Transcript PowerPoint - AYSO Expo 2015

Tips and Tricks to Running an Interesting
and Effective Regional Board Meeting
AYSO
Workshop #217
Why?
What are some reasons to have a
Regional Board meeting?
Reasons...
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Work on the Regional budget
Develop a Regional calendar
Develop Regional policies
Hear Regional Board Member reports
Approve volunteers for the upcoming
Membership Year from the CVPA report
Reasons...
• Schedule games, training, events, etc.
• Work on Regional Assessment Program
progress
• Debrief an event
• Announce upcoming webinar and training
schedule
• Work on solutions to problems
• Plan for the future
Be Prepared
• Send out the agenda via email one week
before the meeting.
• Print out hard copies for everyone.
• Make Regional Board Members responsible
for sending in their report if they can’t attend.
• If there is a change in the usual time or
location of the meeting, remind everyone.
WHEN?
How often should Regional Board
meetings be held?
Sample Agendas
Be Prepared
RRA
RC
Treasurer
RCA
Registrar
Make It Fun
• Lighten the mood, at least once each
Board meeting.
• Ask each Board Member what is
something about you we don’t know? It
can’t have anything to do with soccer.
A “fun fact”!
• Celebrate any birthdays or anniversaries
or special personal happenings.
Serve Food
Inspire Them
• Start the meeting with a leadership quote.
Ask why it resonates with them.
• Pick one of AYSO’s philosophies. What are
we doing to support it?
• Ask Board Members to share something
they saw that epitomized the AYSO Mission
or Vision Statement.
• “Catch them doing something good”
Season Tracker
Have you checked out Domino’s Pizza
Tracker?
• Determine how many volunteers you
need before registration. Discuss at all
Board meetings. Every Board Member
can help.
• Display the season tracker on your
website so parents can see how
recruitment is progressing.
Domino’s Pizza Tracker
____________________________________
150 Coaches and Referees Needed
We’re Almost There!
Help!
0
75
150
Let Everyone Talk
• Each Regional Board Member sets a goal at
the beginning of the season.
• They have 5-10 minutes to report on their
goal at each Board meeting.
• Go over the Region’s calendar. Did we
complete last month’s tasks? Are we set for
next month?
2013
15
Seating Arrangements
Classroom
Round
Rectangular
Move It Around
• What are the pros and cons of same night,
same time, same place each month?
• Ask the Board Member who always travels
the farthest to pick a location once a year.
• Treat everyone to dinner in the off season.
Do a quick meeting and then just socialize.
Invite the spouses.
“Start the Clock”
How long should the meeting be?
Start on time regardless of who is missing.
Use a countdown clock.
Use a timekeeper to keep all reports to the
allotted time. Ring a bell or use a buzzer.
• Put times in the agenda.
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Choose Wisely
Do you have all of these?
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Men/Women
City councilpersons
Young parents
Ethnic diversity
Recent AYSO grads
“Computer wiz”
School board members
Each school or town represented
“National” Exposure
• “Start Your Laptops”! You can share at
your meetings.
• At your monthly Board meeting, do a
live presentation of the Region Toolkit,
eAYSO or ayso.org.
• Talk about the eNewsletters each
meeting. Each Board Member should
share information.
• Check out other Region’s websites.
The AYSO Insider
RCs ADs SDs
Boards
Registrar Resource
Registrars
Whistle Stop
Referees
Safe Haven
CVPAs and
Safety Directors
More Soccer
For More Kids
Dollars & $ense
Treasurers
90 Second
Soccer Parent
Hey Coach!
Coaches
Can you teach an old
Regional Board new tricks?
Yes – you can
make your
Regional Board
meetings better!
As a Regional Commissioner:
• Discuss your proposed changes with the
Secretary and Treasurer in advance.
• Get support from other key Board Members.
• Notify Board Members that you will reserve
15 minutes at the next Board meeting to talk
about a new format for future Board meetings.
Frustration!
What frustrates you most about
your Regional Board meetings?
Typical Answers
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Not starting on time
Too long
Side bar conversations
Late arrivals
Disorganized
• Discussions becoming
arguments
• The naysayer
• The dominator
• Poor attendance
Some Solutions…
• Not starting on time – Offer a “carrot”
for those that arrive on time. It could be a gift
card or small gift.
• Too long - Decide on a start and end time
for the meeting and stick to it. Assign each
presenter with a certain amount of time.
Utilize a time keeper.
Solutions
• Side bar conversations - Use tent cards to
position board members. Set up “ground
rules” that everyone agrees with. Stop talking
until you get their attention.
(This is a teacher trick)
• Late arrivals - Don’t acknowledge the late
arriver or get them caught up with what has
happened. Do that after the meeting so that
they have to stay later to be up to speed.
Solutions
• Naysayer - “Every problem has to have a
solution. If you complain about something,
give us one idea on how to make it work.”
Joke about his/her attitude. Compliment the
positive attitude of others.
• Dominator - Assign times to each topic and
have a process for giving presenters a warning
when their time is almost up. Be direct and
tell them that “we need to give others a
chance to comment”.
One more solution…
• Poor attendance - Set a standard meeting
time, day and location each month. Send a
meeting reminder two weeks in advance
asking for agenda items (secretary). Send an
email five days before accompanied by an
agenda. Be sure to include location, date and
time (secretary). Ask for meeting
confirmations (attendance or absence).
Offer to help the Regional
Commissioner run a more effective
meeting.
Be part of
the solution!
You have options!
• Have a one-on-one, frank discussion with
“your friend” the RC about ways to shorten
the Board meetings or get them more
organized.
• Put a different Board Member in charge at
each meeting.
• Confidentially contact the Area Director and
ask for a Board meeting visit. After that the
AD can offer suggestions.
Regional Board Meetings
Everyone Plays® - Encourage everyone to participate.
Balanced Teams - Everyone has talents and they are valued for it.
Open Registration - Board meetings are open and parents and
volunteers are welcome.
Positive Coaching - The RC encourages constructive comments
and solutions.
Good Sportsmanship - Listen to and support one another and
have fun!
Player Development - Board meetings offer a great opportunity
for members to learn from each other and to develop skills and
knowledge.
Workshop #217