Farm Bureau University 103

Please stand if they’ve ever attended a meeting. Remain standing if they’ve ever attended a meeting that went too long.

Please stand if they’ve ever led a meeting. Remain standing if they’ve ever led a meeting that went on too long.

Please stand if they’ve ever dreaded going to a meeting. Remain standing if they ever skipped a dreaded meeting and did something fun instead.

 Orderly process for discussion and debate  Avoid sidebar conversations  Don’t tolerate controlling or abusive behavior  Don’t dominate discussions  Participating is everyone’s responsibility  Welcome the ideas of new leaders

 Ask yourself, “Do we really need to meet?”  Determine the purpose  Ask others for ideas & issues  Be realistic about time  Use action verbs to focus each agenda item  Organize the agenda so accomplishment is felt  Arrange topics logically  Consent agenda

Helps to focus the direction of the conversation and accomplish a specific goal Decide on venue for the Annual Meeting

 Vote separately on items that don’t require explanation or discussion. Information for the consent agenda gets distributed to members for their review before the meeting.  There is one motion to approve all times on the consent agenda.  They are recorded individually in the minutes. Minutes Treasurer’s Report Committee Reports

 Set start and end times. Always start the meeting on time!  State the overall purpose of the meeting. “We here to discuss the Annual Meeting”  Set realistic time limits for each of the verb-spurred items and hold to them. It is ok if an item does take longer.  Start and end with brief, easy items.  Try to leave a few minutes for members to list important items to be discussed at future meetings. Make sure those items are listed on the next agenda.  Distribute the agenda at least 3 days ahead of time to give participants an opportunity to suggest adjustments or additions.

 Before asking a question, say, “This is a 30 second question, think about your answer for 30 seconds before you answer.”  Announce that you are going to ask a question and then go around the table and have everyone share their answer.  Use an object to identify the person who has the floor.  Paraphrase what people are saying so they feel they have been heard. For example, “Frank I understand that it’s important to you to have ice cream at the meeting. Helen, what do you think?”

 Set discussion times for the items in the agenda. If discussion isn’t finished, elect to continue for a set number of minutes or move to next meeting.  At the end of the set discussion time, ask anyone with additional points to write them on a piece of a paper. Bring them up at a later time.  Go around the table and have everyone share their thoughts with a set amount of time using a timekeeper.  Index cards-write opinions, mix up cards, distribute then person reads.

 If minutes are sent to members ahead of time, they still need to be read at the meeting.  A main motion is one that the entire group considers.  It is OK to have more than one main motion pending as long as the secretary is able to keep track of the discussions.  In the case of a tie vote, a motion is not adopted since it is not a majority.

 Unless in smaller boards or committees of fewer than twelve, no member can debate more than twice on the same motion on the same day and can only debate up to ten minutes each time.  The maker of the motion is entitled to debate first.  In addition to a voice vote, what are two other types of votes that may be called for?

 Committee needs to have a real purpose for existence and everyone knows what the purpose is.  Have the right people on the committee. Remove committee members who don’t participate or who are not a good fit. Committees are small and as a result need everyone contributing.  Be specific about the tasks that need to be done and realistic about the timeframe they require.  Keep the lines of communication open between the committee and the board throughout the life of the committee.  Take the time to recognize a job well done. Let committee members know they are appreciated!

 Read information before the meeting and come prepared to discuss the topics.  Attend all meetings and arrive on time.  Pay attention to the work being discussed.  Listen to what others are saying.  Speak up and be a contributing member.  Help others to stay on task.  Promptly follow through on things you commit to do.  Proactively reach out to other committee members to see if they need help.  Call the chair for an update when you miss a meeting.  Take notes for yourself, and record your action items and deadlines.

 January:  AFBF Annual Meeting  SDFB YF&R Conference  Women in Blue Jeans Conference  Legislative Team  Send s to SDFB office for newsletter and alerts  Plan local legislative events, cracker barrels, etc  Sponsor trips to Pierre during session  Reports from AFBF convention, adopted policies, etc.  Membership Team  Plan membership retention and acquisition activities  Set time line and reward system for workers  Special projects team  Plan for Food Link  Plan for Ag Day activities

 Face-to-Face Meeting  Conference Calls  Google Chat  Go-to-meeting  meeting

 Strengthfinder  Leaders all lead differently  Matching interests of members with Farm Bureau needs

Back in 1920, Farm Bureau members adopted this statement: “The purpose of Farm Bureau is to make the business of farming more profitable, and the community a better place to live.”