Proposals

What if you are asked to give a presentation?

You or your committee might be asked to bring a proposal to the board. The purpose is so that the board can make a decision more easily. The steps are:

1. Research the information.
2. Put it in writing and send it to board members a week before the meeting so they can read it and consider it. Most good proposals are too long to read and digest quickly.
1. Mark your proposal Confidential and Draft to prevent further circulation; otherwise people will think it already is a decision.
2. Oral proposals are usually inadequate, but the chairperson might allow it if it is very simple.
3. Present a clear proposal with recommendations on what to do.
4. The Chairperson might ask you to give an oral presentation on your proposal. If so, be clear and succinct, and stay within time limits.
5. Answer questions on it in the board meeting.
6. Let the board evaluate it and make a decision, even if it doesn’t follow your recommendation.

Hints

1. Confer with other board members and staff if necessary.
2. Don’t be under-prepared, where the board might be unable to make a good decision.
3. Don’t be over-prepared, where the decision is set up and you treat the board as only a rubber stamp.
4. Provide sound information to board meetings:
1. Be balanced, and mention all major arguments against your proposal.
2. If possible, present information in easy-to-read diagrams.
3. Use pictures when they are helpful.
5. The board might not accept your proposal, and will usually discuss their reasons. Don't worry.
6. If your information doesn’t clearly indicate that the board should make a particular decision, differentiate clearly between the information and your recommendations.