Use this form to assist in running efficient and effective SWCD board meetings.
Duties of the Chairperson
Plan the order of business or agenda with the administrative assistant, district administrator and NRCS district conservationist prior to the monthly board meeting. Ensure that the finalized agenda and supporting documents are distributed to board members and others who requested it, at least one week prior to the meeting date. Additionally, the chair should:
- Preside at all meetings or arrange for the vice chairperson to preside.
- Open and close all meetings on time and insist on regular attendance.
- Call meeting to order. To announce the order of business, distribute a printed agenda. Recognize visitors and others present at the meetings.
- Handle the discussions in an orderly way:
- Give every supervisor a chance to speak - one at a time.
- Allow guests and staff an opportunity to contribute discussion where applicable.
- Tactfully keep all speakers to rules of order and to the question at hand.
- Allow for supervisors with opposing views equal opportunities to speak.
- Encourage all supervisors to participate in the discussion.
- Enter into discussion to give additional facts or information.
- State each motion before it is discussed and before it is voted upon. Put all motions that are properly moved and seconded to a vote and announce the outcome.
- Ask for motions. (For small boards, it is appropriate for the chair to make a motion and to vote on all matters.)
- Appoint committees, assign their responsibilities, and ask for their reports when due. OSWCC rules mandate the chair appoint a nominating committee annually. Doing so in January but not later than 6 months before the annual election is an effective routine to establish.
- At the close of your term of office, turn over to your successor the chair’s material and explain his or her responsibilities.
- Make sure that all new supervisors and associate supervisors are properly informed and understand their duties.
- Set a good example by observing proper parliamentary procedure:
- By calling the meeting to order properly and at the designated time.
- By putting each question to a vote and announcing the outcome.
- By giving decisions on any point of order.
- By recognizing speakers and introducing visitors.