TEAM“If you don’t know where

you are going…You might not get there.”

Yogi Berra

AgendasAgendas•The agenda has the power to stimulate the meeting and provide direction and purpose.

•Planning the agenda requires understanding of the mission, and knowledge of previous achievements.

• Solicit ideas from officers, directors, and committee chairs.• Let board members know how and when they can add items to the agenda.• Together with staff, assemble the agenda.• Be realistic with how much work can be accomplished. Don’t add more items than the meeting can reasonably consider.• If an item needs energy and fresh ideas, put it at the beginning of the agenda.• Have committee chairs make monthly reports.•Urgent items must come before those that can wait.• Send the agenda out ahead of the meeting with any required supporting material.• Be sure you resolve old business from previous meetings.

Creating Great Creating Great AgendasAgendas

The purpose of taking minutes is to protect the

organization and the people who participate in the

meeting. The minutes are not intended to be a record

of discussions, nor serve as a newsletter for the

organization.

MinutesMinutes

Multimedia Publishing of NC v. Henderson County

Court case noted:, “the purpose of minutes is to provide a record of the

actions taken by the board and evidence that the actions were

taken according to proper procedures. If no action taken, no minutes (other

than a record that the meeting occurred) are necessary.”

Minutes can be Minutes can be SCARY!SCARY!

•Accurate minutes should be kept for all official meetings.• Minutes should be a record of what was considered and accomplished at a meeting, not a record of conversations, reports and work assignments.• Minutes should indicate the place, date and time of the meeting and the names of all participants at the meeting.

Minute Tips to Minute Tips to Protect Protect

Minute Tips to Minute Tips to ProtectProtect

•The ultimate legal importance of meeting minutes can be substantial if antitrust, tax, advocacy or other legal issues are raised in litigation or some other context. (In several anti-trust cases, recollections by those who attended meetings were disregarded in the face of official minutes.)

•Distribute minutes within a reasonable time frame to those who attended, those who were supposed to be at the meeting and then safeguard them in the permanent files of your organization.

Minute Tips to ProtectMinute Tips to Protect• What is a reasonable time to

distribute minutes?• Who do you distribute them to?• How do you distribute the

minutes?

Minute Taking TipsMinute Taking Tips•Do not tape record minutes for liability reasons.•Record who is in the room.• Record motions exactly as they are stated.• The name of the maker and the seconder of the motions is not necessary to record.• Record the outcome of every motion.

Minute Taking TipsMinute Taking Tips• Lengthy discussions should not be

recorded in detail.• Note recesses or breaks• If the date and location of the next

meeting is set, include that information.

• The name of the person recording the minutes should be identified at the bottom of the last page.

Committee HumorHumor“A camel is a horse designed by a

committee”

“A committee is a group that keeps minutes but loses hours.”

Milton Berle

“A committee is a group of the unwilling, chosen from the unfit, to do the unnecessary.”

Anonymous

Mike Ford’s Philosophy of Committees

• MLS Committee• RPAC• Education• Special Olympics• Publicity• Special Events• Nominating• Realtor of the Year

Choosing Committee Choosing Committee ChairsChairs

An effective committee requires an effective chairperson.

Because the chair plays such a critical role in completing the work delegated

to a committee, it is important to review the qualifications of your

candidates carefully.

Choosing Committee Choosing Committee ChairsChairsCandidates should have:• The ability to communicate effectively.• The willingness to listen to others.• The leadership qualities to motivate

people to action.• The enthusiasm to take initiative.• Knowledge of the area which the

committee will address

MeetingsMeetings

Making Meetings Making Meetings Great!Great!

Market, Market, Market!

• Send invitations via fax, e-mail, MLS, & in all publications

• Develop a call tree. Nothing increases participation like a personal invitation.

• Start a “buddy” program. Have each regular attendee bring someone who does not normally attend.

Making Meetings Making Meetings Great!Great!

Best way to increase meeting attendance?

TARGET THE BROKERS!If the brokers do not attend the

meetings, the sales agents will not attend the meetings!

Making Meetings Making Meetings Great!Great!

Be consistent!

• Same day of the week/same week of the month

• Same time of the day• Same location except during

special events.

Making Meetings Making Meetings Great!Great!Create the appropriate business

environment

• Have all committee chairs regularly give oral reports to the board

• Everyone giving a report should do so from the podium to establish the appropriate business environment.

Making Meetings Making Meetings Great!Great!

Provide an inviting atmosphere

• Always have greeters at the door! It makes everyone feel welcome.

• Recognize members accomplishments at your meetings. Not only professional accomplishments but community and personal accomplishments.

• Use as many members as possible for activities such as pledge, invocation, greeters, etc.

Program IdeasProgram Ideas• Review past programs• Read newspapers and industry magazines to

find out current trends• Attend conferences & meetings• Talk to real estate leaders• Contact your Chamber of Commerce• Colleges & Universities• Ask other local boards• Word of Mouth• Call Miki at ARA

Program Ideas From ARA

ARPAC

Karen Crowson, ChairmanWally Loveless, Vice Chairman

Debbie Rawls, Fundraising ChairMike Ford, Major Donor Whip

Program Ideas From ARA

Professional Standards

Doyle Yates, Chairman

Program Ideas From ARA

Real Estate Contract Software

David Hudson, ARA Staff

Program Ideas From ARA

Real Estate Contracts

Karen Crowson, Chairman

Program Ideas From ARA

Legislative Issues

Mitch Hart, ChairmanTed Mullenix-lobbyist Julie Grinder-lobbyist

Program Ideas From ARA

Educational Opportunities

Velda Lueders, Professional Development Chairman

Arkansas Chapter CRS

Miki BassARA Staff

Program Ideas From ARA

Convention

Tom Jones, 2010 Chair

Miki BassARA Staff

Program Ideas From ARA

Fair Housing

Miki BassARA Staff

Program Ideas From ARA

ARA Website & Technology

David HudsonARA Staff

Program Ideas From ARA

Program Ideas From ARA

Public Relations

Sandy Ebel, ChairmanEthan Nobles, ARA Staff

Program Ideas From ARA

National Association Activities

Doyle Yates, NAR DirectorMike Ford, NAR Director

Chris Polychron, NAR Director

Program Ideas From ARA

Past Arkansas Realtors Association Presidents

Program Ideas From ARA

Past Arkansas Realtors of the Year

Program IdeasDon’t forget about…

• You Mayor

• County Judge

• Pres. of your Chamber of Commerce

• Superintendant of Schools

• Senators and Representatives

BRAINSTORM

Let’s go have a drink!