Before Meetings
- Plan meetings on a regular annual schedule as stated in your board's bylaws. Establish dates, time, and place.
- Prepare the agenda in advance. The Library Board Chair and the Library Director should cooperatively plan the agenda.
- Publish and post notice of meetings in accordance with Utah Code requirements: 52-4-1 - 52-4-6.
- Distribute the agenda and written reports two weeks in advance of meeting.
Beginning the meeting
- Start on time with roll call of board members. A quorum is necessary to conduct board business.
- Introduce visitors and/or new board members.
- Ensure that a recorder is appointed to take minutes.
- Approve minutes of the previous meeting.
- Review, revise, and order agenda. Set time limits for each item.
Conducting the meeting
- Follow the agenda and the established order of business.
- Lead actively. Keep discussions moving along and on track.
- Solicit opinions from everyone on the board.
Ending the meeting
- Review the meeting progress and any decisions made.
- Establish action items. Who will do what? When? Where?
- Announce the next meeting.
- Adjourn the meeting officially and end on time.
Following the meeting
- Draft meeting minutes.
- Follow up on personal assignments/action items.
Helpful Hints
Agenda Setting: Apply the "rule of thirds". Easy items are discussed during the first-third of the meeting; difficult items are discussed in the middle of the meeting; and blue-sky/what if, or items with a future orientation, are discussed during the final third of the meeting.
(Barbara C. Bader and S. Carr, Enhancing Board Effectiveness, p.52)
Taking minutes: . Minutes should be content-driven and agenda- relevant. Take each topic outlined on the agenda, provide a brief summary of the issue, record the various points of view, and then, state the decision. Keep in mind the ABC rule for minute-taking: Accuracy, Brevity, and Clarity.
Motions: Be sure that all motions are recorded as well as the name of the person making the motion and that of the person seconding the motion. Put members on record as for or against a decision.
Minutes as a public record: Recorded minutes of each board meeting constitute a public archival record. Just taking minutes does not finalize the legal record. The record is established after minutes have been ratified by the board.
Conducting the meeting: The Board Chair plans and presides over board meetings. The wise Chairperson both listens and leads.