Secrets of Better Board
Meetings
This information is a small part
of the presentation delivered at the 2004 Illinois Library Association
Conference by ESC consultants Bert and Barbara Weller. The Wellers are also ESC
Board Members.
[The meeting is] “…the central moment in the life of
the board and the key to its effectiveness and real value.”
-- Maureen K. Robinson
Nonprofit Boards That Work
Why Do We Have
Board Meetings?
-
To make decisions
-
To give advice
-
To share information
In other words, to a provide context
for the board to govern the organization.
What Do Members Get
Out of Meetings?
The opportunity to…
-
Make meaningful contributions
-
Use their expertise and experience
-
Have productive, enjoyable interactions
-
Learn something
-
Feel valued
What does the board
do in meetings?
The board works on
what really matters
1. Select 1 or 2 issues for the
Board to focus on:
-
From the strategic plan
-
From discussion of self-assessment
-
From committee/ad hoc group recommendations
-
From analysis of external environment
2. Send information in advance with
the expectation that it will be read and processed.
-
Financial report
-
Committee reports
-
Program/Services reports
-
Minutes of last meeting
-
Agenda for upcoming meeting
Understanding the
consent agenda
Put all pro
forma items under one agenda item, the “consent agenda.” This includes:
-
Minutes of previous meeting
-
Committee reports
-
Staff reports
- Anything “routine” that
requires a board vote but not discussion before voting
Using the Consent Agenda
-
All information is distributed in advance
-
Members are encouraged to ask questions of clearly
identified resource people before the meeting
-
Any member can remove an item from the consent agenda for
separate discussion
-
NO COMMENT is the idea
-
Take routine matters out to free up time for substantive
issues and discussions
-
What about . . .
o
Financial reports?
o
Fund raising reports?
o
Program/Services reports?
Ask yourself . . . What do you need
the Board to do?
Building an “Action
agenda”
-
Board Chair and Executive Director work together
-
Ask these questions…
o
Is the item a management issue or a governance
issue ?
o
What outcome do we want?
o
Is this issue/item important and impactful?
Board Chair is key
to a Good Meeting!
-
Manages the meeting process
-
Facilitates
-
Keeps focus on best interests
-
Keeps discussions on track . . . but all opinions aired
-
Brings closure to discussions
Meeting Management
Process
-
Review where the discussion stands
-
Test to see that discussion is complete
-
Identify emerging consensus
-
Clearly state the consensus
-
Call the Question
Using Rules of Order
-
Rules support good decision making
-
Set boundaries for discussion
-
Encourage order and civility
-
Clarify decision making process
Rules of Order Should Not…
-
Trap people unwillingly into concessions
-
Be focused on “catching” people in procedural missteps
-
Squelch the airing of opinions
The Decision Making Process
-
Exercise duties of care, diligence & prudence
-
Present clear, pertinent, through information
-
Define options
-
State consequences of options
-
State, define & support recommendation
-
Board Chair: facilitator/disciplinarian
Remember to have fun!
Building strong relationships will
help to build a strong board. Having fun together builds strong relationships.
-
Celebrate successes
-
Recognize individual achievements
-
Involve the board in an agency activity
-
Seek suggestions for improvements in the board’s meetings
If you would like to engage the
services of ESC consultants to improve your organizations board meetings,
please call 312-580-1840 x 317.
©Executive Service Corps of Chicago 2004
Click here to view more "Open For Discussion"
articles.
| 
