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Steering Committee Meeting Guidelines
Updated March 10, 2005

1. The SC is like a Board of Directors. As such, committee work is not conducted in a SC meeting. Rather, committees or task/project teams make reports and ask for approval of plans from the SC, but do not involve the SC in the planning process except under unusual circumstances where direction is needed.
   
2. For most topics to be discussed in a SC, a motion is first made and seconded. The person making the motion states it clearly and concisely, without any justification or "selling." The person seconding it doesn't have to agree with the motion, but provides an opportunity for it to be discussed. Only then, when there is a clear understanding of what the motion is, is there to be a discussion on it.
   
   A time limit for discussion is set, giving each member an opportunity to speak (but not lecture). This sometimes meaning going around the room to make sure each person has had an opportunity to be heard, especially on important matters. Then a vote is called for. Often an item is not ready for a vote. If this happens the topic is either referred to a committee or task/project team for further study, or tabled for discussion at a later time once additional data is gathered.
   

   Some items, like the agenda for a community meeting, can't be decided by a motion. That's OK. In this case the meeting leader keeps the discussion limited to that subject and, again, limits time for the discussion. In most cases the time will come when these “non-motion” items should be turned over to a committee or task/project team.

3. Stick to the Agenda. When someone gets off the subject, the meeting leader is responsible for politely telling them we'll cover the off-topic subject at the appropriate time, and getting us back to the Agenda item being discussed. The leader can reorder the Agenda during a meeting, of course, but should make sure the group sticks to it when this happens.

4. Treat all with Respect. Even if we disagree, personal remarks and insensitive comments are not tolerated at SC meetings. If someone feels offended, intimidated or threatened, they have the obligation to speak up and have the issue addressed with confidence they will receive the group’s respect on the issue.

5. SC Meeting Minutes Are Vital. They should include:
   • Members present and absent (to show a quorum exists)
   • Convening and adjournment times, and who presided over the meeting
   • Items that were “moved, seconded, and carried by an majority vote”
   • Attachments of reports made by committees/task/project teams, as appropriate
   • Action Items that came up during the meeting, including who is responsible, what the action item is, and the date it is due (these often are kept as a separate document, attached to the Minutes)

   SC meeting Minutes and Action Items are sent to all SC members within two weeks of each meeting, to remind members of commitments made and to provide an opportunity to comment on any omissions or corrections needed. Minutes should be approved, with any corrections, at the next SC meeting.

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