Leading The Way
Planning & Running a Board Meeting
The Board Meeting
Preparation is the cornerstone of a good board meeting. Your time is valuable, as is the time of each of your board members. Utilize that time to the fullest by following some basic steps to ensure that the meeting time involved has a high return on investment.
Inform those who are expected to attend your board meetings.
This would include any person with a leadership role in the chapter.
Determine what the expectations are for your upcoming meeting.
Developing an agenda, one that you will follow, has a lot to do with what you will ultimately accomplish at a particular meeting. Know ahead of time the informational topics to be covered, which topics are open for discussion and debate, and which topics require a formal decision.
If possible, have documentation for each topic to be covered. If a decision needs to be made, include a recommendation and documentation that will allow the board to make an informed decision.
Basic housekeeping to establish for your meetings.
Determine the frequency, dates, location and times of your board meetings. Get them on the board members’ calendars so that they know to schedule around them if possible.
Send out the following information a least one week prior to each meeting:
Each participant is expected to review the information so that a productive, time-sensitive meeting can take place.
Determine who will be documenting the meeting. The minutes are not expected to be verbatim. They should, however, reflect decisions, assignments and action items. By maintaining an accurate record, progress can be noted and agendas for upcoming meetings will address the issues deemed important by the board.
As the chair of the meeting, it is up to you to insure that all topics on the agenda are covered. Find the balance between discussion and questions so that your full agenda will receive attention.
Ensure that all voices are heard. This is a meeting management challenge faced by anyone leading meetings. It can be done without offending or discouraging participation if we are aware of it going into the meeting. A great way to insure that you are hearing from all board members and not just one or two voices, is to get all board members involved with the workload.
While you want to insure that you cover your agenda items, be aware of items that may take more discussion time. You don’t want to interrupt discussion on important issues that require a decision.
The following part contains a sample board meeting agenda. Sample agendas are also available at www.nama.org under "Leaders," then click on "Leading the Way."
Chapter Board Meeting Agenda
You can download the agenda in an Adobe .PDF format and copy for your meeting.
CHAPTER BOARD MEETING AGENDA
.III. Financial(Call on the treasurer to report on the financial status of the chapter. If there are no corrections to the financial report, it can be accepted as presented without a motion and vote. Otherwise, a motion is required to amend the financial report.)
B. Professional Development/Programs
C. Other Reports
V. Unfinished Business
VI. New Business
VII. Next Meeting