Welcome to Healthy Meetings Training

1. Welcome to Healthy Meetings Training Mix and mingle with your fellow board or commission members Training starts promptly at 6:00 p.m.

2. Our Training Session Is Ready to Begin • Please take your seats. • Please turn off cell phones and pagers. • Please focus your attention to the front of the room.

3. Faux Advisory Board Meeting(a sample community meeting) October 28, 2009

4. Faux Advisory Board MeetingDoes this look familiar? • What went well? • What could be improved? • What techniques could I apply to my board or commission? M

5. Faux Advisory Board Meeting“Take-aways” • Check the meeting room and prepare the meeting area. • Ground audience in the board or commission’s purpose. • Consider emphasizing: • Ground rules • Expectations of board/commission and audience behavior • Recognize people in audience (e.g., Commissioners) • Use of Parking Lot bin (even if not displayed). • Request to Speak/Comment cards and Sign-In Sheet • Use your other board/commission officers to help with the meeting! • Tips and techniques we will discuss in today’s training. M

6. Behind the Scenes“Just like a duck on the water…” Sh

7. Behind the Scenes “…calm on the surface…” • Prepare for the meeting • Read the agenda! • Review supporting and background information • Familiarize yourself with the topics for discussion Successful and productive meetings don’t happen by accident; rather, they are the result of thorough planning and preparation. Sh

8. Behind the Scenes“…but paddling furiously under the water!” • During the meeting • Follow the agenda! • Manage public testimony • Focus discussion on the topic • Collect public records (items submitted to the board or commission) • Take action when appropriate (know when you can take a board/commission action) B

9. Why Use an Agenda? • Tool to help manage the meeting • Satisfies OML requirements • Clarifies item objectives (action or information) • Provides focus for participants • Ensures time used effectively • Helps keep people on topic Sa

10. Productive Meetings • Meeting Etiquette • State at beginning of meeting • Enforce consistently • Parking Lot or Ideas Bin • Explain the purpose of your board or commission • Designate/assign tasks for each officer • Each member is engaged in the meeting • All members are facilitative leaders L

11. Members as Facilitative Leaders • Encourage participation • Model effective group behavior • Test or clarify assumptions • Share reasons for statements • Understand difference between gathering comments and seeking agreement • Know the difference between Chairing versus Facilitating M

12. Chairing Facilitating versus M

13. Meeting “Tickler” • Meeting Tickler • Meeting Set-Up • Conducting the Meeting • Tips for a Productive Meeting • Tips to Prevent Dysfunctional Meetings M

14. Questions?AndCertificates!