Board Meetings
Strong board meetings focus on meaningful discussion, informed decisions, and clear next steps.
Effective Board Meetings
- Plan together. The President and Lead Educator/Unit Leader prepare the agenda and identify needed decisions.
- Invite input. Give every member an opportunity to contribute and keep discussion on topic.
- Focus on board work. Prioritize community needs, goals, and results; leave daily operations to staff.
- Make clear decisions. Use motions and votes when action is needed.
- Confirm next steps. State what will happen, who is responsible, and when it is due.
- Goal: Aim for meaningful Board discussion to be half of the meeting time. Think: forward-looking, using the strategic questions, aligning with values, etc.
Meeting Best Practices
- Focus on what matters. Use the board’s knowledge and community connections to guide priorities, address local needs, and strengthen Extension’s impact.
- Meeting frequency. Follow the minimum number of meetings in your board’s constitution and bylaws. Schedule additional meetings as needed.
- Public notice and agendas. Follow Nebraska’s Open Meetings Act. Keep the agenda current and describe topics clearly. Except for emergency items, do not change the agenda within 24 hours of the meeting.
Basics Parliamentary Procedure
Parliamentary procedure helps the board discuss issues fairly and make clear decisions. Use Robert’s Rules of Order as directed by your bylaws.
For most decisions:
A member makes a motion → another seconds it, when required → the chair invites discussion → the board votes → the chair announces the result.
- Speak one at a time and allow different viewpoints.
- State the motion clearly before voting.
- Follow applicable voting requirements; some actions require more than a simple majority.
- Record the motion and vote in the minutes.
You do not need to master every rule. Know the basics and keep a reference available. Refer to Section 8: Tools & Templates.
Board Officers
Officers work with the Lead Educator/Unit Leader to prepare meetings, maintain records, and follow through on board responsibilities.
Board Roles and their Responsibilities
OFFICER | MAIN RESPONSIBILITIES |
| President | Lead meetings; plan agendas with the Lead Educator; keep discussion focused on board responsibilities; appoint committees as authorized; track follow-through; represent the board as appropriate. |
| Vice President | Lead when the President is absent; support board priorities; help prepare future board leaders. |
| Secretary | Protect & maintain accurate records; clearly document decisions and votes; ensure minutes reflect actions clearly, coordinate notice and record requirements as assigned. |
| Treasurer | Understand financial reports; ask questions about resource use; coordinate timely reporting with the Lead Educator; approve or sign claims only as locally authorized. |
Check local requirements:
- Claims responsibilities vary by county and interlocal agreement (ILA).
- The Treasurer role may be combined with another office if permitted by local bylaws and agreements.
Need more details? Refer to your county’s constitution and bylaws.
The President and Lead Educator Relationship
The Board President and the Lead Educator (LE)/Unit Leader (UL) should work as partners while ensuring the boundaries of roles are clearly defined. This table is designed to help understand and implement these different and partnering roles.
BOARD PRESIDENT ROLE/LEAD | LEAD EDUCATOR OR UNIT LEADER ROLE/LEAD |
| Adhere to Robert’s Rules of Order, Open Meetings Act, and the Interlocal Agreement with the county(ies) | Lead the local administration, operational information related to budget & personnel, and program/office communication to the Board |
| Lead meetings, maintain Board process/follow meeting agenda, and guide members’ engagement | Connect with President to create agenda, finalize agenda, ensure meeting invites & documents are sent out timely |
| Ensure Board questions & priorities are discussed | Identify and schedule meetings for entire year |
| Assist the Lead Educator with onboarding new Board members, engagement & advocacy efforts, and budget discussions with county officials | Initiate and lead Board member onboarding, recruitment, and compliance with Board member roles & responsibilities |
Nebraska Open Meetings Act
Extension Boards are required to follow the Nebraska Open Meetings Act (https://ago.nebraska.gov/open-meetings).
To ensure meetings are open to the public, the Nebraska Open Meetings Act requires boards to:
- Conduct affairs and transact business in meetings which are open to the public.
- Provide notice of the date, time, and place of any regular or special meetings.
- Make the agenda for any meeting available to anyone requesting the agenda.
- Recess into Executive Session only for those reasons stated in the statute, which are:
- Personnel matters of non‐elected personnel.
- Consultation with an attorney which would be deemed privileged in attorney‐client relationships.
- Matters relating to employer‐employee negotiations.
- Matters relating to actions adversely or favorably affecting a person as a student, patient, or resident of a public institution.
- Confidential data relating to financial affairs or trade secrets of corporations, partnerships, trusts, and individual proprietorships.
The Nebraska Open Meetings Act allows for no more than half of meetings to be held virtually in a calendar year if the following requirements are met:
- The meeting is publicized as a virtual meeting with a link for the public to connect. Board members should have access virtually to the agenda, all documents presented at the meeting, and a link to the current version of the Open Meetings Act. The virtual meeting should be recorded.
- There must be at least one physical site open to the public and identified in the notice. At the site there should be a copy of all documents presented at the meeting.
- Members of the public are provided with a reasonable opportunity to provide input, including public comment or questions, to the same extent if virtual conferencing was not used.