GUIDELINES FOR SOUTHERN DIRECTORS -- MEETINGS
MEETINGS OF THE ASSOCIATION
||Relationship to Other Activities
||Multistate Research Committee and others as needed
||In conjunction with the annual meeting of SAAS
||Deal with specific topical issues and/or business matters related to Multistate
|Hosted by a member State
||Review and dispose of new, and continuing activities other association
||Full membership of SAAESD
||In conjunction with the annual meeting of the Experiment Station Section
and the SAES/ARD Workshop.
||One-half day meeting to deal with association business.
Meetings of the Association may be called as deemed necessary by the Chair. Meetings
usually held may not be scheduled if there is not a need. Length of meetings are
established by the agenda and the schedule of related activities. Meetings deal with
recurring items of operational business of the Association, the process of strategic
and informational and interactive items of mutual concern to Directors.
Preparation of Agenda Items:
Meetings of the Association are designed to provide for maximum interaction and
making and minimum use of limited time in developing or providing background
information. To achieve this end, an agenda with briefs about each item of business is provided electronically to Directors in
advance of the meeting.
Presenters are asked to prepare agenda briefs and send them to the Office of the
Director sufficiently far in advance of the meeting so that these items may be included in
the information made available to Directors in time for study prior to the
The agenda brief should generally be no longer than one page in length; attachments
be used to provide detailed information as needed.
Instructions for preparing the agenda brief and the format to be used are as follows:
(The number of the agenda item will be provided by the Executive Director's Office.)
Title of the Agenda Item
(A "stand-alone" descriptive title that conveys the sense of what is to be presented.)
Presenter: (Name of the presenter)
In this section, provide a brief narrative describing the background information relevant
the agenda item, referring to detailed attachments if necessary. This section should clearly define the
identify the relevant historical perspective, provide options for decisions, if appropriate,
clearly set the stage for discussion without further description.
This section contains the specific action (if any) that is requested by the presenter. If no
specific action is anticipated, this should be so indicated by entering the notation "For
This section is completed in the Office of the Executive Director at the completion of the meeting. It may include a record of
pertinent discussion, identity of the "movers and seconders" of motions and the specific
action taken by the Association.
Presentation of Agenda Items:
Presenters are asked to assume that members have read the agenda and briefs in
of the meeting and should very briefly summarize the material contained therein. The
agenda item will be introduced and the presenter should move the members to
discussion leading to conclusions or decisions. The objective is to streamline the agenda,
use interactive time effectively and create opportunity for a broader agenda at the
Minutes of the Meeting:
The completed agenda briefs become the official record of meeting minutes. The Office of the Executive Director
maintains the official record of the minutes as approved by the Association.
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