Before You Join Boards and Committees
Learn about the organization
- Research the organization’s mission, vision, and values on its website.
- Ask yourself if you are willing to support the organization as a Member.
Learn about the role
- Read about the role and responsibilities of a Member. (See: Roles & Responsibilities of a Board Member)
- As a Member, you are expected to:
- Be informed: Read the materials you receive and ask for help to understand any material you may not understand.
- Commit to attend meetings regularly.
- Come prepared: Review the agenda and background materials before meetings.
- Use your best judgment and always think before you speak.
- Vote based on your own opinion, without pressure from others. If you do not understand the information you may decide not to vote. This is called “abstaining” from voting.
- Act honestly: Put the organization’s interests ahead of your own personal interests.
- Support the organization to follow its mission, vision, values, rules, and laws.
- Help make sure the organization is financially responsible, including:
- Good policies and practices
- Careful spending
- Good documentation
- Good performance by staff responsible for finances
- Be prepared to keep confidential the information that is discussed at Board and Committee meetings.
- Understand what liability means for all Members.
Understand the time and effort
- Ask what is expected of all Members.
- Find out:
- How many Board and Committee meetings you are expected to attend
- Whether you are expected to join Committees
- Whether you are expected to attend fundraising events or other activities
When You Join Boards and Committees
Commit to participation
- Attend Board and Committee meetings and other activities regularly.
- Work with a Board or Committee Mentor. It may be helpful to complete a Board or Committee Mentor/Support Staff Agreement (See Resource F) or an Accommodations Checklist (See Resource G).
- Arrange support staff if you need support to participate; be clear about what support you need.
- Advocate for support if needed and it is not provided.
Before each meeting
- Review the agenda and documents. Ask your Board or Committee Mentor or another person to help if needed.
- Plan how you will attend. If the meeting is virtual, make sure:
- You have the technology you need
- You know how to use basic features like mute and unmute
- Confirm the meeting process, including:
- How voting works
- How to add items to the agenda
- Think about any questions, ideas, or comments you want to share about the items on the agenda.
During Meetings
Follow Board and Committee rules
- Follow the Board and Committee Codes of Conduct. Read it before the meeting.
- Follow the agenda for the meeting.
Use good meeting practices
- Be on time: Arrive or log in before the meeting starts.
- Listen carefully: Pay attention when others speak. Do not talk over them. If you need help to understand, speak quietly with your Board or Committee Mentor.
- Speak one at a time: Wait for your turn so everyone has a chance to talk.
- Respect differences: People may disagree. Say you disagree clearly and kindly.
- Stay focused: Stick to the agenda topics so meetings can start and end on time. If you need more information, ask your Board or Committee Mentor after the meeting.
- Avoid interrupting: Do not cut others off when they are speaking.
- Participate actively: Raise your hand (in person or virtually) when you want to speak.
- Encourage others: Help make the meeting a friendly space where everyone feels safe to share their ideas.
- Keep your comments brief and to the point to give everyone who wishes time to speak.
- A motion is a formal way to make a decision at a meeting. If you are unsure what a motion means, ask questions before voting. You may also be asked to “second” a motion, which means you support the idea.
