18:02:23 This is going to dive deeper into 18:02:29 being a leader onboard's council and 18:02:29 committee and what that looks like. 18:02:32 I'm going to go ahead since we only 18:02:34 have a short amount of time. 18:02:37 I hand it off after I go over 18:02:40 logistics 18:02:44 . If you scroll to the bottom off the 18:02:49 screen, there is a bubble that has dots 18:02:52 inside of it, that's a chat bubble. 18:02:56 If you have comments you want to add 18:02:58 in the conversation, feel free to do 18:02:59 that there. 18:03:06 There is a c 18:03:07 CC box. 18:03:09 That is closed captioning for today. 18:03:12 That's up and running if you want to 18:03:12 access that. 18:03:17 I also put in a StreamText link if you 18:03:21 want to change the contrast or font to 18:03:22 suit whatever your needs might be. 18:03:24 If not, it's right there available. 18:03:26 If you would like to mute and un-mute 18:03:30 from home. 18:03:33 Everybody is currently muted. 18:03:38 I can un-mute everyone in a second. 18:03:40 You can un-mute by going to bottom of 18:03:42 screen and clicking the microphone or 18:03:44 unclicking the microphone so that will 18:03:46 mute and un-mute you. 18:03:50 I believe as you want to talk, you 18:03:52 want start your video as well. 18:03:55 But if you are on the phone and like 18:03:58 to un-mute yourself, you can do that by 18:03:59 pressing star 6. 18:04:02 If you want to just raise your hand 18:04:04 and that let's me know you have a 18:04:07 question or comment, you can press star 9. 18:04:10 That will let me know that you have a 18:04:10 question. 18:04:12 I'm going to hand it off. 18:04:13 Welcome to everybody. 18:04:17 We have Michael and Mica and Audra and 18:04:22 Whitney leading us through how to be 18:04:28 leaders on boards, councils and 18:04:31 committees 18:04:32 . 18:04:34 Michael: Thank you, everybody. 18:04:35 Welcome for part two. 18:04:38 Excited that you are with us again 18:04:38 today. 18:04:42 Hopefully we always talk -- hopefully 18:04:45 is the weather is better than what it is 18:04:47 in Salt Lake. 18:04:49 Hopefully you remember what we talked 18:04:50 about last time. 18:04:51 If not, that's okay. 18:04:54 We are going to get into new items 18:04:54 today. 18:04:57 If you have questions, feel free to 18:04:58 ask questions. 18:05:00 We will last about an hour today. 18:05:02 Feel free to participate. 18:05:03 We welcome that. 18:05:05 And so we will get this started. 18:05:08 18:05:11 So we're going to talk about what 18:05:12 parliamentary procedure is. 18:05:16 We talked about how to get on a board 18:05:16 or committee. 18:05:19 This is once you are on, what happens, 18:05:21 how a meeting is run. 18:05:24 I'm going to read this slide to you. 18:05:28 So parliamentary procedure. 18:05:31 Is a set of rules for conducting 18:05:34 business meetings and public gatherings. 18:05:37 Allows everyone in the meeting to be 18:05:37 heard. 18:05:39 Provides a method for making decisions 18:05:43 and minimizing confusion and helps 18:05:45 governing body get things done. 18:05:50 Not all of them follow this 18:05:50 parliamentary procedure. 18:05:53 This is different than Roberts rules 18:05:55 which we are not necessarily going to 18:05:56 cover today. 18:05:58 Part of parliamentary procedure that 18:06:00 each meeting should have an agenda or 18:06:04 list of items with pictures here of my 18:06:04 presenters. 18:06:07 Hard to read the slides here. 18:06:09 It's a list of items to be 18:06:12 discussed during the meetings. 18:06:15 Members discuss topics on the agenda 18:06:17 and share their opinions. 18:06:20 Members make decisions about how to 18:06:23 move forward with projects/activities 18:06:24 discussed. 18:06:26 Items get on agenda by those members 18:06:29 on that committee or board and they give 18:06:31 that information to the chair of that 18:06:34 committee and request that it be on the 18:06:35 agenda. 18:06:40 And then up to chair of committee to 18:06:43 get that taken care of on. 18:06:47 That's what parliamentary procedure. 18:06:48 Parliamentary procedure is organized 18:06:51 method for a group to accomplish goals 18:06:53 and make decisions. 18:06:54 So -- sorry. 18:06:57 I'm having a hard time reading these. 18:06:59 Let me get to the right place. 18:07:03 So it's accomplished goals in an 18:07:05 effective, fair and efficient manner. 18:07:08 Effective by providing an orderly way 18:07:10 to conduct the group's business and make decisions. 18:07:13 Fair and fair because it's a 18:07:15 democratic process for making a decision. 18:07:19 And then efficient by keeping the 18:07:19 group focused. 18:07:23 So it's -- discussed one item of 18:07:26 business is deposed of or completed 18:07:27 before going on to another. 18:07:30 We're going to talk about how all 18:07:32 that works here in a minute. 18:07:36 That's kind of how and why a lot of 18:07:38 meetings and boards use this procedure. 18:07:43 If you ever attended a board or 18:07:46 committee meeting, if they don't have an 18:07:49 agenda, they are all over the place. 18:07:54 When you stick to that agenda, you are 18:07:56 able to get things done and decisions 18:07:58 made so you can move forward with 18:07:59 mission of organization. 18:08:04 So these are some of the terms 18:08:08 that you will find in parliamentary 18:08:08 procedures. 18:08:11 There is a lot of them, I understand. 18:08:13 It can be confusing at times. 18:08:16 Times you will hear these words. 18:08:19 I will read you the definition and 18:08:20 what they mean. 18:08:21 Adjourn. 18:08:22 End the meeting. 18:08:25 Favorite term to use when they go to 18:08:26 board meetings. 18:08:29 They want to get the meeting done and 18:08:31 hope not to be there longer than 18:08:31 necessary. 18:08:35 You will hear a motion in a minute, 18:08:37 say, motion to adjourn the meeting. 18:08:40 And that's what it means to end the 18:08:40 meeting. 18:08:43 You may hear adopt. 18:08:47 That means to accept whatever decision 18:08:50 or chose to move forward with that. 18:08:52 We talk about agenda and agenda is 18:08:55 items to be discussed during the meeting. 18:08:58 Amend. 18:09:01 I'm going to drop down to motion. 