Defusing Conflicting Agendas By Steven J. Bolen, PRP
Agenda1: Definition 1) A list of matters to be discussed at a meeting. Definition 2) A list of aims or possible future achievements.
In a culture where, increasingly, conflict has become a normal aspect of life, it is not surprising when we find organizations are seeking help in dealing with their internal conflicts. Recently, a client organization found itself struggling to get anything done due to such conflict. They frequently got stuck on the question of the agenda or, more specifically, on whose agenda should be used. At times, the two definitions of the word agenda can conflict when different groups pursue the adoption of differing agendas of purpose for the meeting. Black’s Law Dictionary defines the term agenda to mean “Memoranda of things to be done, as items of business or discussion to be brought up at a meeting; a program consisting of such items.”2 While this definition sweeps a wide path encompassing all things that occur in a meeting, Robert’s Rules of Order Newly Revised uses a technical definition that is narrower; thus, when discussing an “agenda,” one must be clear as to whether it is used in the general non-parliamentary sense or as parliamentary terminology. The rules under which an organization operates influence how the meeting agenda must be handled. Many governmental bodies, ranging from
advisory boards to city councils, operate under open meeting laws and therefore, in the nomenclature of Robert’s Rules of Order Newly Revised, essentially operate as if every meeting were a special meeting in that they must provide the agenda beforehand and are unable to deviate from it during the meeting. Organizations that do not operate under open meeting rules are not subject to restrictions as to the freedom of their agendas. However, as David Hume said in the 18th century, “There is no such thing as freedom of choice unless there is a freedom to refuse.” Whenever an assembly has the ability to choose or refuse, the personal agenda of some members may come into play. Non-Conflict Agenda Creation General Robert envisioned a methodical open approach to the creation of agendas to keep them free from the personal agendas of members. Presiding officers will often express their intent by sending a proposed agenda with the meeting notice; however, contrary to the belief of most of the uninformed, the agenda does not belong to the presiding officer but to the assembly. A proposed agenda is constructed, within the context of the rules, as a multi-tier structure built from, firstly, the general flow of the meeting, referred to as the order of business; then secondly, a list of business items previously approved, or carried over to, the meeting; and finally, a list of new items that may be considered. The foundation of everything that happens in a meeting is represented in
1 The Cambridge Dictionary (https://dictionary.cambridge.org/dictionary/english/agenda) 2 Deluxe Black’s Law Dictionary, Sixth Edition, Page 63 www.parliamentarians.org
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