This template/form is generic and is used to assist New Boards and New Members, it is cut and paste available.
Conduct of Board Meetings
Adequate preparation is necessary, for effective decision making at board meetings. Unless a meeting is conducted in a manner that supports decision making, your preparations will be wasted.
This section discusses the elements of a meeting that contribute to effective decision making:
Basic principles of parliamentary procedure Establishing a quorum The use of motions The role of the presiding officer Proper behavior during debate Executive sessions Recording minutes for meetings Action item lists
The section finishes with a brief discussion of owners meeting.
Basic Principles of Parliamentary Procedure
Parliamentary procedure is a set of rules for conduct at meetings. Because it has a long history, some people think of it as a rigid set of musty old rules. But experience demonstrates that it can be a very effective resource for getting decisions made in a group.
The most popular version of parliamentary procedure is Roberts Rules of Order. There are many sources available that present these rules in a simple, straightforward way. Take the time to familiarize yourself and your board with them.
Parliamentary procedure recognizes a few basic principles of conduct for every meeting:
Order ~ A board should consider one item of business at a time Courtesy ~ The rights of the individual should be respected and protected Majority Rule ~ The will of the majority should decide issues Protection of Rights ~ The rights of the minority should be protected Justice ~ Everyone is entitled to a fair hearing of his/her position
The residents forum at the beginning of a board meeting is an open forum for owners and residents to speak. This gives them the opportunity to raise items for future board consideration.
Role of the Presiding Officer
The presiding officer or person who runs a board meeting is the President of the Board ~ and in that persons absence, usually the Vice-President.
The presiding officer contributes to effective decision making by fulfilling the following duties:
Opens the meeting on time, announces the presence of a quorum, and establishes the schedule of the meeting
Sees to it that the meeting follows the agenda
Keeps discussions to the point at hand
The presiding officer sees to it that all major issues are brought to the floor in the form of a motion. This focuses the discussion.
He/she allows discussion to begin only after a motion is seconded. If no one seconds a motion made during a meeting, this indicates that people do not want to consider the motion.
If discussion wanders or becomes confused, the presiding officer calls peoples attention to the motion on the floor as a way of refocusing discussion.
If it is clear from the discussion that a decision will not be made within a reasonable period of time during the meeting, the presiding officer asks for a motion to table the issue to a later meeting.
Keeps meetings from becoming unreasonable long
If meetings always run longer than one-and-a-half to two hours, consider recommending the use of a timed agenda to your presiding officer. A timed agenda is a list of meeting items with a period of time assigned to each. Once the time limit is reached, the group moves on to the next agenda item ~ even if the item under discussion is not completed.
Timed agendas must be approved at the beginning of the meeting once time limits for each item on the agenda are announced.
For a timed agenda to be effective, the presiding officer must politely insist that time limits be obeyed and incomplete items tabled for another meeting.
BOARD MEETING PURPOSES
HEAR ABOUT PROGRESS IN THE ACHIEVEMENT OF THE VARIOUS OBJECTIVES OF THE ORGANIZATION
HEAR REPORTS OF BOARD COMMITTEES AND MAKE POLICY DECISIONS, WHERE REQUIRED, BASED ON COMMITTEE REPORTS