18:09:05 Proposal that a group makes to take a 18:09:07 stand or take action on some issue. 18:09:12 When people talk about to amend, they 18:09:14 change that motion, you may have 18:09:16 original motion on the floor or being 18:09:18 discussed and somebody may want to 18:09:23 change that motion alittle bit and amend 18:09:24 that motion. 18:09:24 You have chair. 18:09:28 Chair is person in charge running the 18:09:30 meeting. 18:09:34 Chairperson chairs the group of people 18:09:35 in the meeting or in a committee. 18:09:36 Committee. 18:09:38 What is a committee? 18:09:41 Group of people chosen to act upon a 18:09:41 certain task. 18:09:45 You will hear -- oftentimes you will 18:09:47 have a board and form different 18:09:51 committees to look at different items or 18:09:54 different ideas and they form these 18:09:54 committees. 18:09:57 Some committees you will have is 18:09:59 financial committee and look at finances 18:10:00 of organization. 18:10:02 Have an Executive Committee will have 18:10:06 chair, vice chair, secretary, treasurer. 18:10:10 They are in charge of the executive 18:10:11 director if there is one. 18:10:14 You will have different committees 18:10:15 platform. 18:10:17 There are a group of people chosen to 18:10:19 act upon certain tasks. 18:10:20 Debate. 18:10:23 Debate means a discussion about a motion. 18:10:26 Before a motion is voted on, 18:10:30 oftentimes and there should be chance to 18:10:33 debate that or have a discussion about 18:10:37 decision on a table or motion on a table. 18:10:38 Majority. 18:10:40 Majority is more than half the members 18:10:41 are present and voting. 18:10:45 So oftentimes -- we're going to talk 18:10:47 about bylaws in a minute. 18:10:51 Oftentimes for voting purposes and the 18:10:55 bylaws states that majority needs to 18:10:58 vote for a motion for it to pass. 18:11:03 Or fact decision as a group. 18:11:09 We are going to go to quorum. 18:11:12 Number or percentage of members who 18:11:14 are present to conduct business legally. 18:11:19 That's in laws that you have to have a 18:11:23 quorum to discuss business, to make 18:11:23 decisions. 18:11:25 Can't just be one or two people. 18:11:30 You have to have most of the times 18:11:34 bylaws, quorum is 51%. 18:11:36 Bylaws may say different. 18:11:39 A second is a verbal signal from a 18:11:42 member that he or she wishes to consider 18:11:43 the motion. 18:11:46 Motion is on the table or decision or 18:11:49 proposal is being made, someone needs to 18:11:52 second that or wants to discuss that 18:11:54 motion or consider that motion and so 18:11:56 oftentimes, you will hear somebody make 18:11:59 a motion and somebody else say, I second 18:12:02 that motion and that's when you have 18:12:03 will a debate and move forward. 18:12:06 Last one on that screen is voting. 18:12:09 Means by which motions are accepted or 18:12:11 rejected by the group. 18:12:14 And then on this slide up in the right 18:12:18 hand corner, you have a group of people 18:12:27 with different smiling faces of heads 18:12:31 sitting around table representing a 18:12:33 board discussing. 18:12:35 Any questions about any terms that 18:12:37 were just reviewed? 18:12:42 [Silence]. 18:12:44 >> Give you a second if you need 18:12:44 to. 18:12:49 Raise your hand if you would like. 18:12:55 >> I don't see anybody at this 18:12:57 point. 18:13:00 >> May have a problem. 18:13:04 I cannot click on what I want to move 18:13:05 my -- here we go. 18:13:06 All right. 18:13:07 >> All righty. 18:13:10 So now that we established some of the 18:13:13 terms you need to know to understand 18:13:16 what's going on in a committee meeting, 18:13:18 let's talk about the flow of the meeting. 18:13:20 What happens and what order they 18:13:22 usually happen. 18:13:24 Most of these kind of meetings will 18:13:25 start with a call to order. 18:13:28 This is when the person leading the 18:13:30 meeting usually the chair or president 18:13:33 says this meeting will come to order. 18:13:35 That is official start point for the 18:13:36 meeting. 18:13:40 After that, you will often have 18:13:43 introductions and establish a quorum. 18:13:46 As we established a quorum, however 18:13:48 many people you they'd to have present 18:13:50 in order to conduct business. 18:13:53 So this is just a formal 18:13:55 acknowledgment that you have enough 18:13:57 people present to conduct business. 18:14:00 The person leading the meeting 18:14:03 will announce whether or not this quorum 18:14:03 is present. 18:14:06 As we mentioned before, quorum is 18:14:09 different for all organizations and 18:14:14 typically spelled out in bylaws and 18:14:18 policies and procedures. 18:14:22 After this introductory stuff is done, 18:14:22 they move on to old business. 18:14:26 Time set in agenda to discuss topics 18:14:28 that have already been brought before 18:14:31 the governing body. 18:14:34 If you are revisiting something in 18:14:36 last meeting or anything else that's not 18:14:39 a new topic, then this would go under 18:14:39 old business. 18:14:44 This also includes meeting minutes. 18:14:49 Which are a record of what's been 18:14:52 talked about and discussed during a 18:14:52 meeting. 18:14:56 Typically the previous meeting's 18:15:01 minutes are approved as first order of 18:15:03 business when discussing old business. 18:15:05 All right. 18:15:08 Then of course after old business, you 18:15:11 typically move on to new business. 18:15:15 This is part of agenda set aside to 18:15:17 discuss topics that have not been 18:15:22 previously brought before the governing 18:15:22 body. 18:15:26 If they are dating on whether to take 18:15:30 -- debates on whether to take on a new 18:15:32 project, that would happen under new 18:15:34 business. 18:15:39 Mica: There is time set aside 18:15:39 for assignments. 18:15:41 This is where the person leading the 18:15:44 meeting or other members will share 18:15:47 events 18:15:48 activities. 18:15:51 These are sorts of things that 18:15:53 organization might want to know. 18:15:55 Not personal announcements. 18:15:59 The last part of any meeting is 18:16:00 adjournment. 