The next step for a good discussion is to ensure that everyone has all the information that they need to make their decisions. Providing the Board with a packet containing contracts for discussion, comparisons of bids from various bidders, and a brief explanation of the problem at hand, and what their options are is the best way to ensure that everyone can join the discussion. The best advice for members of the board who do not assemble the packet is to read it in advance. Nothing makes ownership less confident in the board than seeing board members open the packet for the very first time when they sit down at the table at the meeting.


This board packet should contain the answers to the most common questions board members have when making decisions. Those questions will depend on what is being discussed, but with a little thought, most can be anticipated. Always include background on what is being presented, what the benefits are, what will happen if the


board does not choose to move forward. Then, it is also helpful to include a proposed motion, with the language that the board can use to make a motion, and either accept or reject it. It isn’t necessary to pre-fill the names of contractors or bidders in that proposed motion, instead a blank space can be left, or a generic term used, if the board member making the motion remembers to put in the name of the vendor that is being selected when making the motion.


Generally, background information, a general cost comparison, and that proposed motion can all be put on one page, along with a place to record notes such as who made the motion, who seconded it, and how the board votes. This will make the process of writing minutes much easier. Following this page, include all the contracts, detailed backup information, and anything else the board may need to decide. Having all the information at hand will make it significantly easier to reference at the meeting


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