Managing Board Meetings

Introduction

Credit union boards are required to meet at least once a month. To meet less frequently, the credit union must seek a waiver from the FSA. It is the responsibility of ALL members of the Board to ensure that meetings are run effectively but the Chairperson has a particular role in the efficient and effective conduct of meetings.

Generally the Chairperson’s role is to direct the meeting by moving through the agenda, listening, directing, whilst being firm but fair.

He/she must also:

• Ensure a proper agenda has been drawn up and minutes are taken
• Direct discussion and encourage all members of the board to participate
• Clarify and summarise decisions and actions throughout
• Ensure everyone understands the issues under discussion
• Ensure that decisions taken by the Board are implemented
• Use a casting vote if a decision is tied
• Remain impartial and fair throughout

Opening the meeting

Always start the meeting on time by welcoming participants and reminding them of the rules on confidentiality. Do not be tempted to go over old ground for latecomers.

Papers

Work on the assumption that all participants have read their papers prior to the meeting.

Discussion

Do not be afraid to bring a discussion to an end to move the agenda forward. If you say the discussion is finished – it is finished.

Decisions

Clarify decisions and actions. There are two common methods of making decisions:

1. By consensus 2. By taking a vote.

Whichever method you use, always clarify with the minute taker when a decision is taken that it is properly recorded.

Agenda

If the agenda tends to be long, try a consent agenda. A consent agenda is a practice by which the mundane and non-controversial board action items are organised apart from the rest of the agenda and approved as a group. This includes all of the business items that require formal board approval and yet, because they are not controversial, there is no need for board discussion before taking a vote. Items may be on a consent agenda only if all board members agree. If even one member considers a specific item to need discussion, it must be removed and placed on the regular agenda for the board meeting

Disruptions

Meetings are sometimes disrupted by one or more individual’s intent on making their point. When a meeting is disrupted, it is the responsibility of the chair to deal with the problem quickly and restore order. The credit union should have a code of conduct in place that includes guidelines and rules on behaviour at meetings.

If you develop a track record of leading successful meetings, then your peers are more likely to defer to your judgment. Everyone wants to be associated with a winner but always remember that your peers must be treated with respect or resentment and a subsequent loss of authority are likely to follow.