18:16:02 The person leading the meeting will 18:16:05 seek a vote to adjourn the meeting and 18:16:06 that closes the meeting. 18:16:09 18:16:12 18:16:17 >> We are going to look at how 18:16:17 tomation a motion. 18:16:20 My name is Whitney. 18:16:23 We will kick off to Audra. 18:16:27 Motion is a proposal that board/body 18:16:28 takes action on. 18:16:31 18:16:35 >> When business is being 18:16:37 discussed and a member wants the 18:16:40 governing body to consider an idea, the 18:16:42 member asks to be recognized by person 18:16:44 leading the meeting. 18:16:50 Chair, chairmen, chairwoman. 18:16:54 The person leading the meeting will 18:16:56 state -- the name of the member is 18:16:56 recognized. 18:17:04 Whitney, you are recognized to make a 18:17:04 motion. 18:17:06 Then I would make my motion. 18:17:09 Another way and common way that a 18:17:12 motion is made, when called for by 18:17:13 chair/president. 18:17:17 After an item presented such as 18:17:19 meeting minutes, chair may say I would 18:17:22 like to entertain a motion regarding the 18:17:24 meeting minutes of whatever date that 18:17:26 was September 2019. 18:17:30 Then member can say I move to approve 18:17:36 the meeting minutes of 1/2/2034 as 18:17:36 submitted. 18:17:38 They can say so moved. 18:17:41 They don't necessarily have to say I 18:17:44 move or they can say emotion -- as long 18:17:45 as their name. 18:17:48 You want to make sure that your name 18:17:50 is clear and that's especially 18:17:52 importance if you are doing a 18:17:53 teleconference or webinar. 18:17:58 Name needs to be written down in the 18:17:59 minutes for motion. 18:18:02 If people in the room cannot see you, 18:18:08 that you are vocalizing the name and 18:18:12 making the motion. 18:18:15 18:18:21 Michael: Un-muted. 18:18:23 Audra: Okay. 18:18:26 So seconding a motion. 18:18:32 I would first like to turn the 18:18:35 attention to the meme that has a 18:18:39 picture of cute dog that cannot identify. 18:18:41 Raising his paw. 18:18:44 His caption that says I second that 18:18:44 motion. 18:18:49 That is very stinkily cute. 18:18:52 In order for a motion to progress, has 18:18:53 to receive a second. 18:18:56 Another member has to say I second the 18:18:57 motion. 18:19:01 They agree that a motion should move 18:19:01 forward. 18:19:03 Opportunity for discussion. 18:19:07 They don't necessarily mean they 18:19:09 agree, they just want to get to second 18:19:10 phase. 18:19:14 Once motion has been moved, and 18:19:15 seconds. 18:19:17 Then it can be discussed. 18:19:21 The member whose recognized give 18:19:23 reason force or against the motion, 18:19:28 second in motion the chair/president 18:19:30 will usually say anyone like to second a 18:19:35 motion and then will say I will open 18:19:36 floor for discussion. 18:19:42 Times where members -- I'm going to 18:19:43 next slide. 18:19:46 I'm hearing the phone on my laptop and 18:19:47 computer. 18:19:49 There are times when members will want 18:19:53 to change the motion while it is in the 18:19:54 discussion phase. 18:19:58 Recommended that only one of them be 18:19:59 permitted permission. 18:20:04 An amendment generally strikes out or 18:20:07 adds or substitutes word in the main 18:20:08 motion. 18:20:11 To amend a motion. 18:20:13 I most of to mend the motion. 18:20:15 Second to amendment is required. 18:20:20 Discussion follows and is only for 18:20:22 amendment, not the original motion. 18:20:28 When it is time to vote, a majority is 18:20:29 needed to pass it. 18:20:33 If amendment passes, the 18:20:34 chair/president will announce whether 18:20:36 the motion passes. 18:20:39 If amendment did not pass, then 18:20:44 original motion discussion on original 18:20:47 motion continues, sorry. 18:20:49 All right. 18:20:52 Discussion on a motion can end in the 18:20:53 following ways. 18:20:56 No one says anything. 18:20:59 I member says I call for the question. 18:21:03 Which means that the member wants 18:21:05 motion brought to a vote. 18:21:08 The motion is amended. 18:21:11 Or there is not enough information for 18:21:14 members to make a decision and a 18:21:17 recognized member moves to lay the 18:21:18 motion on the table. 18:21:22 It will be postponed until next 18:21:22 discussion. 18:21:26 If no discussion is permitted, chair 18:21:27 calls for a vote. 18:21:30 18:21:41 Michael, I think you are still 18:21:43 muted. 18:21:48 >> I realized we never introduced 18:21:49 ourselves as well. 18:21:50 Bad on our part. 18:21:54 We may take half a second to introduce 18:21:55 ourselves. 18:21:57 That's partly my fault. 18:22:00 I started this off and didn't do any 18:22:01 introductions. 18:22:02 My name is Michael Lefevor. 18:22:04 I'm from Utah. 18:22:09 I'm in the inter 18:22:17 . I'm with the state live council. 18:22:23 Mica: I'm Mica Mica 18:22:24 stewart. 18:22:29 I'm the second nor the non-profit that 18:22:31 organizes the leadership forum. 18:22:34 Graduate of youth leadership forum and 18:22:37 involved with alumni association. 18:22:41 >> My name is Whitney Harris. 18:22:44 Treasurer on Florida independent 18:22:48 living council in Florida. 18:22:52 I am one of youth board members on the 18:22:52 APRIL board. 18:22:57 >> Audra, you want to do a quick 18:22:58 introduction? 18:23:01 18:23:05 Got to get un-muted first, sorry. 18:23:08 18:23:15 There you go. 18:23:18 >> 18:23:20 Audra, I have my kid. 18:23:22 It's late for her. 18:23:24 Can you repeat the question? 18:23:28 >> Quick introduction for yourself. 18:23:29 >> Hold on. 18:23:32 >> We appreciate Audra doing this. 18:23:37 She has a little one to get someday 18:23:37 care. 18:23:40 We appreciate being on call with us 18:23:41 today. 18:23:44 >> We welcome the little baby too. 18:23:49 We support youth of all ages, Audra, 18:23:51 don't you worry. 18:23:56 Audra: Okay. 18:23:57 [Laughter] 18:24:00 All right. 18:24:02 >> Do you want to tell us a little 18:24:05 bit about yourself and guest of honor as 18:24:06 well? 18:24:13 Audra: My -- [Indiscernible]. 18:24:15 Audra: Stop. 18:24:18 She wants to be part of the 18:24:18 conversation. 18:24:21 I'm sorry. 18:24:27 >> We skipped over introductions 18:24:28 in beginning. 