Effective Meetings

1. Effective Meetings

2. Introduction The business of a board of trustees is conducted in meetings. We have all sat through business or other types of meetings that were way too long, unorganized, bewildering, or pointless. It shouldn’t be that way.

3. Overview • Open public meetings • Executive sessions • Who does what • Conducting the meeting

4. Lesson Objective • Conduct an organized, effective meeting By the end of this lesson you will be able to:

5. Sunshine Law • Requires municipal libraries’ board meetings are public • Announced at least 3 days before • Published in newspaper, posted at location

6. Open Public Meetings • Monthly public board meetings • Publicly announced • Public and press may attend • Seating and space available • Copies of the agenda available • Place on agenda for public comments, questions

7. Executive Sessions • Law allows private meetings • Closed to the public • Bylaws specify when and how • Usually personnel matters • Also publicly announced

8. Written Policy Statement • First step of any board in PA • Written by whole board • Differentiates functions of board and staff • Clarifies roles • Helps define meeting agendas

9. Board’s Business • Discusses and decides policy • Carries out legal responsibilities • Hears reports on daily library functions • Assists director with problem solving • Reviews and implements budget • Works towards excellent library service

10. Director’s Business • Prepares supporting materials • Submits written monthly reports • Participates in discussions • Explains and answers questions • Educates the board • Leads board in considering future growth

11. Trustees can: • Be on time, not leave early • Arrive prepared • Keep to agenda points • Contribute ideas

12. Trustees can: • Not dominate discussions • Listen and not interrupt • Speak succinctly • Be open and positive

13. Setting the Agenda • Developed by president and director • Items submitted by board, director, staff • Follows established order of business • Prepared and sent out in advance A sample agenda is in your toolkit.

14. May Also Include: • Request to confirm attendance • Start and end times • Suggestions for preparation • Anticipated outcomes • List of action items • Timeframes and next steps

15. Conducting the Meeting • President runs the meeting • Facilitates agenda and group’s focus • Encourages participation • Remains neutral • Manages follow-up • Rules of Order • Start and end on time

16. Making Decisions • All decisions are made together • Bylaws should state decision method • Majority rule • Consensus • Have a discussion on voting practice

17. One Six-Step Model • Define issue, determine if action needed • Gather all the facts • Think about options and solutions • Consider pros and cons • Select the best option • Explain the decision to stakeholders

18. Didn’t Agree With Decision • Trustee is free to disagree • Opinion needs to be heard • Courteously air different view • Point of view may carry next time

19. Didn’t Agree With Decision • What didn’t you like? • Process? • Decision itself?

20. Didn’t Agree With Decision • Was the discussion lively? • Was dialogue encouraged? • Felt free to join discussion? • Were others receptive to comments? • Were points acknowledged? • Can you live with the decision? Ask yourself these questions:

21. If the answer to all the above questions is “no”, then you may have to resign from the board.

22. Managing Public Comment • Library issues spark controversy • Always someone who disagrees • Place on agenda for public comment • Courteous consideration of speakers

23. Group Exercise

24. Resources • www.ala.org/alta • www.boardsource.org

25. REVIEW • Board meetings must be public • Both board and director have specific roles • Trustees need to be open and positive • Need a rule of order • Decisions are make by whole board