On becoming an exceptional board

Another seminar I attended at Grassroots, along with our treasurer Pete Macrae, was entitled "12 principles that empower exceptional boards." Two of the principles that we want to implement right away are the use of a consent agenda, and devoting the remainder of the agenda to action items and decisions.

A consent agenda is used to approve reports, minutes, financial statements, and other items that do not require discussion. These items are distributed to the board members prior to the meeting for review, and if anyone has a question or would like to expand on the report or other item, they request that item be pulled after the secretary reads it. When I was on city council, we used the consent agenda for the first and second readings of legislation. It would then be placed on the regular agenda for the third and final reading for passage. We also use a consent agenda for reports on the national board of directors of CSI (Construction Specifications Institute). It takes a little more planning and preparation, but the idea of a shorter meeting has great appeal.

The second concept that Pete and I discussed at length is using the regular agenda for business that requires board action. For our upcoming meeting, we'll be voting on our annual budget. It was tabled at our last meeting. There will be questions, discussion, perhaps even amendments will be offered, and finally we will vote to approve. Other items that committees submit for board action will be discussed. Remaining business from previous meetings and action items, can also be considered by the board. Any new policies, bylaws amendments to be presented to the members, etc.

At our last board meeting we discussed a timetable for the directors to follow in working with their committees, acting as the liaison between the board and each committee, ensuring reports are submitted timely. We also discussed asking each director to submit their own written report with their itineraries, activities, and a summary of each committee's progress toward their goals. These reports will then appear on the consent agenda, and if there is business for the board to consider, the director will submit the item for inclusion on the agenda. The idea is to get away from the verbal reports we've been doing far too long.

We need to work toward becoming that exceptional board discussed in the seminar. If we're able to implement these two concepts in the next month, we'll be well on our way. See you soon.