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

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