Y.F.C. Leadership Lectures

Bay of Plenty Beacon, Volume 12, Issue 49, 25 May 1948, Page 6

Y.F.C. Leadership Lectures

Is Formality Desirable At Club Meetings?

(By E. R. Marryatt, District Secretary Eastern Bay of Plenty Y.F. Clubs).

At the recent annual meeting of his home club, the District Chairman, during his address, mentioned how, in his visits to other clubs, he had particularly noticed a big variation in the formality of the conduct of meetings, and he commented on the informal conduct at that meeting. He was immediately asked if he was finding fault with the free and easy way of running a meeting and the importance of the whole question struck me rather forcibly. I,' too have noticed that a big variation in formality occurs in different clubs there is' no doubt at all in my mind as to whether or not formality is desirable at club meetings. I realise, however, that many of you have not yet given full consideration to the matter and it is for these reasons we have included the subject in this syllabus. Some people revel in formality; others abhor it; and yet others take an intermediate attitude. The Army, for instance, likes it and I don’t. Therefore I didn’t like the Army. But I liked soldiering, and I recognised that without most of its formal customs and methods, the Army would suffer severely in efficiency. Some relaxation in “spit and polish” took place in the last war without any serious loss of efficiency, but only those things which could be described as formality carried to excess were included in these relaxations. In forward areas there are no formal parades, dress is “easy” and saluting and standing to attention are abandoned for very good reasons but, as soon as a unit withdraws for a “spell,” the “standeasy” is lifted and formalities are re-imposed. Now, the R.S.M. obviously cannot hold a successful formal parade if he has only his swimming-togs for a uniform and the rocks for a parade ground. He therefore turns out properly dresed and stands correctly to attention, in a large open space before he calls for “markers.”

These are three reasons for some chairmen finding difficulty in conducting orderly and businesslike meetings and for others having the greatest ease. If the club uses for a meetingplace a cramped supper room chock full of boxes and tables and with insufficient decent seating accommodation, then members will sit where and how they can, on boxes and tables, around and behind the chairman, with the natural result that the meeting will be to some extent a “ragtime” one, no matter who is in the chair.’ If, however, sufficient forms are drawn up methodically, say, in a reverse herringbone pattern, in front of the table occupied by the Chairman and Secretary, the meeting cannot be anything < but orderly in arrangement. Having obtained the first essential, orderly arrangement, an orderly meeting naturally follows, or at any rate is much more likely to follow than if members are perched all around the room on boxes and tables or whatever they can find. Then again, the Chairman who wears a suit and a collar and tie, and who stands erect whenever he addresses the meeting, and who speaks clearly, using carefully chosen words, has a big advantage in commanding an easy respect from members over the Chairman who is careless in

his dress and free and easy in his manner of carrying out his duties. The whole object of any meeting is to get through the business satisfactorily and expeditiously. To do this a Chairman is elected as a leader. It is obvious that the more efficiently the Chairman conducts the meeting, the better will this objective -be achieved. The quickest and most satisfactory method which civilisation has been able to devise is Parliamentary Practice. As the first regularly constituted Parliament was in 1265, Parliamentary Practice is the product of about seven centuries of experience. It is this that gives us our formality in the conduct of meetings and I consider it most unlikely that we who have had a good deal less than half of one century of experience will improve on it by relaxing the form it takes. As a matter of fact, usually the more experience a Chairman gains, the more closely does he adhere to formal procedure. There is one club in this district which has always adhered closely to formality. It is our most efficient club and a great deal of its efficiency is undoubtedly due to its adhering to formal procedure. It gets the job done well and without unnecessary. delay. Nor do the member’s find it irksome. Indeed, I feel sure that were a new Chairman to conduct meetings of this club in an irregular manner through apathy, negligence, frivolity or ignorance and inexperience, members would soon lose interest, confusion would arise and disorder would undoubtedly occur. I have learnt by experience in attending different meetings that the general attitude and capacity of the Chairman is reflected in the mood and impulses of the body of themeeting. If the Chairman has good control and is using formal procedure, I find also that it is much easier to speak to that meeting than to one where “rafferty rules” apply. A modest and dignified Chairman who listens attentively to all that is said, who confines debate to the question under consideration, who checks repetition, and who rules promptly and impartially on ques-, tions of order, gets the best-results" from his meetings. It really is a pleasure to attend meetings under his control. Clubs with really good Chairmen therefore find it easy to get lecturers to come again.

I have not left you in any doubt as to my opinion as to the desirability of formality at club meetings or at any meetings, and therefore I should make certain recommendations to assist you. Briefly, these are:— 1. Club Chairmen must make themselves thoroughly conversant with their duties and with Parliamentary Practice. Arrange for sufficient comfortable and orderly seating accommodation prior to all meetings. 3. Club officers should pay particular attention to dress, speech and bearing. ? 4. Adopt Parliamentary Practice at all meetings. I wish to thank you for your close attention to my views on this subject and now look to hear yours within the next ten minutes. / To practise what I have been preaching I shall now formally move, “That formality is desirable at club meetings. (The motion was seconded, discussed and carried unanimously).