EFFECTIVE BOARD MEETINGS

Presented by Don McFarlane – District Secretary

March 8, 2014

TODAY’S SEMINAR WILL FOCUS ON:

-- RECOMMENDED PROCEDURES

-- BEST PRACTICES

-- HELPFUL TIPS

AS APPLIED TO THE

‘ROTARY WORLD’

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

ALSO, IN THE ‘ROTARY WORLD’:

WE ARE ALL VOLUNTEERS

WHETHER YOU ARE A MEETING ORGANIZER OR PARTICIPANT

RESPECT THE TIME OF OTHERS

MEETING PHASES:

■ PREPARATION

■ AT THE MEETING

■ FOLLOW-UP

AS A LEADER (CHAIR, SECRETARY)

AS A PARTICIPANT (COMMITTEE MEMBER

* BTW, GOOGLE “MEETING BEST PRACTICES’

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

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)

• ALL PARTICIPANTS REVIEW MATERIALS, PREPARE NOTES & QUESTIONS IN ADVANCE.

• SUBMIT DETAILED REPORTS IN ADVANCE / ON TIME

Rotary International District 5370 Board of Directors Meeting Agenda Date and Time District Office

Welcome and introductions – SKYPE participants

TIME 5:05 1. A) Approve Agenda B) Approve Minutes of last meeting

5:05 -5:40 2. Finance – Treasurers Report 3. Business Arising 5:40 – 6:20 4. Committee Reports – for Motion, Action or Information

4.1 District Governor 4.2 District Governor Elect 4.3 Past District Governor 4.4 Administration 4.5 Public Relations 4.6 Membership 4.7 Youth Services 4.8 Services 4.9 Foundation 4.10 Communications 4.11 Assistant Governors 4.12 Training 4.13 Secretary

6:20 – 6:40 5. New Business 6:40 – 6:45 6. Adjourn and Next Meeting Date

District 5370 Board of Directors Agenda Item Please return to Secretary one week prior to meeting.

Please indicate, for: ________ information _______ action ______ motion (draft motion to be included _______ minutes. From: Date: Subject: Background: Conclusions: Recommendations / Actions: File: cc: assign:

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

SECRETARY:

PREPARE NOTES IN ADVANCE (AS MUCH AS POSSIBLE)

RECORD, MOTIONS, ACTIONS, CONCLUSIONS . . . .NOT DISCUSSIONS

ALWAYS CONFIRM

NOTE TAKING METHOD?

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

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

GO TO MEETING

?

■ MOST PROTOCOLS APPLY

■ USEFUL WHEN FACE-TO-FACE IMPRACTICAL

■ LIVE / GOTO INTERFACE?

■ RECOMMENDED: LIMITED PARTICIPANTS LIMITED AGENDA