- Establish group norms
a. Provide all board members with a document explain the rules of order
b. Define the code of conduct for all board meetings
c. Sigma utilizes Robert’s Rules of Order
- Use the same location for all board meeting; tables should be in a U or square shape to allow for maximum effectiveness.
- Meet bi-monthly and in-person – this will create better board relations and give the board time to cover important topics.
- Plan out the time and date for all board meetings for at least one year to allow board members the maximum amount of planning time.
- Use an electronic calendar function that will send meeting reminders to board members.
- Obtain resolutions from committees/task forces/advisory councils at least one month prior to board meeting.
a. If background information/documentation is needed for resolution recommendation it
should be submitted at the same time.
- Have a standard process for adding items to the agenda that includes a timeline and required information.
- Create and distribute the agenda at least two weeks in advance.
a. Use the same template for each meeting
b. Include pertinent information on the top of the page: Date, Time, Location and a list
of board members
- Place the most important topics at the top of the agenda to ensure sufficient time.
- Assign a board member to discuss each item on the agenda.
- Keep agendas realistic and allow time for discussion of each item (10 or more minutes for each item).
- Send any additional documentation/background information needed for agenda items with the meeting notice.
At the board meeting
- Start and end on time.
- Post the Sigma mission and vision and chapter strategic directions in the meeting room.
- Use an overhead projector, LCD projector or flip chart to display the agenda.
- Utilize a flip chart to document discussion and decisions.
“Streamlining Board and Committee Meetings.” January 2002. ASAE & the center for association leadership. http://www.asaecenter.org/
“Board Meeting Practices.” August 2010 www.nonprofitcenter.com