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EFFECTIVE BOARD MEETINGS

This seminar, presented by Don McFarlane, District Secretary, on March 8, 2014, focuses on providing helpful tips and insights on conducting effective board meetings in the 'Rotary World', covering topics such as club executive meetings, club committee meetings, and Robert’s Rules of Order. The seminar highlights the importance of preparation, active participation, and follow-up for both meeting leaders and participants. Key aspects include diarizing meetings, selecting an appropriate location, setting an agenda, and coordinating guest attendance. Participants are encouraged to review materials in advance, engage in discussions, and respect meeting timelines. The roles of the chairman, secretary, and all participants are outlined, emphasizing the need for efficient meeting management, note-taking, and follow-up actions. Best practices for recording minutes, issuing reports promptly, and maintaining confidentiality are also emphasized.

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EFFECTIVE BOARD MEETINGS

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  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

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