How to Run an Effective Executive Committee Meeting Diana Stegall, CSP, CFPS, ARM, ALCM, CPCU RVP...
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Transcript of How to Run an Effective Executive Committee Meeting Diana Stegall, CSP, CFPS, ARM, ALCM, CPCU RVP...
How to Run an Effective Executive Committee Meeting
Diana Stegall, CSP, CFPS, ARM, ALCM, CPCU RVP Region 5 - Northwest Chapter – President 2013-14 United Heartland – Loss Control Technical Consultant
Andrew Wilson ETC Chairman – Georgia Chapter – President 2012-13 Duke Realty – Corporate Safety / Risk Control Manager
Understand executive committee meeting basics
Review Robert’s Rules of Order
Discuss what makes committee meetings go bad
Learn best practices for successful meetings
Agenda
What’s the purpose?
Executive committee meetings are held so elected members of a board can make decisions regarding the direction of the Chapter
What’s the basics of running a meeting?
Executive Committee Meeting
BEFORE the Meeting Secure meeting location and facility accommodations
Schedule and announce meetingo Typically before or after Chapter member meeting
Develop and send out an agenda and pre-read documentso Ensure you cover all Society and Chapter required topics o Work off your previous meeting minutes & your strategic plan
Arrive early to set up room – start on time
Executive Committee MeetingBASICS
DURING the Meeting Start on time – end on time
Ensure meeting minutes are being maintained
Roll Call - Quorum must be in place for voting purposes
Stay on track – work off your agendao Review & approve meeting minutes from last meetingo Review & approve Chapter financeso Cover all Chapter & Society requirements
Delegate - assign action items with completion dates
Always follow Roberts Rules of Order
Executive Committee MeetingBASICS
Purpose: Create Fair and Orderly Meetings Provides common rules and procedures for
deliberation and debate in order to place the whole membership on the same footing and speaking the same language.
The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide.
Provides for constructive and democratic meetings, to help, not hinder, the business of the assembly.
Robert’s Rules of Order
Robert’s Rules of Order
Member makes a motion
Someone else
seconds motion
President restates motion
Members debate motion
President asks for
vote
Results of vote
announced
Robert’s Rules of Order
Only one motion at a time• Subsidiary motions• Amendments• Incidental motions
Motions can’t…• Be outside the scope of the by-laws• Conflict with motions already adopted
Robert’s Rules of Order
Member makes motion
Someone else
seconds motion
President restates motion
Members debate motion
Motion to amend original motion
Second of motion to
amend
Discussion of
amendment
Vote on amendment
Results of vote
announced
Discussion on amended
motion
President asks for
vote
Results of vote
announced
AFTER the Meeting
Leave facility in good shape
Ensure minutes are completed and sent out in timely fashion
Follow up with individual officers or chairs on open issues
Track progress of key initiatives
Executive Committee MeetingBASICS
Meetings gone bad…
* No agenda - lack of goals or objectives
* No minutes - lack of continuity or ability to
follow up
* No facilitator – lack of focus on key topics and / or inability to deal with super strong personalities
* No start and end times established – waste time and aggravate your volunteer committee members
* No delegation – lack of progress or too much
on one person
BEFORE the Meeting
FIRST THINGS FIRST - Pick the “Right” committee members
Give new committee members a complete orientation
Be flexible with meeting times and locations (consider conference calls)
Schedule & announce meeting with an Outlook invitation – convenience & verification of quorum
Ensure your agenda tracks open items and incorporates your annual strategic plan
Arrange tough topics in the middle of the agenda
Best Practices
DURING the Meeting
Stay on track – Remind committee on how much time left
Facilitate & stimulate discussion – Keep Focuso Sometimes it’s best not to make a decision
Delegate - assign action items with completion dates o Look to get prospective committee members involved with
small projects or helpers / assistants
Organize future events – look ahead in strategic plan
Best Practices
AFTER the Meeting
Make sure you meeting minutes go out ASAP after the meeting to remind committee members to work on action itemso Encourage mini-project team meeting for big projects
Add to (or create) an annual calendar of repetitive key initiatives and annual projects
Communicate and celebrate your accomplishments with all your Chapter memberso Websiteo Newslettero Special e-mailso General meeting announcements
Best Practices
Questions?