18:24:32 We are coming around to that. 18:24:34 Audra: Is that Sierra speaking? 18:24:41 >> Yes. 18:24:42 18:24:45 Audra: I need a moment. 18:24:49 Michael: No worries. 18:24:51 I can continue with this slide. 18:24:55 If you want to do introduction. 18:25:00 Audra: Can you just take over? 18:25:04 Michael: We will continue on 18:25:04 with this. 18:25:06 Voting on a motion. 18:25:08 We kind of talked about that a little 18:25:09 bit and how that works. 18:25:13 But we will have the chair or the 18:25:14 president. 18:25:17 Sometimes interchangeable positions 18:25:19 depending on the board or committee that 18:25:19 you serve on. 18:25:23 They will ask three things. 18:25:24 Ask all in favor. 18:25:29 All voting members who agree will say, 18:25:30 aye or yes. 18:25:33 That means that you want whatever was 18:25:36 just discussed what the motion was, you 18:25:37 want that to happen. 18:25:40 Then after that vote is taken, 18:25:43 they will ask any opposed? 18:25:46 And all voting members who disagree 18:25:49 will say nay or no. 18:25:53 They will record all those votes from 18:25:54 those voting members. 18:25:58 And then I've heard this on occasion. 18:26:00 Doesn't happen all the time. 18:26:01 Could happen. 18:26:05 And any abstained is other thing they 18:26:06 can ask. 18:26:10 That means that all voting members 18:26:13 decline to vote for or against it a aye 18:26:13 for this. 18:26:16 You don't wish to vote. 18:26:19 You don't wish to take a stance on 18:26:20 motion that is occurring at the time. 18:26:23 Maybe could be you are removing 18:26:25 yourself because there might be a 18:26:26 conflict of interest. 18:26:31 Maybe whatever is happening, you 18:26:32 have a stake in it. 18:26:35 And you feel like you need to step 18:26:37 back and let other people make the 18:26:40 decision and not participate in that. 18:26:45 Following the vote, the chair or the 18:26:47 president will announce whether or not 18:26:50 the motion carries or passes. 18:26:54 Secretary will document how many in 18:26:58 favor, how many opposed and how many 18:26:59 obtain from the vote. 18:27:02 Has to be documented in all minutes. 18:27:05 That is your legal proof of what 18:27:07 decisions or motions passed. 18:27:10 Majority votes in agreement with the 18:27:13 motion, it's adopted or accepted, you 18:27:15 move forward with working on whatever 18:27:16 that motion was. 18:27:20 If majority votes in disagreement with 18:27:24 the motion, it's not adopted or accepted. 18:27:26 That motion does not pass. 18:27:30 And so you move on with whatever 18:27:30 business is next. 18:27:33 18:27:37 So step by step and will of making a 18:27:40 motion -- example of making a motion. 18:27:45 We will pretend that Whitney is chair. 18:27:46 Ms. 18:27:48 Chair, I would like to make a motion. 18:27:50 >> Michael, you are recognized. 18:27:56 >> Emotion to create a youth add 18:28:00 vory committee to advice the board --th 18:28:02 youth we serve. 18:28:07 >> Can I get a second to the motion? 18:28:09 >> Mica or Audra wanted to second 18:28:12 that, they agreed with that. 18:28:14 They will say second. 18:28:17 >> I will second that motion. 18:28:19 >> They want to move forward with 18:28:20 at least talking about it. 18:28:22 Chair may ask you to explain or speak 18:28:23 to your motion. 18:28:25 Sometimes this happens, sometimes it 18:28:26 doesn't. 18:28:29 They may ask you to do so. 18:28:34 And if it were me, chair asked me, I 18:28:37 think it's important that youth have a 18:28:39 voice or have a say in the decisions we 18:28:44 make about the services that they 18:28:44 receive. 18:28:48 This is great example of serving on 18:28:50 independent center for board of directors. 18:28:54 You want to create an advisory board 18:28:54 for that. 18:28:58 That would be a perfect example for 18:29:00 this or for your statewide independent 18:29:01 living council. 18:29:04 This is a great example you can use 18:29:07 almost anywhere or hopefully that you 18:29:07 have used. 18:29:11 After that, the chair or Whitney 18:29:14 would ask for further discussion? 18:29:16 >> Is there any discussion on this 18:29:17 motion? 18:29:20 >> Then anybody who wants to 18:29:25 discuss that would then note or let the 18:29:26 chair know that they would like to speak 18:29:29 to it essentially. 18:29:32 Mica wanted to speak up and I say what 18:29:36 his mind is about that whether for or 18:29:37 against, he could do that. 18:29:40 Then the board discusses that motion 18:29:46 and then the chair will number 10 -- 18:29:48 >> Call for a vote. 18:29:54 >> That vote is made and taken. 18:29:57 That's when Whitney would say all in 18:29:59 favor, wait for everyone to vote. 18:30:02 That would be noted and say any 18:30:03 opposed? 18:30:04 They get that vote. 18:30:05 Record it. 18:30:07 Any abstain? 18:30:09 And record that vote. 18:30:12 18:30:17 18:30:21 >> 18:30:25 I think Mica wanted to add something. 18:30:28 Looks like you are muted, Mica. 18:30:31 Mica: I wanted to highlight for 18:30:33 a second that when you second a motion, 18:30:36 that doesn't mean you are voting for it. 18:30:39 That means that you want the group to 18:30:41 discuss it and worth talking about it. 18:30:44 You can still second a motion and then 18:30:47 vote against it later. 18:30:49 Michael: That could be an 18:30:51 interesting idea. 18:30:53 I may want to learn more about it. 18:30:56 After you learn more, you can say, I 18:30:57 don't like that idea. 18:31:02 Or, I really like it. 18:31:04 Second means you want more discussion 18:31:04 on that project. 18:31:07 Thanks, Mica. 18:31:09 Mica: No problem. 18:31:12 Now that we talked a little bit about 18:31:14 procedure, let's talk about rules. 18:31:16 Rules for most organizations and 18:31:19 committees are called bylaws. 18:31:23 Bylaws are the rules 18:31:27 a adopted by an organization chiefly 18:31:30 for the government of the members and 18:31:32 regulation of it's affairs. 18:31:33 Sort of like constitution for 18:31:35 committee. 18:31:38 Bylaws spell out following things for 18:31:41 a corporation or or ocean. 18:31:43 Bylaws say what the organization is 18:31:43 going to be named. 