![]() By posting the agenda on the portal, he can easily create links to: At this step, a robust board portal confers superpowers on the chairman. Since board members could read the pre-distributed written reports in the days before the meeting, there is no need to waste precious meeting time with an oral delivery of those reports.Ĥ. A single vote on a consent agenda takes less time than a separate vote on each report. To save time for weighty matters at the meeting, the chair should open the agenda with a single vote on a 'consent agenda': approval of the minutes of the last meeting and all attached committee reports. ![]() Consolidate minutes and committee reports at the top of the agenda. Based on the minutes of the last meeting and his own follow-up finding missing information or getting clarification, the chair can confidently indicate which items are up for preliminary discussion, final discussion or final vote.ģ. Indicate the action to be taken on each item. He may also find a topic in a committee report to warrant inclusion as an agenda item for discussion and vote by the board as a whole.Ģ. If he has promised to include all ideas from the board, he must rank them in order of importance, deciding which ones appear ahead of others and how much time each will receive at the meeting. Then he considers them in terms of the timing and urgency of the issues. He collects the items he flagged from the minutes as well as the input from the board and the public. Decide what topics to cover in the meeting. For the public, posting a notice on the website is less arduous than postering the town a second time. The board can get quick emails to that effect. Eight Days Before the MeetingĪ conscientious chairman will post reminders that the deadline for submission of ideas is 24 hours away. The chair should contact the chair of each committee to request a report on the business of that committee, to be submitted one week before the meeting in writing. ![]() Often committees of the board meet in the weeks or months between board meetings. In the email, the chair should clarify whether all ideas will be included on the agenda or not. Email each board member to ask if they would like to put something on the agenda. It also makes it more likely that you will get fresh ideas from people who may not come to meetings or visit the website.ģ. Extending the demographics of participation this way builds community buy-in. This form of outreach will be seen by more than the usual suspects. ![]() Put posters outside the Town Hall, at the entrance to parks, outside grocery stores or at the front doors of the schools. Include the deadline (one week before the meeting) and the explanation that the invitation for ideas is not a promise of a spot on the agenda. Post an invitation on the website of the organization.There are many ways to solicit ideas from a broader constituency: A public invitation for input builds community engagement and trust. Chairs of public boards might invite the public to contribute ideas for the agenda, reserving the right to consider contributions and to exercise their own judgment. By surveying the past minutes two weeks before the meeting, the chair has time to call other board members for clarification or to ask for specific follow-up work to be completed prior to the next meeting.Ģ. It is important to review the minutes early in the process. Members lose all confidence ' and the board is ineffective ' if business at one meeting gets 'dropped' or forgotten. This first step is essential for accountability. This agenda should carry them on to the next step. Items that need extended discussion or further information.Items discussed at the last meeting are then ready to move onto the coming agenda for voting and Items that are somewhere 'in process.' Perhaps the board follows a rule that no topic will be discussed and voted on in the same meeting.This could be the time to put them on the agenda Items that were tabled at the last meeting.From the minutes, the chairman is looking for: Following these steps will make your agenda a meaningful document that conveys your intended priorities. Creating the agenda warrants deliberation and reflection, not the slapdash effort of a teenager with a paper due in the morning. When board chairmen set meeting agendas, they exercise the formidable power to frame and to exclude: Scanning an agenda from top to bottom, what appears near the top of the page gets the most attention, items in the bottom half of the page scream 'low priority,' and the empty margins swallow up topics that may feel urgent to certain constituents, but that will receive no board attention at all.
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