The presiding officer (PO&captain of a team-is also the master of ceremonies and timekeeper. From the moment order is called until adjournment, everything is in the presiding officer's hands.

Advance preparation should include achieving complete familiarity with the program. The PO should have in mind remarks to make at various points in the proceedings, should know the names and titles of those to be introduced and have enough background information to present each speaker properly.

The PO should prepare a special program for his/her own use and include in it more detail than is shown in the printed program given to the members. The example shown in appendix C illustrates some things that can be done in this regard.

It is the duty of the PO to keep the meeting moving, be fair and impartial, preserve order, and encourage members to participate.

A prompt beginning and adjournment earmark a well ordered meeting. An announcement at the beginning that the session will adjourn at a definite hour helps to put everyone at ease. When the proceedings move smoothly, the audience is much more likely to remain attentive. In addition, the PO should build a feeling of anticipation for some of the later features of the day.

To keep a meeting on schedule requires a watchful eye. It must be done, also, without the appearance of hurrying any- one given the floor. It must be done while fully encouraging discussion and member participation.

Maintaining Fairness and Impartiality

A PO must indicate fairness and impartiality by attitude and conduct. All personal preferences or dislikes must be laid aside and, in any discussion, each side must be given an equal opportunity to present its views. Above all, the PO must have a good understanding of the basic rules of parliamentary procedure. (See appendix D for a brief discussion of the principles of parliamentary law. for a brief discussion of the principles of parliamentary law.)

On rare occasions, of course, the PO may wish to relinquish the chair to someone else to express personal views from the floor. In such instances, parliamentary law dictates that the PO shall not return to the chair until that particular matter is settled. The PO should bear in mind, however, that the appearance of impartiality may be lost if he/she takes sides and participates in debate too frequently.

Preserving Order

It is the duty of the PO to keep order and to see that the meeting is conducted in a businesslike manner. He/she should neither permit a member to have the floor without first address- ing the chair nor permit members to talk with each other. To bring a matter before the house officially, a motion must first be moved and then seconded. Discussion may then follow.

The PO should tactfully avoid a dragged-out debate on a motion by frivolous, trivial, or immaterial discussion. Usually the PO can find a convenient time to break in and ask, "Are you ready for the question?"

The PO should not permit motions to be made and seconded when they are unrelated to the business of the association. The PO has the right, under parliamentary law, to rule out of order such motions that obviously are made to obstruct transaction of the business before the meeting.

As a matter of fact, the PO has the right to refuse to recognize or give the floor to anyone bent on obstruction. If such rights are exercised tactfully and wisely, the PO will find that the program can be kept moving on schedule and no one will be offended.

Encouraging Members To Participate

As already stated, the most satisfactory meeting from the standpoint of a member is one in which the member takes part. Not every member, of course, can be given a place on the program. However, members should be encouraged to ask questions and to express opinions before a vote is taken on special problems of the association. Likewise, members should have an opportunity to exchange viewpoints on the association's operating policies and to discuss plans for the future operation of the organization. This type of participation in the program gives management a better understanding of various points of view.

If members are hesitant about entering into the discussion, the PO may wish to invite comment with questions such as: 'We have heard from several of the older members regarding this question, now what do some of you younger members think about it." Or, "I don't believe we have heard from any- one in Lewis County on this matter; what do you think about it?"

Committee Member Assignments

How well the meeting succeeds will depend on how well various committee members carry out their assigned tasks. Many committees will need to operate on the annual meeting day. Others will be well over by the time the opening gavel sounds. All will get a measure of satisfaction in seeing their efforts contribute to the day's success.

Each key leader should make sure that all is in readiness and all responsibilities completed. Each should make known his/her whereabouts and stand ready to respond to last- minute additional calls from the PO. Little things, quietly done, can make the difference between a good meeting and a poor one.

Finally, when the meeting is over, each key leader should see that all properties are returned and that all who helped are thanked for their services. Also, anything learned should be preserved or passed on to guide similar committees in future years. A written report of committee activities can be important for use in future years' planning.