18:31:46 They tell you what the purpose and 18:31:48 mission statement of that organization 18:31:48 is. 18:31:53 They describe the board of 18:31:55 directors and how that will be organized. 18:31:58 The bylaws will usually describe what 18:32:01 the role of the board is, size or how 18:32:06 many members it has, composition or 18:32:07 recruitment or compensation. 18:32:11 Will talk about the terms of board 18:32:11 members. 18:32:14 That is how long they serve for. 18:32:17 Will have information on meetings and 18:32:21 notice of meetings that is how far in 18:32:23 advance board members must be notified 18:32:24 before having a meeting. 18:32:29 Bylaws include rules about how 18:32:32 elections and procedures will happen for 18:32:34 the committee or other organization. 18:32:39 As we discussed earlier, bylaws 18:32:41 determine what the quorum is. 18:32:44 Is quorum for this organization more 18:32:45 than half? 18:32:46 Everyone must be present. 18:32:48 You are not going to see that often. 18:32:50 That's hard to do. 18:32:55 Those are things that are described by bylaws. 18:32:58 Will describe board officers and 18:32:59 duties. 18:33:04 Bylaws determine whether or not this 18:33:06 organization has a chair or they are 18:33:07 called chair or president. 18:33:15 What the president's duties or et 18:33:15 cetera. 18:33:19 They spell out what happens in case of 18:33:19 vacancy. 18:33:23 I'm a secretary right now for a 18:33:24 non-profit board. 18:33:31 In the middle of my term, I were 18:33:35 suddenly not able to complete my duties. 18:33:37 There would be a vacancy. 18:33:41 Is there an election or stay empty or 18:33:41 whatever. 18:33:45 Same thing for termination or being 18:33:46 fired or absences. 18:33:49 And bylaws have rules about special 18:33:49 meetings. 18:33:51 Why they happen, when they happen, et 18:33:52 cetera. 18:33:55 On the right side of the slide, 18:33:58 there is a picture of a scroll that's 18:33:59 unrolled. 18:34:03 Says bylaws on the top and has a list. 18:34:07 Members, leadership, meetings, 18:34:09 elections and committees. 18:34:13 And then let's talk a little bit 18:34:15 more about bylaws. 18:34:20 So bylaws also spell out things to 18:34:22 do with committees. 18:34:26 Can the board form committees for what 18:34:29 reasons, what will they look like. 18:34:31 Specific committees may be written 18:34:34 into the bylaws. 18:34:37 Executive or finance or nominating 18:34:39 committees are common. 18:34:45 Bylaws spell out information about 18:34:48 directors and staff a board may have. 18:34:51 Spell out the duties of that person, 18:34:55 how they are appointed, what 18:34:56 compensation is. 18:34:59 They also spell out the process for 18:35:03 making amendments to the bylaws. 18:35:06 Before we move on, does anyone have 18:35:09 any questions about bylaws or anything 18:35:10 we covered so far? 18:35:12 Want to make sure that we have a clear 18:35:14 understanding of things before we move 18:35:15 on. 18:35:16 Let's just take a second. 18:35:19 18:35:24 Michael: You can raise your hand 18:35:25 as well on your screen. 18:35:29 Sierra will un-mute you if you would 18:35:30 like to ask a question that way. 18:35:33 If you don't have access to a 18:35:35 microphone, you can type question into 18:35:37 the chat box and we can take care of 18:35:39 that way as well. 18:35:42 >> And you can find the chat box at 18:35:47 bottom of your screen in word bubble and 18:35:51 star six if you would like to un-mute 18:35:54 yourself 18:35:55 . 18:36:00 >> I have chat box pulled up. 18:36:05 >> You are the quietest group that 18:36:07 I talked to. 18:36:08 >> Come on! 18:36:11 It's Friday night. 18:36:14 Michael: Everybody is ready to go 18:36:15 party. 18:36:17 Get me off this phone call. 18:36:20 Mica: I am. 18:36:22 I'm ready to get out of here. 18:36:23 Just kidding. 18:36:25 [Laughter] 18:36:27 I see one hand raised. 18:36:29 >> Awesome. 18:36:32 >> Opal, your line is open. 18:36:33 >> Thank you. 18:36:37 If someone gets like if the president 18:36:44 of a committee or someone gets really, 18:36:47 really sick, does the meeting get 18:36:54 canceled or -- step in in situations 18:36:57 like that? 18:36:57 Mica: Great question. 18:37:01 Most of the time, the co-chair or vice 18:37:04 president or someone in that sort of 18:37:06 position will be ready to take over if 18:37:08 the chair or president is not able to 18:37:09 attend a meeting. 18:37:12 That's typically part of the vice 18:37:17 president or co-chair's job duties. 18:37:24 If someone falls ill or has to 18:37:27 completely leave the board, they are 18:37:31 resigning, then you move into whatever 18:37:34 the bylaws say the procedure is for a 18:37:35 vacancy. 18:37:39 Sometimes that means the co-chair or 18:37:40 vice president takes over the position. 18:37:43 Sometimes that means an election is 18:37:43 held. 18:37:47 But it's determined on a case-by-case 18:37:51 basis by organization's bylaws. 18:37:56 Michael: Go ahead. 18:37:58 >> Thank you, that makes a lot more 18:37:58 sense. 18:38:01 Mica: Glad I could help. 18:38:04 Michael: Sometimes you run into 18:38:06 an issue where you don't have a full 18:38:07 quorum. 18:38:11 People are sick or can't attend, they 18:38:11 have other commitments. 18:38:14 You can have discussions on things, 18:38:17 but you cannot have votes. 18:38:22 You cannot make anything legally 18:38:24 binding in those meetings. 18:38:27 Doesn't mean that you cannot meet 18:38:27 though either. 18:38:29 You can't have any motions. 18:38:33 Cannot pass thing. 18:38:36 >> I would say that some boards 18:38:38 have attendance requirements that are 18:38:39 written in bylaw. 18:38:41 As a board member or committee member, 18:38:47 if you miss so many meetings that may 18:38:49 automatically take you off the board. 18:38:52 Doesn't always mean you have to resign 18:38:55 from your position. 18:38:58 That's something to take into 18:39:00 consideration when you consider joining 18:39:02 a board on attendance environments. 18:39:05 Michael: Some boards require you 18:39:06 to be there in person. 