MAKE POLICY DECISIONS
INSPIRE BOARD MEMBERS TOWARD GREATER SERVICE
PROVIDE A VEHICLE FOR BOARD MEMBERS TO MEET BOARD MEMBERS
FOR BOARD MEMBERS TO MEET STAFF
MAINTAIN CONTROL OVER THE ORGANIZATION AND TO GIVE GUIDANCE TO COMMITTEES
LEGITIMIZE
COORDINATE
ORGANIZE
PLAN
MEET LEGAL REQUIREMENTS
MANAGER
A BOARD SHOULD EXPECT ITS MANAGER WILL:
SERVE AS CHIEF OPERATIONS EXECUTIVE OF THE ORGANIZATION
SERVE AS PROFESSIONAL ADVISOR TO THE BOARD
RECOMMEND APPROPRIATE POLICIES FOR CONSIDERATION
IMPLEMENT EFFECTIVELY ALL POLICIES ADOPTED BY THE BOARD
INFORM THE BOARD FULLY AND ACCURATELY REGARDING THE PROGRAM
INTERPRET THE NEEDS OF THE PROGRAM AND PRESENT PROFESSIONAL RECOMMENDATIONS ON ALL PROBLEMS AND ISSUES CONSIDERED BY THE BOARD
DEVELOP A BUDGET (IN CONJUNCTION WITH THE FINANCE COMMITTEE) AND KEEP THE BOARD UP TO DATE ON BUDGET PROBLEMS
RECRUIT THE BEST PERSONNEL, DEVELOP A COMPETENT STAFF AND SUPERVISE IT
DEVOTE TIME TO IMPROVING THE STAFF
ASSIST THE BOARD IN DEVELOPING AND CONDUCTING COMMUNITY INFORMATION PROGRAMS
A MANAGER SHOULD EXPECT A BOARD WILL:
COUNSEL AND ADVISE ~ GIVING THE BENEFIT OF ITS JUDGEMENT, EXPERTISE AND FAMILIARITY WITH THE LOCAL SETTING
CONSULT WITH THE MANAGER ON ALL MATTERS WHICH THE BOARD IS CONSIDERING
DELEGATE RESPONSIBILITY FOR ALL EXECUTIVE FUNCTIONS
MAKE ALL THE STAFF RESPONSIBLE TO THE MANAGER
SHARE ALL COMMUNICATIONS WITH THE MANAGER
PROVIDE SUPPORT TO THE MANAGER AND STAFF IN CARRYING OUT THEIR PROFESSIONAL DUTIES
SUPPORT THE MANAGER IN ALL DECISIONS AND ACTIONS CONSISTENT WITH POLICIES OF THE BOARD AND THE STANDARDS OF THE ORGANIZATION
HOLD THE MANAGER ACCOUNTABLE FOR THE SUPERVISION OF THE ORGANIZATION
EVALUATE THE WORK OF THE MANAGER
A BOARD AND MANAGEMENT SHOULD EXPECT ITS PRESIDENT WILL:
PROVIDE LEADERSHIP TO THE BOARD IN EXPEDITING THE GOALS OF THE ORGANIZATION
GUIDE THE BOARD IN FULFILLING ITS STATED ROLES
CHAIR BOARD MEETINGS EFFECTIVELY, ASSURING ADEQUATE DISCUSSION OF ALL ISSUES, BUT KEEPING THE MEETING MOVING
UTILIZE THE BOARDS TIME EFFECTIVELY
REPRESENT THE BOARD IN SUPERVISING THE MANAGER
SUPERVISE STANDING COMMITTEE CHAIRPERSONS
REPRESENT THE ORGANIZATION IN IMPORTANT MATTERS THAT AFFECT IT
DEVELOP SELECT BOARD MEMBERS TO ASSUME FUTURE LEADERSHIP ROLES IN THE ORGANIZATION
ENHANCE THE ORGANIZATIONS IMAGE IN THE COMMUNITY
BE A ROLE MODEL FOR OTHER VOLUNTEERS AS DEMONSTRATED BY THE WAY HE/SHE REPRESENTS THE ORGANIZATION
MEETINGS
AGENDA
Call to Order 7:00
Secretary's Report 7:00 (5 min)
Treasurers Report 7:05 (10 min)
Management or Presidents Report 7:15 (25 min)
Committee Report 7:40 (10-20 min)
Unfinished Business 8:00 (10 min)
New Business 8:10 (10 min)
Celebration 8:20
Adjourn 8:30
SAMPLE TIMED AGENDA
AN EXCELLENT TOOL TO KEEP MEETINGS PRODUCTIVE
SAMPLE PARLIAMENTARY PROCEDURE
TO MAKE A MOTION:
o Maker must be recognized by Chairperson o Maker then states, I move; o A second to the motion is required o The maker of the motion has the right to speak first o The maker also has the privilege of speaking last before the vote o The Chairperson recognizes each person before he/she speaks
TO AMEND A MOTION:
o Requires a second o Amendment can be debated and can be amended o Majority vote is needed to approve the amendment o Vote on the amendment before voting on the original motion
TO TABLE A MOTION:
o Requires a second o No debate is allowed o No amendments to the tabling motion can be made o Majority vote is required to pass the tabling motion o Can set a definite date for reconsideration
TO ADJOURN A MEETING:
o Requires a second o Not debatable o Cannot be amended o Majority vote is needed to pass
TO TAKE A MOTION FROM THE TABLE:
o Requires a second o Not debatable o Cannot be amended o Majority vote is needed to pass
For a listing of Weather stations go to Weather Stations on this site. For Robert's Rules go to Robert's Rules on this site. For FEMA go to FEMA on this site.
