Literacy Basics - Community Literacy of Ontario

Meeting preparation

The role of planning and preparing for board meetings usually falls to the chairperson and the Executive Director. The extent to which each is involved is dictated by the organization's governance structure. For example, the chairperson of a hands-on administrative board may prepare the agenda after getting some input from the Executive Director while a policy-governance chair may meet with the Executive Director prior to a meeting to determine board issues versus staff issues are and then plan an agenda around only the board issues.

The key to preparation is for everyone to be clear about the role they play and what needs to be done prior to the meeting. Examples include:

• Adequate notice has been provided to board members in a format that has been previously agreed upon (i.e., two weeks prior to the meeting all board members are emailed a reminder and package).
• Copies of all documents needed prior to the meeting are distributed to members (agendas, past minutes, correspondence, proposed policies, committee reports, etc.).
• Facility space is booked or confirmed along with any equipment that may be needed for the meeting (i.e., flipchart, LCD projector, coffee machine).
• Arrangements for food and refreshments are confirmed (if applicable).
• Special guests (if applicable) have been confirmed and arranged to appear at an agreed upon time on the agenda.

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