Tips and Tricks to Running an Interesting and Effective Regional Board Meeting

1. AYSO Tips and Tricks to Running an Interesting and Effective Regional Board Meeting

2. Why? What are some reasons to have a Regional board meeting?

3. Reasons... • Work on the Regional budget • Develop a Regional calendar • Develop Regional policies • Hear Regional board member (RBM) reports • Approve volunteers for the upcoming Membership Year from the CVPA report

4. Reasons... • Schedule games, training, events, etc. • Work on Regional Assessment Program progress • Debrief an event • Announce upcoming webinar schedule • Work on solutions to problems • Plan for the future

5. Be Prepared • Send out the agenda via email one week before the meeting. • Print out hard copies for everyone. • Make RBMs responsible for sending in their report if they can’t attend. • If there is a change in the usual time or location of the meeting, remind everyone.

6. Sample Agendas

7. Be Prepared RRA Treasurer RC RCA Registrar

8. Make It Fun • At least once each board meeting, lighten the mood. • What is something about you we don’t know? It can’t have anything to do with soccer. • Are there any birthdays or anniversaries or special personal happenings that you can celebrate?

9. Serve Food

10. Inspire Them • Start the meeting with a leadership quote. Ask why it resonates with them. • Pick one of AYSO’s philosophies. What are we doing to support it? • Ask board members to share something they saw that epitomized the AYSO Mission or Vision Statement.

11. Season Tracker • Have you checked out Domino’s Pizza Tracker? • Determine how many volunteers you need before registration. Discuss at all board meetings. Every board member can help. • Set up the season tracker on your website so parents can see how recruitment is progressing.

12. Domino’s Pizza Tracker ____________________________________ 150 Coaches and Referees Needed We’re Almost There! Help! 2014 AYSO Season Tracker 0 150 75

13. Let Everyone Talk • Each Regional board member sets a goal at the beginning of the season. • They have 5-10 minutes to report on their goal at each board meeting. • Go over the Region’s calendar. Did we complete last month’s tasks? Are we set for next month?

15. Move It Around • What are the pros and cons of same night, same time, same place each month? • Ask the Board Member who always travels the farthest to pick a location once a year. • Treat everyone to dinner in the off season. Do a quick meeting and then just socialize. Invite the spouses.

16. Choose WiselyDo you have all of these? • Men/Women • City councilmen/women • Young parents • Ethnic diversity • Recent AYSO grads • “Computer wiz” • School board members • Each school or town represented

17. “Start the Clock” • How long should the meeting be? • Start on time regardless of who is missing. • Use a countdown clock. • Use a timekeeper to keep all reports to the allotted time. Ring a bell or use a red card. • Put times in the agenda.

18. “National” Exposure • “Start Your Laptops”! You can share. • Do a live presentation of the Region Toolkit, eAYSO or ayso.org. • Talk about the eNewsletterseach meeting. Each board member should share information. • Check out other Region’s websites.

19. The Advocate CVPAs The Commish RCs Whistle Stop Referees More Soccer For More Kids Dollars & $ense Treasurers Registrar Resource Registrars AD Report ADs Play it Safe Safety Directors 90 Second Soccer Parent Hey Coach! Coaches

20. Can you teach an old Regional Board new tricks? Yes – you can make your Regional board meetings better!

21. As a Regional Commissioner: • Discuss your proposed changes with the secretary and treasurer in advance. • Get support from other key board members. • Notify board members that you will reserve 15 minutes at the next board meeting to talk about a new format for future board meetings.

22. Frustration! What frustrates you most about your Regional board meetings?

23. Typical Answers • Not starting on time • Too long • Side bar conversations • Late arrivals • Disorganized • Discussions becoming arguments • The naysayer • The dominator • Poor attendance

24. Activity Let’s take a few of these frustrations and find some solutions…

25. Some Solutions… Not starting on time – Offer a “carrot” for those that arrive on time. It could be a gift card or small gift. Too long - Decide on a start and end time for the meeting and stick to it. Assign each presenter with a certain amount of time. Utilize a time keeper.

26. Solutions Side bar conversations - Use tent cards to position board members. Set up “ground rules” that everyone agrees with. Stop talking until you get their attention. (This is a teacher trick) Late arrivals - Don’t acknowledge the late arriver or get them caught up with what has happened. Do that after the meeting so that they have to stay later to be up to speed.

27. Solutions Naysayer- “Every problem has to have a solution. If you complain about something, give us one idea on how to make it work.” Joke about his/her attitude. Compliment the positive attitude of others. Dominator - Assign times to each topic and have a process for giving presenters a warning when their time is almost up. Be direct and tell them that “we need to give others a chance to comment”.

28. One more solution… Poor attendance - Set a standard meeting time, day and location each month. Send a meeting reminder 2 weeks in advance asking for agenda items (secretary). Send an email 5 days before accompanied by an agenda. Be sure to include location, date and time (secretary). Ask for meeting confirmations (attendance or absence).

29. What if… The Regional Commissioner is the problem?

30. You have options! • Have a one-on-one, frank discussion with “your friend” the RC about ways to shorten the board meetings or get them more organized. • Ask the RC for buy-in and if the RC wants, offer to make the presentation to the board. • Confidentially contact the Area Director and ask for a board meeting visit. After that the AD can offer suggestions.

31. Seating Arrangements • Classroom • Round Rectangular

33. Regional Board Meetings • Everyone Plays®- Encourage everyone to participate. • Balanced Teams - Everyone has talents and they are valued for it. • Open Registration - Board meetings are open and parents and volunteers are welcome. • Positive Coaching - The RC encourages constructive comments and solutions. • Good Sportsmanship - Listen to and support one another and have fun! • Player Development - Board meetings offer a great opportunity for members to learn from each other and to develop skills and knowledge.