Board Meetings

If your board meetings are productive, your board is productive.  Some suggestions for successfully organizing a meeting include sending board materials in advance.  Board packets could include minutes from the last meeting, a budget report, committee updates and the agenda items.  It is important that the board chair express that all materials are to be read prior to the meeting.  If you start discussing and someone isn't prepared, they'll make sure they are prepared in advance next time.  If anyone has questions about the advance materials, they should request that the agenda include some discussion on their question so the full board hears the clarification.

Arrange the agenda in a manner that directs the discussions into the future.  Constantly revisiting the past will slow down the meeting and drain the energy from the room.  Think about the things that need to happen and set up the agenda in a manner that depicts whether the items require discussion and action or are updates only.

Simple ideas for better meetings could also include making sure you have beverages and snacks, arrange to meet in different locations to not only break up the monotony but also to expose your board members to different locales in the community.  This is especially helpful to also acquaint the community to your organization and your board.  If you are looking to attract potential board members from diverse populations, consider holding the board meetings within those communities; museums, businesses, churches, etc.

How often should a board meet?  That depends on the amount of work that needs to be done.  If a program is young or facing a challenging time, there will need to be more frequent meetings.  As a program matures or survives a troubled time, the board members can discuss if they need to meet as often.  Don't meet, just to meet.  There is nothing more frustrating than a meeting with no purpose.  Time is valuable to board members and staff, so the meeting should occur at a frequency that benefits the program.

Is it okay to meet using teleconferencing for members who are unable to be physically present at a meeting?  You will need to check with your state laws to see if they recognize this type of attendance.  If so, there are many resources that address how best to engage a group when some are attending electronically.  A tip sheet for teleconferencing is available:  LINK>

Remind yourselves at the onset of each meeting why you are all together.  Programs often refer to this as a "mission moment" where they take a few minutes to either ask a current CASA volunteer to speak to the group or invite a staff person to relate a poignant story of CASA advocacy.  Reminding the group of the reason they agreed to serve on this board and their dedication to the CASA mission sets the tone for a meeting that supports the organization.

Additional resources:  LINK Better Board Meetings,