Board Retreat Minutes October 2011: Difference between revisions

'''Saturday Attendance'''

'''1. People In The Room'''

'''2. Good Meetings'''

* 2.1 retreat baselines

** purpose of retreat/meetings

** group expectations, ground rules

*** Attend meetings. RSVP to the Chair if you will be absent.

*** Honour the time of your fellow board members. Be punctual so meetings may start and end on time.  

*** Be prepared for meetings. Ensure your report/task is submitted 1 week before the meeting to allow members to review it. Read the reports, agenda, etc. beforehand. Come with questions or comments about these items.

*** Be attentive. Do not engage in side projects or use your phone (messaging, browsing, etc.) during meetings.  

*** Keep discussion on task during meeting. Respect the goals of the meeting by making succinct comments that pertain directly to objectives addressed in the agenda. Evaluate your comments as to whether they assist or divert the direction of the meeting.

*** Assign Chair responsibilities. Empower Chair-person to make the meeting run effectively and ensure bylaws are being followed. This does not mean pointing out minor mistakes, but rather allowing the Chair to exercise organizational control to better the outcome of the meeting.

*** Practice active listening (do not simply wait for your turn to talk; listen, without judgement, to the current speaker). Notice how much you raise your hand and/or speak. Be aware of others who have not spoken and the environment in which they would feel comfortable to do so. If you aren't speaking but have something to add, assert yourself with the understanding that your comment will be heard and respected.  

*** Be respectful and grateful of each person's participation, ideas and work. Be aware of how your attitude influences others as well as the effectiveness of the meeting. Make thoughtful comments that maintain a positive and constructive meeting. These meetings would not happen if the people in them weren't committed to similar ideas and held similar values. Keep in mind that this is a joint effort that requires a healthy, positive, give-and-take atmosphere. Our meetings must be productive in order to leave with specific plans and that great feeling of achievement!

*** Practice impartiality.  Try not to get personally attached to any discussion, decision or project.  

*** Be accountable. Fulfill your responsibilities.

*** Recuse yourself if there is a conflict of interest with a topic being discussed. Ensure transparency by having your name in the minutes noting that you 'stand aside' for the vote on the topic.

* 2.2 honouring time and energy

** effective communication and listening (covered in 2.1)

** time commitment (covered in 2.1 with these additions)

*** Be honest with yourself and the group. What are you able to take on? Is the project/task beyond your current capacity?  

*** Board must establish manageable number of goals (Strategic Plan) for the year, not bite off more than we can chew

'''3. Board Basics'''

* 3.1 type, structure

** EBC is a  

* 3.2 roles, responsibilities, rewards

* 3.3 skills, issues

'''4. Job Description'''

* 4.1 contracts, commitments

'''5. Defining Members & Membership'''

* 5.1 vision, mission

* 5.2 anti-oppression as a foundation

'''7. Board Members Ambassador Tools & Techniques''' (moved from Sunday's agenda items)

* 7.1 documenting time commitment

** office hours

* 7.2 print, online, communications

** engaging your networks to grow our membership

** recruiting committee volunteers

'''Sunday Attendance'''

'''6. EBC Past & Present'''

** beginnings, milestones, changes in capacity/structure

* 6.1 strategic plan 2003, 2011

** current topics

'''7. Board Members Ambassador Tools & Techniques''' (continued)

* 7.2 print, online, communications

** formal and informal communication

** wiki, website, shop, social media, community events

'''8. Portfolios & Policies'''

* 8.1 creating content

** types of policies

** existing policies, gaps

** board member portfolios

** identify

** Chairing, Terms of Reference, reporting back

'''9. Executive Committee Voting'''

'''10. Meeting Basics'''

* 10.1 agendas, facilitation, decision-making

** what makes a good agenda?

** facilitation, group ground rules

** Robert’s Rules, consensus

** minutes

** communication outside of meetings

* 10.2 how to read a financial statement

** legal liability