendly atmosphere.

By using formal Committee procedure, allow the business of a meeting to be completed, for example, calling for motions to wind up long discussions.

By making sure that everyone has a chance to share in the achievements of the group, and actively participate in tasks and projects.

General Duties of a Chairperson

The Chairperson is the public representative of the Committee to the community. The Chairperson should be aware of and sign all documents that set out policy or have financial implications for the group.

Before a Committee or General Meeting:

consult beforehand with the Secretary on all the business to be discussed at meetings
supervise and to prepare, together with the Secretary, the agenda for the meeting
check that all reports etc which should accompany the agenda and minutes are sent out to members in sufficient time before the meeting
check the minutes of the previous meeting and sign for accuracy
be acquainted with any reports, correspondence, business etc, which is to be presented the meeting
work with the Secretary to ensure that tasks which were to be completed between meetings are completed.

During the meeting

open the meeting,
check for quorum,
conduct the business of the meeting and according to the order of the agenda paper unless it is altered with the consent of the meeting
confine discussion to the item actually before the meeting and to see that it is dealt with and settled before passing on to the next,
allow free and, if necessary, formal debate,
give all those wishing to speak an opportunity to do so, to see that their remarks are addressed to the Chair and to allow no private discussion or personal matter to be introduced in a negative way,
say who is to speak, if two people should speak at the same time - The Chairperson's decision on such points is final,
make every effort to let any meeting over:which she/he presides understand the reasons for and purpose of his/her rulings,
close the meeting when all matters are attended to.

The Ethics of a Chairperson:

Chairpersons should not force their own point of view on the Committee but should help it be expressed, discussed and agreed upon or not.

It is better for a Chairperson to make a wrong decision firmly than either to waver for some minutes before making up their mind or to keep changing their rulings.

If the Chairperson desires to place some factual information before the organisation in his official capacity, she/he should do so before calling on the mover to initiate the debate.

A Chairperson's reputation for impartiality can be speedily undermined if he or she does from the Chair any of the things that should be done from the floor, such as speaking to motions in a general meeting, or nominating members to some office. If they feel sufficiently strongly about a matter they should vacate the Chair temporarily.

Ethics - Leaving the Chair:

It is not ethical to leave the Chair to participate in a debate which has been progressing for some time. The moment to leave the Chair is before the debate starts, immediately after the mover has spoken. This privilege should not often be availed of, as a Chairperson's too-frequent participation in detailed debate endangers your reputation for impartiality - justice must not only be done, it must also be seen to be done.

The Chairperson must also leave the Chair whenever they are effected, for example during an election they are contesting, or during discussion of motions either censuring or congratulating them, or dealing with dissent from their rulings. Again, this ensures that justice is done and is seen to be done. It is fairer to the Chairperson's critics and also to the Chairperson as they can then put their side of the story from the floor of the meeting.

If a Guest Speaker is expected to arrive during the meeting, the Chairperson should not, because of this, leave the Chair to await and escort him; one of the Vice Presidents or some other office-bearer should be deputed to do this task. Similarly, a Chairperson should not leave the Chair to see off a Guest Speaker leaving before the conclusion of the meeting.

Four of the most important qualities of a good Chairperson are impartiality, firmness, tact and common sense. Other useful qualities are courtesy, patience and tolerance.