1 / 16

EFFECTIVE BOARD MEETINGS

EFFECTIVE BOARD MEETINGS. Presented by Don McFarlane – District Secretary March 8, 2014. TODAY’S SEMINAR WILL FOCUS ON: -- RECOMMENDED PROCEDURES -- BEST PRACTICES -- HELPFUL TIPS AS APPLIED TO THE ‘ROTARY WORLD’. IN THE ‘ROTARY WORLD’: -- CLUB EXECUTIVE MEETINGS

cassie
Download Presentation

EFFECTIVE BOARD MEETINGS

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. EFFECTIVE BOARD MEETINGS Presented by Don McFarlane – District Secretary March 8, 2014

  2. TODAY’S SEMINAR WILL FOCUS ON: • -- RECOMMENDED PROCEDURES • -- BEST PRACTICES • -- HELPFUL TIPS • AS APPLIED TO THE • ‘ROTARY WORLD’

  3. IN THE ‘ROTARY WORLD’: • -- CLUB EXECUTIVE MEETINGS • -- CLUB COMMITTEE MEETINGS • ROBERT’S RULES OF ORDER? • *ANY EXECUTIVE OR COMMITTEE DULY AUTHORIZED TO MAKE FINANCIAL COMMITMENTS ON BEHALF OF THE CLUB. •  MOTIONS & ACTIONS

  4. ALSO, IN THE ‘ROTARY WORLD’: •  WE ARE ALL VOLUNTEERS •  WHETHER YOU ARE A MEETING ORGANIZER • OR PARTICIPANT •  RESPECT THE TIME OF OTHERS

  5. MEETING PHASES: • ■ PREPARATION • ■ AT THE MEETING • ■ FOLLOW-UP •  AS A LEADER (CHAIR, SECRETARY) •  AS A PARTICIPANT (COMMITTEE MEMBER • * BTW, GOOGLE “MEETING BEST PRACTICES’

  6. PREPARATION SCHEDULE: ■ DIARIZE REGULAR MEETINGS FOR THE YEAR ■ ADHERE TO STIPULATED NOTICE PERIOD. ■ FIND CONSENSUS ON TIME AND DAY. LOCATION: ■ CONVENIENCE / COSTS ARE FACTORS ■ SIZE, CAPACITY, COMFORT ■ FACILITIES AV, WIFI, ETC. * ALL PARTICIPANTS MUST CONFIRM ATTENDANCE

  7. AGENDA: ■ MEETING STRUCTURE ■ GATHER INPUT, I.E. TOPICS, MOTIONS, REPORTS ■ SET TIME GUIDELINES ■ ATTACH REFERENCE MATERIALS ■ ISSUE IN ADVANCE OF THE MEETING OTHER: ■ CONSIDER SNACK OR MEAL ■ CO-ORDINATE GUESTS (TIME, DURATION)

  8. ALL PARTICIPANTS REVIEW MATERIALS, PREPARE NOTES & QUESTIONS IN ADVANCE. • SUBMIT DETAILED REPORTS IN ADVANCE / ON TIME

  9. AT THE MEETING: CHAIRMAN:  ENSURE QUORUM  START ON TIME  MONITOR TIME LIMITS  MODERATE DISCUSSION, SEEK CONSENSUS  CALL FOR MOTION, TABLE, DEFER . . .  RE-CAP FOR MINUTES  ABSTAIN FROM VOTING, UNLESS . . .  COUNT THE VOTES  FINISH ON TIME  SURVEY PARTICIPANTS

  10. SECRETARY:  PREPARE NOTES IN ADVANCE (AS MUCH AS POSSIBLE)  RECORD, MOTIONS, ACTIONS, CONCLUSIONS . . . . NOT DISCUSSIONS  ALWAYS CONFIRM  NOTE TAKING METHOD?

  11. PARTICIPANTS:  READ PREP MATERIALS  SHOW UP ON TIME  TURN OFF CELL PHONES (OR AT LEAST DON’T TAKE CALLS)  ENGAGE / PARTICIPATE  AVOID REPEATING WHAT OTHERS HAVE SAID  LISTEN, TAKE NOTES  AVOID PERSONALIZING ISSUES, CONFLICT

  12. FOLLOW-UP SECRETARY: ■ PREPARE AND VERIFY MINUTES ■ KEEP THEM SIMPLE, CLEAR (MAKES SENSE A YEAR FROM NOW) ■ ISSUE MINUTES PROMPTLY (1 WEEK?) ■ ENSURE DOCUMENT FILING ALL PARTICIPANTS: ■ REVIEW MINUTES ■ NOTE ERRORS OR CORRECTIONS FOR FUTURE ■ COMPLETE ACTIONS/MOTIONS ■ RESPECT BOARD CONFIDENTIALITY

  13. GO TO MEETING ? ■ MOST PROTOCOLS APPLY ■ USEFUL WHEN FACE-TO-FACE IMPRACTICAL ■ LIVE / GOTO INTERFACE? ■ RECOMMENDED:  LIMITED PARTICIPANTS  LIMITED AGENDA

More Related