18:39:09 But we know as a community that people 18:39:12 with disabilities, that's sometimes hard. 18:39:15 Oftentimes there have been -- there 18:39:22 has been the ability to amend the bylaws 18:39:29 to join it to like we are doing now on 18:39:30 Zoom or on the phone. 18:39:36 You can offer public comment for that 18:39:39 as a barrier or if not on the board or committee. 18:39:42 If you are on the board or committee, 18:39:44 you can have that addressed or amended 18:39:48 in the bylaws so you can fully 18:39:51 participate because it's an 18:39:53 accessessability issue. 18:39:56 Mica: That's a good reason if you 18:39:58 are getting involved in board or 18:40:02 committee, read through bylaws. 18:40:06 You may find things that are important. 18:40:11 Do we have any other questions? 18:40:14 18:40:18 Michael: That was a great 18:40:19 question, by the way. 18:40:22 Mica: Yeah. 18:40:24 >> I don't see any other questions 18:40:24 at this point. 18:40:28 I see one, sorry. 18:40:29 Mr. 18:40:33 Bea 18:40:36 -- beers. 18:40:37 >> I have a question. 18:40:39 Ask you about the bylaws, when you 18:40:42 have your bylaws, what is time you need 18:40:46 to upgrade your bylaws or also but if 18:40:50 you want to change the bylaws, when can 18:40:54 you do those 18:40:57 ? 18:40:59 Mica: I hate to keep saying this. 18:41:03 Some of those details are going to be 18:41:06 dependent on the individual's 18:41:07 organizations bylaws. 18:41:09 Michael, did you want to add something 18:41:10 there? 18:41:13 Michael: Most of the time that 18:41:16 you can address them at any point you 18:41:18 want to address them. 18:41:21 Matter of whether or not the board or 18:41:23 committee wants to address them at the 18:41:23 time. 18:41:27 As Mica says, amendments to bylaws, 18:41:29 there are rules to that. 18:41:33 I would always suggest to review the 18:41:36 bylaws at least once a year to make sure 18:41:39 they meet the organization's needs and 18:41:41 those serving on that board or committee. 18:41:45 There is no timeline generally set to 18:41:49 review those unless specified in the 18:41:52 bylaws 18:41:54 . 18:41:56 Mike Beers: Thank you. 18:41:58 Michael: You're welcome. 18:41:59 Great questions. 18:42:02 >> That's it for now. 18:42:05 Mica: Awesome. 18:42:06 All righty. 18:42:10 Let's move on to a couple of things to 18:42:14 think about when getting started getting 18:42:14 involved in boards and committees. 18:42:17 One thing to consider is to decide 18:42:20 what kind of experience you want. 18:42:24 What type or organization or cause do 18:42:26 you want to be involved with? 18:42:28 Are there arts or sports organizations 18:42:30 that you want to work with? 18:42:32 Are you interested in organizations 18:42:34 that serve youth or people with 18:42:34 disabilities? 18:42:37 Are there particular political or 18:42:39 social issues that you care about? 18:42:42 What do you -- would you like to 18:42:43 represent youth in your community on 18:42:46 local or state government advisory 18:42:46 boards? 18:42:49 It's important to think about what you 18:42:52 care about, what you are interested in 18:42:54 and try to align your potential board 18:42:56 participation with your educational and 18:42:59 career and I would say personal 18:43:02 interests and goals as well. 18:43:05 And then in the bottom left corner 18:43:08 of this slide, we have a big picture of 18:43:11 a green button that says start with the 18:43:13 words getting started underneath it. 18:43:17 18:43:23 And I think that that's all I have to 18:43:23 say there. 18:43:26 I will pass over to Whitney. 18:43:30 >> Another slide on getting started 18:43:31 we are going to talk about getting your 18:43:33 foot in the door. 18:43:37 A metaphorical foot in the door. 18:43:39 Important to get involved in the 18:43:42 organizes you want to serve and let them 18:43:43 know you are interested in leadership 18:43:44 opportunities. 18:43:47 Although most non-profit boards are 18:43:50 made up of 10 to 20 members, they 18:43:53 frequently only have one or two slots 18:43:54 open to youth. 18:44:00 Advisory boards, we touched on that in 18:44:02 previous webinar. 18:44:07 Advisory boards have 60,000-foot level. 18:44:09 The board is more worried about the 18:44:13 entity or the logistics of the organization. 18:44:19 Advisory boards are larger and more 18:44:21 opportunities for youth involvement. 18:44:23 Find someone on staff that you have a 18:44:26 good relationship with and ask them 18:44:28 about serving on a board. 18:44:30 They might be able to serve as a 18:44:34 valuable resource for now and in the 18:44:34 future. 18:44:38 Even though we say some non-profits 18:44:41 have specific slots for youth, that does 18:44:44 not mean that should stop you. 18:44:46 Especially if it involves you or could 18:44:49 have an opinion that should bring in 18:44:52 more youth, you can sit on a seat that 18:44:56 is made for an adult or seasoned 18:44:56 advocate. 18:44:59 Doesn't deter you from those 18:44:59 opportunities. 18:45:03 Getting started slides, we have a 18:45:05 reference down in the bottom right of 18:45:09 the screen and a website link which is 18:45:11 www. 18:45:15 NCWD-youth. 18:45:17 info/. 18:45:18 With that. 18:45:22 I will take it to Audra. 18:45:24 Michael: There are some 18:45:26 organizations that don't have any youth 18:45:28 slots or have not thought about it. 18:45:31 I experienced that in Utah with some 18:45:35 of our centers for independent living. 18:45:39 They generally boards like that have 18:45:40 to have public comment period. 18:45:45 If they don't have a youth seat or 18:45:47 opportunity for you to serve, that's 18:45:51 your chance during public input for 18:45:52 board to consider that. 18:45:56 That always shows the -- also shows 18:46:00 the board that you think it's important 18:46:04 that they move forward for youth seats. 18:46:07 Whether they do or don't, go for it. 18:46:09 Try to get yourself on a board or 18:46:12 committee if that's your desire. 18:46:16 Audra: So I realize now I haven't 18:46:18 introduced myself. 18:46:18 [Laughter] 18:46:22 My name is Audra. 18:46:25 Whose little girl giggling in the 18:46:30 phone is my 2-year-old daughter Aurora. 18:46:32 My care for her dropped out last night. 