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GUIDELINES FOR SOUTHERN DIRECTORS -- MEETINGS

MEETINGS OF THE ASSOCIATION

Time Participation Relationship to Other Activities Purpose
Winter 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 activities.
Spring Full membership
of SAAESD
Hosted by a member State Review and dispose of new, and continuing activities other association business.
Fall 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 planning 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 decision 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 Executive 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 meeting. The agenda brief should generally be no longer than one page in length; attachments may be used to provide detailed information as needed.

Instructions for preparing the agenda brief and the format to be used are as follows:


Agenda Item______________
(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)

Background Information:

In this section, provide a brief narrative describing the background information relevant to the agenda item, referring to detailed attachments if necessary. This section should clearly define the issue, identify the relevant historical perspective, provide options for decisions, if appropriate, and clearly set the stage for discussion without further description.

Action Requested:

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 information only."

Action Taken:

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 advance 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 appropriate 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 meetings.

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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Maintained by: Donna Pearce, Assistant to the Director