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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
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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 • -- 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
ALSO, IN THE ‘ROTARY WORLD’: • WE ARE ALL VOLUNTEERS • WHETHER YOU ARE A MEETING ORGANIZER • OR PARTICIPANT • RESPECT THE TIME OF OTHERS
MEETING PHASES: • ■ PREPARATION • ■ AT THE MEETING • ■ FOLLOW-UP • AS A LEADER (CHAIR, SECRETARY) • AS A PARTICIPANT (COMMITTEE MEMBER • * BTW, GOOGLE “MEETING BEST PRACTICES’
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
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)
ALL PARTICIPANTS REVIEW MATERIALS, PREPARE NOTES & QUESTIONS IN ADVANCE. • SUBMIT DETAILED REPORTS IN ADVANCE / ON TIME
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
SECRETARY: PREPARE NOTES IN ADVANCE (AS MUCH AS POSSIBLE) RECORD, MOTIONS, ACTIONS, CONCLUSIONS . . . . NOT DISCUSSIONS ALWAYS CONFIRM NOTE TAKING METHOD?
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
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
GO TO MEETING ? ■ MOST PROTOCOLS APPLY ■ USEFUL WHEN FACE-TO-FACE IMPRACTICAL ■ LIVE / GOTO INTERFACE? ■ RECOMMENDED: LIMITED PARTICIPANTS LIMITED AGENDA