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?