how to run an effective regional board meeting

How to Run an Effective Regional

Board Meeting

Self-paced versionWhenever possible, answers and explanations are interjected in yellow

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As we get started…

Please write down 2 – 3 things thatfrustrate you about your RegionalBoard meetings.

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How many of you have highly effective Regional Board meetings?

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How many of you think that there is room for improvement in your Regional Board meetings?

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What are some reasonsto have a

Regional Board meeting?

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Reasons for Meeting • Work on the Regional budget• Schedule games, training, events, etc.• Hear Regional Board member reports• Plan for the future• Work on solutions to problems• Develop a Regional Calendar• Develop Regional policies • Motivate key volunteers• Build consensus• Recognize achievements• Debrief an event• Coordinate Board member roles/responsibilities

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From your responses on the index card….What frustrates you most about Regional Board meetings?

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Typical Answers• Not starting on time• No agenda• Too long• Side bar conversations• Late arrivals• Discussions becoming arguments• The naysayer• The dominator• Poor attendance

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Let’s take each of these frustrations and find a

solution…4/2010 How to Run an Effective Board

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Not Starting on Time

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Solution

•Ask for suggestions for alternate meeting times

•Don’t be afraid to try unique times and/or locations.

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No Agenda

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• Tell the Regional Board members that the first step in having an efficient and well run Regional Board meeting is designing it.

• Ask each of them to submit one item that they feel needs discussion or a decision. This will be your agenda.

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Solution

Too Long

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• Decide on a start and end time for the meeting and stick to it.

• Assign each presenter with a certain amount of time.

• Utilize a time keeper.

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Solution

Side Bar Conversations

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• Use tent cards to position Board members.

• Set up “ground rules” that everyone agrees with.

• Tell attendees when they are disturbing the meeting with their side conversations

• Stop talking until you get their attention. (This is a teacher trick)

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Solution

Late Arrivals

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• If you have a perpetual late arriver, let him know that his/her agenda topic will be the first of the meeting.

• Don’t acknowledge the late arriver or get him/her caught up with what has happened. Do that after the meeting so that he/she has to stay later.

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Solution

Discussions Becoming Arguments

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• Use the parking lot –“This discussion is important but we will have interested parties discuss this at the end of the meeting”.

• Consider a separate meeting, perhaps with a facilitator, to deal with the parties in a positive way.

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Solution

The Naysayer

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• “Every problem has to have a solution. If you complain about something, give us one idea on how to make it work.”

• Joke about his/her attitude.

• Compliment the positive attitude of others.

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Solution

The Dominator

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• Assign times to each topic and have a process for giving presenters a warning when their time is almost up so that they can wrap up the discussion.

• Sometimes the only way to deal with a dominator is to be direct and tell him/her that “we need to give others a chance to comment”.

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Solution

Poor Attendance

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• Set a standard meeting time, day and location each month.

• Send a meeting reminder 2 weeks in advance asking for agenda items (secretary).

• Send an email 5 days before accompanied by an agenda. Be sure to include location, date and time (secretary).

• Ask for meeting confirmations (attendance or absence).

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Solution

Yes – you can make your Regional

Board meetings better!

Can you teach an old Regional Board new tricks?

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As a Regional Commissioner:- Discuss your proposed changes with

the secretary and treasurer in advance.

- Get support from other key Board members.

- Notify Board members that you will reserve 15 minutes at the next Board Meeting to talk about a new format for future board meetings.4/2010 How to Run an Effective Board

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What if …

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the Regional Commissioner

is the problem?

You have options:

• Have a 1-on-1, frank discussion with your friend the RC about ways to shorten the board meetings.

• Ask the RC for buy-in and if the RC wants, offer to make the presentation to the Board.

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Seating Arrangements

–Classroom

–Round/rectangular

–V

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Which seating arrangement discourages participation?

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Classroom

Which seating arrangement encourages

full board participation?

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Round/Rectangle

Which seating arrangement encourages participation but

keeps the RC in control?

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V

Here are some sample tools for more effective

meetings

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Top Ten Reminders

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Sample Agenda

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Taking Minutes

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Agenda Worksheet

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Conclusion

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Regional Board MeetingsEveryone Plays

– encourage everyone to participateBalanced Teams

– everyone contributes according to their talents and they are valued for it

Open Registration – board meetings are open and parents and volunteers are

welcomePositive Coaching

– encourage constructive comments and solutionsGood Sportsmanship

– listen to and support one another and have funPlayer Development

– Board meetings offer a great opportunity for members to learn from each other and to develop skills and knowledge.

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