help for an uncontrolled Board meeting

[DavidWC]

Greetings:

 

I need a big nudge to keep the Board meetings of our Historical Society in order.

 

Before I became the president, I understand our Board meetings were run haphazardly. Everything discussed was intermingled with discussions about other topics (Eg: a discussion about should we fix the porch roof of the Museum would wander to should we send a survey to our members to see who can help with a yard sale to help pay for the roof repairs. What day should the yard sale be held on? I think we should have a bake sale during the yard sale. Who's going to call the roofer? Marge can bake some cookies. What's wrong with the roof?...).

 

After I became President the meetings have improved but I have a very long way to go. Including myself there are 11 members on the Board.

 

I started asking Board members 2 weeks before the meetings for topics to put on the agenda. One week before the meeting I'll e-mail the Board the agenda (This way our Board is not totally blind-sided about what will be discussed. The Board made hasty decisions in the past that often made more work, more expense, or dwindling community support). Unfortunately it is rare I receive anything for the agenda. Most agenda items are what I would like us do and I'm not happy doing that. I'd rather have our Board members set the agenda. Since most agenda items are what I would like, I'm the one suggesting someone make a motion. In order to get our Board members to BE Board members, should I totally refrain from putting my things on the agenda, and wait in total silence at meetings for a Board member to make a main motion to discuss something?

 

At our meetings, after someone (Jack) makes a main motion and seconded (Mary), someone else (Tony) speaks without asking for the floor. I'll tell Tony to wait until Jack has offered details. Instead, Jack will say, "No, go ahead Tony. What are your thoughts". Several Board members will chime in directly after each other, sometimes interrupting each other, sometimes more than one talking at once. I'll gavel and ask for order and tell them to ask for the floor. Right after I give someone the floor and the person starts talking, the same clatter and chaos starts up again. One Board member (who happens to be the president of our local Library Board), said at one point, “Why do we need a [main] motion to discuss something? Can't we just openly discuss then take a vote?”

 

I can not control this Board. It is like a coffee shop with everyone yapping. We often accomplish very little. The few things we've had under Old and New business should take 20-30 minutes. Our Old and New business often takes an hour or more. Last month after 90 minutes most of our New business was tabled (by vote). After we voted I said, "If we stop all our chit-chatting we would have the time". Our Secretary said, “Who's chit-chatting?” She's the biggest offender. I stayed calm and quiet and glared at her. She responded by sticking her tongue out at me.

 

H-E-L-P !! Is there a well-made video showing both the bad and good ways a “simple” meeting should be conducted? Is there a one page summary of the basic Robert's Rules I can give our Board... and for me to refer to? (I have a copy of Robert's Rules newly revised 11th, and Robert's Rules in brief).

 

Thanks - David (upstate NY)

 

PS - Sorry for the long details, but sometimes details are better said up front.

 

[Chris Harrison]

I am not aware of any videos or one page summaries of the rules (but stay tuned for those who are more familiar with what NAP or AIP has available for sale).  There is Robert's Rules In Brief which is much shorter (posters here claim that you can read it in as much time as it takes to watch Law & Order though I have never tried ).  Frankly though, from what you have said it sounds like they are happy with the way things are now and anything you try to get them to do to run the meeting more smoothly will likely fall on deaf ears. 

 

There is a saying that if something ain't broke don't fix it and while you may see things as being broken they most likely don't see anything needing to be fixed.  So I would suggest you continue trying to run the meeting properly but sometimes the only thing you can do is to try to keep the roller coaster on the tracks. 

 

In the future if something comes up that they agree needs to be addressed in a more formal way you can diplomatically₁ point out that you have observed they tend to be all over the map when conducting business but things can be done more quickly and less chaotically if some procedure is in place.  If they agree you might have to spoon feed them the proper procedures and firmly but gently redirect them back if they start leaving the reservation.  Hopefully after that happens they will realize things run better that way and will gradually move towards doing it (more) correctly next time (though it may take a few times to hammer things home assuming they ever get the point).

 

₁ Saying "If we stop all our chit-chatting we would have the time" and glaring at members probably wasn't the best way to address the issue though I totally understand your frustration.

[Rev Ed]

A lot of the issues you want on the Agenda would come up under New Business.  I concur it always help if people have an idea of issues that need to be addressed, but the Board is free to set up their Agenda as they see fit.  The Agenda you pass around is not the official Agenda until it is officially approved at the start of the Meeting (which you will have to do if you want to get all technical - either go with relaxed rules or don't, but a mixture of styles will not likely be appreciated.)

 

However, the Board falls - just - under the relaxed rules of RONR which are for Board of up to 13 members.  It sounds like they are taking an extreme view of these but you do not need as much formality in getting the floor (which is what they are doing.)  Other then making sure one person talks at a time (there are only a handful of reason why a member is allowed to interrupt another member who has the floor) and that members stay on topic (although asking how to pay for something is a legitimate question), the meetings basically sound okay.

 

Formality works, but New Business can last 2 minutes to many hours depending on the amount of motions that are made, the number of amendments, and the amount of debate.

[Guest Edgar]

 . . . the relaxed rules of RONR which are for Board of up to 13 members. 

 

Well, not exactly. See here. 

[Rev Ed]

Well, not exactly. See here. 

 

Well, I quote as follows:

 

After I became President the meetings have improved but I have a very long way to go. Including myself there are 11 members on the Board.

 

Therefore the Board falls under the relaxed rules plain and simple.

[DavidWC]

...The Agenda you pass around is not the official Agenda until it is officially approved at the start of the Meeting

The agenda I pass around is voted on at the start of the meeting. Before we take the vote I also ask if there are any additions to the agenda.

[Rev Ed]

Well as long as there is an item on the Agenda called "New Business" then members may bring up issues then.  They do not have to specifically be mentioned as an Agenda item. 

[Josh Martin]

In order to get our Board members to BE Board members, should I totally refrain from putting my things on the agenda, and wait in total silence at meetings for a Board member to make a main motion to discuss something?

 

No. The chair is as free to participate as any other member in a small board (not more than about a dozen members present).

 

One Board member (who happens to be the president of our local Library Board), said at one point, “Why do we need a [main] motion to discuss something? Can't we just openly discuss then take a vote?”

 

In a small board, it is permissible to have discussion without a motion. It is even permissible to take a vote without a motion, so long as everyone is clear on what is being voted on.

 

H-E-L-P !! Is there a well-made video showing both the bad and good ways a “simple” meeting should be conducted? Is there a one page summary of the basic Robert's Rules I can give our Board... and for me to refer to? (I have a copy of Robert's Rules newly revised 11th, and Robert's Rules in brief).

 

Take a look at the stuff in the back of RONR In Brief for some materials which may be helpful. NAP had some videos up at one time, but I believe they have been taken down.

 

Good luck! Since it sounds like most of the rest of the board is happy with how things are now, you've got an uphill battle on your hands.

[Thomas Ralph]

If all the regular members of this forum had a convention, we would be able to record new videos...