Getting Results at Board and Committee Meetings

Dear Timber Valley Members,

Following are some suggestions to help each of us as we wish to bring a topic to the attention of the general membership in the annual meeting, or when attending a board workshop meeting, or in a formal committee meeting.

1. You may feel strongly about a topic. That is understandable. But respectful language is always expected, and will get more results for your cause than derogatory language or personal attacks on an individual or group. Focus on the concern AND present possible solutions, and do not focus on people. Anyone can complain, but it takes good thinking to develop and propose solutions.

2. Decide before you speak what you are wanting to accomplish. Generally, there are only a few options:
A. COMMENT ONLY. Generally, this means you just wish to say something so the group knows. It might be a compliment, or a historical item, or an announcement of something coming. But, you just wish to share and do not expect much or any discussion.
B. SUGGESTION. You have an idea, and you would like to share it and hear the input of others, but no formal action will be taken, just talk. At a later time, a suggestion might lead to formal action. (This is a good way to “test the water” for an idea to see how others feel for or against the idea.)
C. FORMAL MOTION.
i) Before proposing a formal motion it is recommended that current by-laws, rules and regulations be researched PRIOR to the meeting to see what is already written.
ii) If you determine you wish to make a formal motion to alter a rule, write it out beforehand for clarity. Maybe even have a few others review it before the formal meeting to ensure it makes sense to them.
iii) State your motion with clarity in understanding what a YES vote would do, and what a NO vote would do in relation to the current Timber Valley rules.

Example: I make a motion that we __________ which changes the existing rule that says___________.
I propose this motion for these reasons (state your logic and purpose)

If applicable, it may be wise also to include:
I propose this be done by this time frame:_____________

If applicable, it may be wise also to include:
This change would cost this much: $_____________
Those funds could come from _________________

If you vote “yes” on this motion the rule will change.
If you vote “no” on this motion the rule will remain the same.

iv) If your motion is seconded, there will be a period of discussion, and then a FORMAL VOTE can be conducted.

By reviewing these points of order, and doing a bit of research and thought beforehand, it can make time spent in these types of meetings more productive than working “off the cuff”.

Thank you for taking the time to review these ideas.