18:46:35 I am from Arizona. 18:46:41 I'm mostly affiliated with 18:46:44 diversability incorporated that is an 18:46:46 organization that is summer program 18:46:47 leadership forum. 18:46:50 That is commonality that I have with 18:46:50 Mica. 18:46:57 I'm also as of three days ago vice 18:47:00 chair of -- independent council. 18:47:03 Thank you, Whitney. 18:47:07 I'm a single parents. 18:47:10 That's why I have a daughter here. 18:47:13 Now I'm appointed on a board. 18:47:15 Some organizations will ask you to 18:47:16 fill out application. 18:47:18 You may be interviewed by an employee 18:47:20 or organization or other board members. 18:47:23 Go through the application process 18:47:25 like applying for a job. 18:47:29 Always answer questions honestly and 18:47:33 with a positive attitude and don't 18:47:35 forget to point out your special skills 18:47:38 and qualities. 18:47:42 I had to fill out an application, 18:47:42 references. 18:47:48 And then I had to interview with the 18:47:50 someone from the Governor's office. 18:47:55 Which led to more interviews finally 18:47:56 led to the appointment. 18:47:58 Very long process. 18:48:02 It was about eight months. 18:48:07 But it is really -- stop it -- in your 18:48:10 best interest as it is like a job. 18:48:13 If it's something that you want to do, 18:48:16 dedicated about, you will enjoy the 18:48:19 process however long it may be. 18:48:22 18:48:25 Michael: I'm one of those 18:48:25 people. 18:48:28 I am an employee of a council. 18:48:33 I'm the only employee of I 18:48:35 -- of a council. 18:48:37 I want youth's opinion. 18:48:40 I want youth on the board. 18:48:43 I'm not too far from youth. 18:48:47 According to three years 18:48:53 -- only three years according to APRIL. 18:48:54 We want to see that. 18:48:56 I would love to see different things 18:49:00 happen here in the state of Utah. 18:49:02 Don't be afraid to go out there and 18:49:04 ask to be on a board or committee. 18:49:08 Just remember as well that your 18:49:11 ideas are good ideas. 18:49:15 So good ideas are good ideas even if 18:49:18 you ultimately decide not to get 18:49:20 selected on a board, you can reach out 18:49:22 to talk to them about your ideas and 18:49:24 activities of the organization that 18:49:25 interest you. 18:49:29 Often organizations offer time for 18:49:32 public comment if that interests you. 18:49:35 May be it's daunting to be an actual 18:49:38 member of a board. 18:49:40 And maybe it's hard to take that first 18:49:40 step. 18:49:41 That's okay. 18:49:45 Maybe first step is to offer your own 18:49:50 public comment about the services at an 18:49:52 organization or idea that you have that 18:49:53 you would like to see. 18:49:57 So that's okay to take those 18:49:59 little steps if that's what is easiest 18:50:00 for you. 18:50:03 Maybe one day, you will be able to get 18:50:04 on a board or committee and feel 18:50:05 comfortable with that. 18:50:09 Again, good ideas are good ideas. 18:50:12 18:50:19 Do we have any questions about anything 18:50:20 we covered today? 18:50:23 We have about ten minutes left. 18:50:27 We can cover or answer whatever 18:50:27 questions we have. 18:50:30 I would love to do that for you. 18:50:33 18:50:36 >> So, again, everybody should 18:50:38 have the ability to talk. 18:50:44 If you want to try star 6 on the phone 18:50:46 or press the microphone in the corner, 18:50:49 that will let you un-mute yourself. 18:50:53 >> I will give you a second if you 18:50:53 have questions. 18:50:55 I do have a question for you. 18:50:58 We have one question. 18:51:02 >> Go ahead 18:51:03 . 18:51:05 Mike Beers: This is Michael beers 18:51:06 from Montana. 18:51:09 Wondering if anyone on the panel can 18:51:12 talk about if she served on the -- they 18:51:16 served on the board kind of what it was 18:51:19 like when you were on that space or any 18:51:23 nerves or advice that you can give. 18:51:26 Someone that has never been on a board 18:51:29 kind of mentally get ready. 18:51:33 Mica: I go say something here -- 18:51:36 I can say something here. 18:51:41 The first committee I served on was 18:51:44 the Arizona youth leadership forum's 18:51:48 alumni association Executive Committee. 18:51:52 They, you know, set goals and planned 18:51:55 events for alumni and tried to generate 18:51:57 involvement from our youth that 18:52:01 completed the leadership forum. 18:52:07 And I was the first co-chair for 18:52:09 that committee. 18:52:15 And I kind of got dropped in there and 18:52:17 it was daunting, you know? 18:52:21 I never had an experience like that 18:52:24 being on a committee making decisions, 18:52:27 being asked to make those sorts of 18:52:28 decisions. 18:52:33 And I think my first couple meetings, 18:52:35 I was pretty quiet. 18:52:39 Kind of -- I feel like, you know, when 18:52:42 you first start, you are just soaking in 18:52:44 information and getting a feel for what 18:52:45 that committee is doing. 18:52:48 What their goals are and what they 18:52:50 have going on at the moment. 18:52:54 And then as you start to get more 18:52:55 comfortable with it, then you start 18:53:00 speaking up a bit more and you go from 18:53:03 just living to saying, hey, I want to 18:53:05 give my opinion on this too. 18:53:11 I think that's a really important 18:53:14 step to make. 18:53:16 You are on that board because people 18:53:19 want to hear your voice on that board 18:53:22 because they thought you had something 18:53:23 valuable to bring. 18:53:26 When you feel intimidated being one of 18:53:32 only youth on a board 18:53:38 first time on a board or committee. 18:53:43 I think that's what you have to 18:53:45 remember. 18:53:47 You wouldn't be there in the first 18:53:51 place if they didn't think that you 18:53:54 could bring something to the table. 18:53:56 >> I think the first time being on 18:53:59 a board committee is what daunting for 18:54:01 me. 18:54:08 I remember working for center of 18:54:10 independent living. 18:54:15 I was asked to serve on mayor's 18:54:21 council for assault Lake City -- Salt 18:54:23 Lake City and that's a big deal. 18:54:25 Advisory committee. 