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Revised (Nov 20 2008)
Elements of effective board meetings
Advise the chair and senior staff in advance if you plan to bring up a subject at the board table. No surprise is a good surprise.
The next meeting’s agenda starts when items are identified to come forward at the end of the current meeting. All the relevant information, submissions and attachments should be distributed at least a week before the next meeting to keep everyone on track and prepared.
Trustees should understand the rules of order for meetings. Often meetings follow a pattern similar to the following:
(a) Call to order
(b) Approval of agenda
(c) Approval of minutes of prior meetings
(d) Announcement of motions from private session (in-camera) meetings
(e) Receiving delegations
(f) Business arising from the minutes
(g) Unfinished business
(h) New business
(i) Adjournment
The purpose of any meeting is to get results. A good agenda can encourage this by specifying the intended outcome of each substantive agenda item. For example, is the item simply for information or is a decision required? Will the item require a board member to make a motion? Whoever creates the agenda should be able to specify why each item is there and what the board is expected to do about it.
It is essential that the board give clear direction for items that must be referred to a committee or for discussion at a later date. Motions of referral should state when the item will return for consideration and indicate whether public involvement will be sought.
Place potentially divisive or complicated items that may require a lot of energy and attention near the beginning of the meeting and schedule more routine items toward the middle or end. Consider putting a unifying item near the very end of the meeting so that people leave with a positive feeling.
Deal constructively with side issues. Although a group generally meets to discuss a topic or issue, there will be instances when an individual veers off-topic. When this occurs it is important to deal with the person in a respectful way, especially if progress is to be made. Here are three strategies for dealing with side issues:
- Park them—Issues are parked with the understanding that they will be brought forward at a more appropriate time. Trust and credibility rest on ensuring these issues are dealt with eventually.
- Refer them—The group agrees the issue is off-topic and suggests a more appropriate setting or group to refer the issue to.
- Allow time out—The group agrees on a length of time to go off-topic to discuss different perspectives.
Take a constructive approach to discussion and work to build understanding before moving on to the next step. At each stage, take time to summarize what’s important to everyone and where themes and points of consensus have been identified. This is likely the job of the chair.
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Board of education meetings
