APDT Ground Rules for Effective Meetings

Approved 10/10/11

• Respect:  Mutual respect should be a guiding principle, along with open sharing of information. For example:  No one will withhold pertinent information.  All ideas will be treated openly and with respect.  No derogatory or negative phrases will be used. Respect principles of fair play and procedural fairness.
• Conflict Resolution:  All ideas will be treated with respect.  In the event of a disagreement, there will either be a vote taken (if appropriate) or the conversation can take place “off-line” after the meeting. Remember to talk about issues, not people. Raise any concerns IN the Board room, not OUTSIDE before or after the meeting.
• Attention: Respect other board members by providing them with your full attention during the meeting. This includes:
  • Disruptions:  No electronic device use during the meeting, with the exception of laptop computers for the staff and the Board Secretary.
  • No side conversations.
• Participation:  Participants wanting to speak will raise their hand and wait to be called upon by the chair.  Participants will stay on the agenda and wait to discuss other items until they are at the right place on the agenda. 
• Procedure:  The standard meeting procedure will remain the same:  For example: acceptance of minutes from the previous meeting, review of agenda and agreement on time allotted for each point, consent agenda for reports, new items, meeting closure.
• Decisions:  Although debate is encouraged, once a decision has been reached ALL board members will support the decision.  There will be an attempt to reach consensus on all issues after all members of the group have been heard fully, frankly, and respectfully; all members have been honest in the views and feelings; all views have been considered without prejudice; all relevant information has been shared equally among the group
• Be Prepared: Participants should prepare for the meeting by reading the materials and gathering information that will encourage full participation. Be mindful that not knowing is no longer an excuse for not acting or making a decision – realize that 50% of decisions will be incorrect and 50 % of decisions will experience a change in environment by the time the outcome is executed.
• Promise to ask and answer.  Ask until you understand the other person’s viewpoint and the other person promises to give an honest answer.

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