We are streamlining our board meeting processes and would like to know how companies allot time for each item of business at board meetings and how it is reflected. For example, on the meeting agenda or in the Chairman’s script.

Not for Profit (Size: 4500 people)

we have an “estimated time” listed on the agenda; however, it is only loosely followed. Time allocation / management isn’t as much of a focus compared to time for discussion

In the development of the agenda, management estimates the time each agenda item will take.  The duration is based on the type of discussion (e.g., discussion versus decision, whether the issue is new to the Board, whether there is a presentation or only a briefing note, etc.) and an assessment of Board members' likelihood to engage in a substantive discussion. This allocation is reviewed with the Chair during the review of the agenda prior to distribution of the Board materials.  The start time for each item is included on the agenda that is circulated to all Board members so that the Board can help with time management.  At times we have only had the agenda divided into blocks (1 hour for this group of items; 30 minutes for the next group, etc.) but we find the meetings are much looser with this approach - even with the same chair.

Time is allotted for each agenda item and noted on the meeting agenda and in the Chair’s notes/script.

 

 

Large Non-profit (Saskatchewan)

We use the Consent Agenda method. All items are timed and on the agenda. Additionally, we add the governance direction required for each line item – for example – Mover/seconder or Information Item to the agenda.

Our Board’s key focal points are the strategic initiatives. In our Board, strategic initiatives are within the three Board appointed committees and they do all of the work with management's assistance through research, etc. Other strategic initiatives would be the master plan; strategic plan, etc. When required an Ad Hoc Committee is appointed for a specific issue.

Our Consent Agenda is based on all items for Board approval will be
contained within the consent portion. Given that the Directors receive their packages approximately 5 days in advance of the meeting, all Directors should come to the meetings prepared. Time spent on information received in advance and not collecting it, moves the Board’s focus on reviewing what was done to determining what needs to be done next. Approximately 95% of our Board meeting time is taken up with dialogue, deliberation and decision-making about issues of strategic direction. We use a consensus-based approach meeting process that facilitates the Board's movement from dialogue to deliberation. Our Board meetings typically last 90 minutes and we meet 4-6 times a year.

Denise Wanner
Corporate Secretary
The Regina Exhibition Association Limited
dwanner@evrazplace.com
(306) 781-9211