Excerpts from the January/February
2003 Issue of Leader Link.
every meeting, there should be a goal that guides the
meeting. Because there is always something else to do or
one more thing to consider, it is easy to get
sidetracked or bogged-down. Prevent that by answering
these three questions:
needs to be done or decided?
will be at the meeting?
and where will the meeting be?
The answers to these questions will help you
establish an agenda that will allow everyone to speak to
the issues they want, and still get through everything
the agenda (sample
An agenda is made up of several elements that fall into
for information (sub-committee, financial, and other
If you are
not sure if a decision requires a vote, it is best to be
same and ask for a motion and vote. Among others, items
that always require votes include:
vote on any issues, you must have a quorum. A quorum is
defined in your Committee or Local Section governing
documents. It is most commonly defined as a majority of
everyone on a committee or board – so a board or
committee of 15 must have at least 8 people at the
meeting in order to vote.
any money that hasn’t already been approved by a
a committee or sub-committee,
or additions to procedures or policies, and
to Standing Rules or Constitutions.
On the day of the meeting, it is a good idea to bring at
least one extra copy of:
minutes of the last meeting to approve
written reports or documents to be handed out, and
committee or board contact sheet.
In addition to material specific to the meeting, you
may want to consider bringing:
clock or other timepiece,
rules or constitution for the committee or local
CWEA (state) Constitution.
meeting minutes out as quickly as possible after the
meeting. The actual “best time” depends on the
issues discussed at the meeting, and when your next
meeting is scheduled. If there are burning issues, it is
a good idea to get the draft minutes out sooner rather
than later. This ensures that everyone involved has the
same recollection of the outcome.
that everyone’s time is used in a meaningful and
productive manner, keep these simple standards in
through sending announcements & advance information
and stick to the agenda,
up and follow through.