Board Communications Linda S. Watson President and CEO Capital Metropolitan Transportation Authority capmetro.org | Austin, Texas

Board/CEO Relationship 2nd most important job of board is to hire CEO An effective relationship is more important Board and CEO constitute a leadership team Good communication is critical for success capmetro.org | Austin, Texas

Capital Metro’s Approach Agreement on strategic direction is Use communication tools to help board focus on their mission and do their job Constant /substantive communication is glue No Surprises" management mantra capmetro.org | Austin, Texas

Board Communication Programs Best Practices: Portland - Tri-Met Utah - UTA Dallas - DART San Diego - MTS Austin - Capital Metro Highly functioning agencies capmetro.org | Austin, Texas

Board Communication Methods Frequency of communications varies: Daily, weekly, monthly Purpose: Focus on big picture No surprises – Keep up with trends, best practices – Informed on news related to transit – Learn, grow, develop as a board member capmetro.org | Austin, Texas

Board Communication Methods Regular Meetings with CEO Bi-weekly meetings with Chair Individual board briefings on major or complex issues Board Committees Preview and approve board agenda items In-depth discussion, exploration of ideas New Member Orientation capmetro.org | Austin, Texas

Board Communication Methods Full-Day Strategic Planning Work Sessions Team Building Work Sessions Half-Day+ Issue-Oriented Work Sessions capmetro.org | Austin, Texas

Board Communication Methods Memos from Agency Staff Coordinate communications through CEO or board liaisons rather than having staff communicate directly Memos provide board members with follow-up information or research materials Information for one board member goes to all capmetro.org | Austin, Texas

Board Communication Methods Information on Open Procurements Board members may be asked about procurements Consultants may want to “discuss” procurements Keep board informed of open procurements to ensure integrity in the competitive process capmetro.org | Austin, Texas

Board Communication Methods Annual Report Useful snapshot of the agency Good reference tool Fact Sheets Credit card size “factoids” keeps information handy when needed capmetro.org | Austin, Texas

Board Communication Methods Factoid of the week Agency success stories Communication starters Small talk Spread the good news capmetro.org | Austin, Texas

Board Communication Methods Weekly Newsletter Features agency highlights Information (photos, graphs, video clips) Board calendar, meetings capmetro.org | Austin, Texas

Board Communication Methods Invitations to Events and Programs Launching a new service? Hosting a community forum? Chamber luncheons Galas and banquets Mayor’s state of city speech Community ground breakings capmetro.org | Austin, Texas

Board Communication Methods News Releases Send before distributing to media No surprises Clarifies or corrects Message sometimes changes in process before becoming news capmetro.org | Austin, Texas

Board Communication Methods Anticipated Media Notifications Emails Alerts to upcoming news stories For stories for evening’s broadcast or next morning in print or broadcast Again, no surprises Press coverage of major accident or service disruption capmetro.org | Austin, Texas

Board Communication Methods News Clippings/Media Clips Clips of agency-related news stories Stories related to regional and national issues Issues include transit governance, public sentiment, innovations, funding capmetro.org | Austin, Texas

Board Communication Methods Digital board packets provided by most agencies Agency provided laptops Some provide hard copies at meetings Links to board portal for agency news $100 per month stipend for being paperless! capmetro.org | Optional secondary text

Review: Board Communications Informative Regular Meetings with CEO Annual Full-Day Board Work Session Memos from Agency Staff “Letters from the CEO” Emails Copies of Open Procurement Files Annual Report Awareness Weekly Newsletter Invitations to Agency Events and Programs News Releases Anticipated Media Notifications News Clippings/Media Clips capmetro.org | Austin, Texas

capmetro.org | Austin, Texas