18:54:28 Serving on that committee and trying 18:54:31 to soak in all the information they had. 18:54:36 Took me a couple of meetings to say 18:54:36 something. 18:54:38 To catch up and understand the 18:54:39 discussions that were there. 18:54:43 I enjoyed being there and talking 18:54:48 about the needs of the city to be more 18:54:52 accessible. 18:54:54 I do see some questions in the chat. 18:54:57 18:55:00 I will go to the chat. 18:55:03 Teresa would appreciate a copy of 18:55:04 slides. 18:55:05 Great information. 18:55:07 Appreciate variety of mentors. 18:55:12 I'm sure I can send these to Sierra 18:55:15 and she can put on APRIL website. 18:55:17 >> All of these recordings of these 18:55:23 calls and transcripts and meerlz 18:55:29 materials will be available January 18:55:29 2020 is the goal. 18:55:33 They will be up on the website as well 18:55:34 under our youth information. 18:55:37 Check them out there. 18:55:40 Michael: Michelle asked, how long 18:55:42 should you be part of organization 18:55:45 before applying for leadership? 18:55:47 I will briefly answer this and throw 18:55:49 to other panelists. 18:55:52 There are some bylaws that you have to 18:55:55 be on the board or committee before you 18:55:57 apply for Executive Committee. 18:55:59 I don't know if that's looking for if 18:56:02 that's your question or announcing you 18:56:03 understand an organization before apply 18:56:05 to be on their board? 18:56:09 Maybe you could clarify that for us, 18:56:10 Michelle? 18:56:15 >> More regarding the latter, how 18:56:18 long should you be part of an 18:56:18 organization. 18:56:24 To understand like they are inner 18:56:29 workings prior to applying for 18:56:31 leadership? 18:56:36 >> This is Whitney. 18:56:38 A lot of boards are open to the public. 18:56:41 You can call in as board starts to 18:56:41 meet. 18:56:44 I don't know if there is any 18:56:47 recommended time aside when you feel 18:56:48 comfortable and personally ready to take 18:56:50 on that responsibility. 18:56:54 It's a responsibility, you are helping 18:56:57 oversee the financials for the 18:56:57 organization. 18:56:59 And you need to know the organization 18:57:01 is in good standing. 18:57:04 Because you could apply for the board 18:57:06 and learn all sorts of things how there 18:57:08 is bad things going on such as 18:57:10 corruption or such. 18:57:13 That is not very common, but trying to 18:57:15 figure out when you are going to be 18:57:17 ready to take that responsible step. 18:57:19 In the meantime, I would recommend 18:57:22 calling in on those public calls that 18:57:24 you can listen in and kind of get a feel 18:57:26 for how the board runs. 18:57:29 Even if they appreciate the public and 18:57:31 how much they interact with allowing 18:57:33 people to give input because I know for 18:57:35 me that's really important for me to 18:57:37 hear from others who are not on the 18:57:38 board. 18:57:41 18:57:49 Michael: Looks like we have 18:57:52 another question or hand raised? 18:57:57 >> Yep, so Opal, you can go ahead. 18:57:59 You are un-muted. 18:58:01 >> Thank you. 18:58:04 I was wondering whether -- I know some 18:58:07 boards -- like for example, National 18:58:12 Honor Society at my school has 18:58:15 probationary period for if you are not 18:58:19 serving your duties before you get fully 18:58:19 kicked off. 18:58:24 Do other boards give probationary 18:58:28 periods or what happens when you don't 18:58:34 like do all that you are supposed to do 18:58:36 to be on the board? 18:58:40 Michael: As Mica stated, all 18:58:42 depends on bylaws that are written. 18:58:46 I can think of my own council that I 18:58:49 work with, bylaws that state after 18:58:52 absences if you are not fulfilling your 18:58:54 attendance requirements that board chair 18:58:57 will reach out to you and discuss that 18:58:57 with you. 18:59:02 That doesn't necessarily mean that you 18:59:02 are automatically removed. 18:59:07 You need to have a discussion with 18:59:07 board chair. 18:59:09 Ask the chair to come to a decision 18:59:12 whether a note has to be taken to remove 18:59:14 you or we need to work with you? 18:59:17 Maybe you just need additional help or 18:59:19 accommodations for you to fully 18:59:19 participate. 18:59:21 That's kind of hard. 18:59:24 Will depend on the bylaws for that 18:59:24 organization. 18:59:27 18:59:29 >> Okay. 18:59:33 Michael: Sorry I didn't really 18:59:37 answer the question as well as you hoped. 18:59:39 >> No, that's okay. 18:59:41 Michael: We have other questions 18:59:43 here. 18:59:47 >> I don't see it on my side. 18:59:50 Michael: Maybe just needs to 18:59:51 refresh? 18:59:53 Oh, it's gone. 18:59:54 >> Okay. 18:59:58 Michael: Any other questions 19:00:02 before we are about ready to wrap up? 19:00:04 >> I think we are right at the top 19:00:05 of the hour. 19:00:06 I don't see any questions. 19:00:10 If you back and check out APRIL 19:00:12 website at beginning of year next year, 19:00:15 we are hoping to have all of this up 19:00:15 here. 19:00:17 That way you can reference all of 19:00:18 these things. 19:00:20 That was a lot of information to take 19:00:21 in. 19:00:22 That way you can access that later as well. 19:00:24 That will be up there for you to 19:00:26 download and everything and hear this 19:00:28 whole webinar again if you need to. 19:00:32 I know I can use it three or four more 19:00:33 times when you get in those situations. 19:00:36 Thank you for all joining us. 19:00:39 Michael, Mica, Audra, Whitney, you 19:00:40 were fantastic. 19:00:44 I want to thank you all for doing this 19:00:46 and taking time for your experience and 19:00:49 all your insight that you spent on 19:00:52 boards, councils and committees. 19:00:55 >> Thank you for that. 19:00:57 Mica: It's been a pleasure. 19:00:59 >> Feel free to check out website. 19:01:01 We are adding different things that 19:01:04 are come up for 2020 and our minutes on 19:01:07 home page and youth tab as well. 19:01:08 Feel free to check that out. 19:01:11 We look forward to talking to 19:01:12 everybody soon! 19:01:13 Thank you all! 19:01:16 Donna CART Captioner: Meeting has 19:01:17 concluded. 19:01:17 Thank you.