1. Board Communications Linda S. Watson President and CEO
Capital Metropolitan Transportation Authority
capmetro.org | Austin, Texas

2. Board/CEO Relationship
2nd most important job of board is to hire CEO
An effective relationship is more important
Board and CEO constitute a leadership team
Good communication is critical for success
capmetro.org | Austin, Texas

3. Capital Metro’s Approach
Agreement on strategic direction is
Use communication tools to help board focus on their mission and do their job
Constant /substantive communication is glue
No Surprises" management mantra
capmetro.org | Austin, Texas

4. Board Communication Programs
Best Practices:
Portland - Tri-Met
Utah - UTA
Dallas - DART
San Diego - MTS
Austin - Capital Metro
Highly functioning agencies
capmetro.org | Austin, Texas

5. Board Communication Methods
Frequency of communications varies:
Daily, weekly, monthly
Purpose:
Focus on big picture
No surprises
– Keep up with trends, best practices
– Informed on news related to transit
– Learn, grow, develop as a board member
capmetro.org | Austin, Texas

6. Board Communication Methods
Regular Meetings with CEO
Bi-weekly meetings with Chair
Individual board briefings on
major or complex issues
Board Committees
Preview and approve board agenda items
In-depth discussion, exploration of ideas
New Member Orientation
capmetro.org | Austin, Texas

7. Board Communication Methods
Full-Day Strategic Planning Work Sessions
Team Building Work Sessions
Half-Day+ Issue-Oriented Work Sessions
capmetro.org | Austin, Texas

8. Board Communication Methods
Memos from Agency Staff
Coordinate communications through CEO or board liaisons rather than having staff communicate directly
Memos provide board members with follow-up information or research materials
Information for one board member goes to all
capmetro.org | Austin, Texas

9. Board Communication Methods
Information on Open Procurements
Board members may be asked
about procurements
Consultants may want to
“discuss” procurements
Keep board informed of open procurements to ensure integrity in the competitive process
capmetro.org | Austin, Texas

10. Board Communication Methods
Annual Report
Useful snapshot of the agency
Good reference tool
Fact Sheets
Credit card size “factoids”
keeps information handy when needed
capmetro.org | Austin, Texas

11. Board Communication Methods
Factoid of the week
Agency success stories
Communication starters
Small talk
Spread the good news
capmetro.org | Austin, Texas

12. Board Communication Methods
Weekly Newsletter
Features agency highlights
Information (photos, graphs,
video clips)
Board calendar, meetings
capmetro.org | Austin, Texas

13. Board Communication Methods
Invitations to Events and Programs
Launching a new service? Hosting a community forum?
Chamber luncheons
Galas and banquets
Mayor’s state of city speech
Community ground breakings
capmetro.org | Austin, Texas

14. Board Communication Methods
News Releases
Send before distributing to media
No surprises
Clarifies or corrects
Message sometimes changes in process before becoming news
capmetro.org | Austin, Texas

15. Board Communication Methods
Anticipated Media Notifications s
Alerts to upcoming news stories
For stories for evening’s broadcast or next morning in print or broadcast
Again, no surprises
Press coverage of
major accident or
service disruption
capmetro.org | Austin, Texas

16. Board Communication Methods
News Clippings/Media Clips
Clips of agency-related news stories
Stories related to regional and national issues
Issues include transit
governance, public
sentiment, innovations,
funding
capmetro.org | Austin, Texas

17. Board Communication Methods
Digital board packets provided by most agencies
Agency provided laptops
Some provide hard
copies at meetings
Links to board portal
for agency news
$100 per month stipend for being paperless!
capmetro.org | Optional secondary text

18. Review: Board Communications
Informative
Regular Meetings with CEO
Annual Full-Day Board Work Session
Memos from Agency Staff
“Letters from the CEO” s
Copies of Open Procurement Files
Annual Report
Awareness
Weekly Newsletter
Invitations to Agency Events and Programs
News Releases
Anticipated Media Notifications
News Clippings/Media Clips
capmetro.org | Austin, Texas

19. capmetro.org | Austin, Texas