3 Introductions Questions: Name and organization What brought you here today?What do you want out of today’s workshops?What is your favourite weekend activity?
4 Robert’s Rules Agenda Many organizations use this model for agendas: Call to orderRoll call of members presentReading of minutes of last meetingOfficers reportsCommittee reportsSpecial orders --- Important business previously designated for consideration at this meetingUnfinished businessNew businessAnnouncementsAdjournment
5 Sample Agenda Item Pages Time Allotted Presented By Action required 1. Call to order, identificationof new business, approval ofagenda5:00 – 5:05ChairMotion2. Board minutes3. Financial statements1-55-85:05 – 5:104. Membership fees being raised95:10-5:40Chair, Anne,Treasurer, JoeDecision/Motion5. Correspondence10-155:40-5:50SecretaryMotion/ information6. Set next meeting7. Adjournment5:50-6:006:00Decision
6 The Community Co-operative Inc Sample AgendaThe Community Co-operative IncBoard of Directors MeetingLocation: Gail’s House – 2 Lakeshore Dr.Sunday April 25, 2pm – 3:30pmProposed AgendaApproval of Minutes from last meetingIncorporation status - updatePoliciesReview conflict of interest policy final draftNew Board MembersReview applicationsNew BusinessNext MeetingAdjournment
7 Brainstorming Use Brainstorming to: generate a bunch of ideas quickly using free thinkingget everyone’s inputencourage creativity and flexibilitycreate energy in a groupallow people to put ideas out there without fear of being corrected or challengedseparate generating ideas from evaluating ideas
8 Brainstorming Principles of Brainstorming All ideas are welcome All ideas are written downThere is no editing or censoring of ideasIdeas can be new or build on other ideasThere are no bad ideas
9 Brainstorming: How to… Introduce the topicAllow some quiet time for thinkingAsk people to say their ideas, letting them flowHave people saying things as they come to mindFacilitator writes them down on flip chart for all to seeWhat if money and time were no object?What do you wish we could do 10 years from now?Begin Sorting IdeasExplore ideas in detailCombine like ideas that are simply worded differentlySort ideas into solutions using decision grids, mutli voting etc…Create action plan(s)
10 Consensus Process Discussion Proposal Test for Consensus Address any concernsModificationDecisionParticipant Options:Active SupportPassive SupportStand AsideBlockFrom:
11 Robert’s Rules of Order For Fair and Orderly Meetings & ConventionsProvides 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.Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved.From
12 Robert’s Rules of Order Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly.Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation.The fundamental right of deliberative assemblies require all questions to be thoroughly discussed before taking action!The assembly rules - they have the final say on everything!Silence means consent!From
13 Robert’s Rules of Order Debate can not begin until the Chair has stated the motion or resolution and asked "are you ready for the question?"Before the motion is stated by the Chair (the question) members may suggest modification of the motionThe "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to PostponeNo member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!From
14 Robert’s Rules of Order All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives!The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur!From
15 Minute Taking Minutes should: be accurate, brief and clear record issues discussedrecord decisions taken and any action requiredbe written in the past tense and third personcorrespond to the agenda as far as possible
16 Sample MinutesSample of Board Meeting Minutes Name of Organization (Board Meeting Minutes: Month Day, Year) (time and location)Board Members: Present: Sam Jaques, Dorothy Ash, Bill Robinson, Haji Nakam, andMelissa Swanson, Justin Porter, Zach SmithAbsent: Sheila Johnson Quorum present? Yes Others Present: Exec. Director: Susan Johns Proceedings: · Meeting called to order at 7:00 p.m. by Chair, Sam Jaques · (Last month's) meeting minutes were amended and approved….continued…
17 Sample Minutes Chief Executive's Report: Recommends that if we not able to find a new facility by the end of this month, the organization should stay where in the current location over the winter. After brief discussion, Board agreed.Swanson mentioned that staff member, Sheila Philip's husband is ill and in the hospital.MOTION to send a gift to Philip's husband, expressing the organization's sympathy and support; seconded and passed.Finance Committee report provided by Chair, Dorothy Ash:Ash reviewed highlights, trends and issues from the balance sheet, income statement and cash flow statement. Issues include that high accounts receivables require Finance Committee attention to policies and procedures to ensure our organization receives more payments on time. MOTION to accept financial statements; seconded and passed.….continued…
18 Sample MinutesBoard Development Committee's report provided by Chair, Bill Robinson:Robinson reminded the Board of the scheduled retreat coming up in three months, and provided a drafted retreat schedule for board review.MOTION to accept the retreat agenda; seconded and passed.Other business:Porter noted that he was working with staff member, Jacob Smith, to help develop an information management systems plan, and that two weeks ago he (Porter) had mailed members three resumes from consultants to help with the plan. In the mailing, Porter asked members for their opinions to help select a consultant. Porter asked members for their opinions. (NOTE: Swanson noted that she was also a computer consultant and was concerned about conflict of interest in her Board role regarding this selection, and asked to be ABSTAINED from this selection. Members agreed.) The majority of members agreed on Lease-or-Buy Consultants.MOTION to use Lease-or-Buy Consultants; seconded and passed….continued…
19 Sample Minutes Assessment of the Meeting: Nakama noted that the past three meetings have run over the intended two-hour time slot by half an hour. He asked members to be more mindful and focused during discussions, and suggested that the Board Development Chair take an action to identify solutions to this issue. Chair, Jacques, agreed.Meeting adjourned at 9:30 p.m.Minutes submitted by Secretary, Zack Smith.
20 Thank you! For information on other workshops: NORTHWATCH Box North Bay, ON P1B 8H2Tel: (705) Fax: (705)
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