How to Run an Effective Executive Committee Meeting

1. How to Run an Effective Executive Committee Meeting Diana Stegall, CSP, CFPS, ARM, ALCM, CPCU RVP Region 5 - Northwest Chapter – President 2013-14 United Heartland – Loss Control Technical Consultant Andrew Wilson ETC Chairman – Georgia Chapter – President 2012-13 Duke Realty – Corporate Safety / Risk Control Manager

2. Agenda • Understand executive committee meeting basics • Review Robert’s Rules of Order • Discuss what makes committee meetings go bad • Learn best practices for successful meetings

3. Executive Committee Meeting What’s the purpose? • Executive committee meetings are held so elected members of a board can make decisions regarding the direction of the Chapter What’s the basics of running a meeting?

4. Executive Committee Meeting BASICS BEFORE the Meeting • Secure meeting location and facility accommodations • Schedule and announce meeting • Typically before or after Chapter member meeting • Develop and send out an agenda and pre-read documents • Ensure you cover all Society and Chapter required topics • Work off your previous meeting minutes & your strategic plan • Arrive early to set up room – start on time

5. Executive Committee Meeting BASICS DURING the Meeting • Start on time – end on time • Ensure meeting minutes are being maintained • Roll Call - Quorum must be in place for voting purposes • Stay on track – work off your agenda • Review & approve meeting minutes from last meeting • Review & approve Chapter finances • Cover all Chapter & Society requirements • Delegate - assign action items with completion dates • Always follow Roberts Rules of Order

6. Robert’s Rules of Order Purpose: Create Fair and Orderly Meetings • Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. • The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. • Provides for constructive and democratic meetings, to help, not hinder, the business of the assembly.

7. Robert’s Rules of Order

8. Robert’s Rules of Order

9. Robert’s Rules of Order

10. Executive Committee Meeting BASICS AFTER the Meeting • Leave facility in good shape • Ensure minutes are completed and sent out in timely fashion • Follow up with individual officers or chairs on open issues • Track progress of key initiatives

11. Meetings gone bad… • No agenda - lack of goals or objectives • No minutes - lack of continuity or ability to follow up • No facilitator – lack of focus on key topicsand / or inability to deal with super strong personalities • No start and end times established – waste time and aggravate your volunteer committee members • No delegation – lack of progress or too much on oneperson

12. Best Practices BEFORE the Meeting • FIRST THINGS FIRST - Pick the “Right” committee members • Give new committee members a complete orientation • Be flexible with meeting times and locations (consider conference calls) • Schedule & announce meeting with an Outlook invitation – convenience & verification of quorum • Ensure your agenda tracks open items and incorporates your annual strategic plan • Arrange tough topics in the middle of the agenda

13. Best Practices DURING the Meeting • Stay on track – Remind committee on how much time left • Facilitate & stimulate discussion – Keep Focus • Sometimes it’s best not to make a decision • Delegate - assign action items with completion dates • Look to get prospective committee members involved with small projects or helpers / assistants • Organize future events – look ahead in strategic plan

14. Best Practices AFTER the Meeting • Make sure you meeting minutes go out ASAP after the meeting to remind committee members to work on action items • Encourage mini-project team meeting for big projects • Add to (or create) an annual calendar of repetitive key initiatives and annual projects • Communicate and celebrate your accomplishments with all your Chapter members • Website • Newsletter • Special e-mails • General meeting announcements

15. Questions?