It is important that advisory board members are well-informed of meeting schedules, their responsibilities as a board member, and the expectations for their behavior and contribution. It is staff's role to ensure that members have access to information that will make their service successful. It is also staff's responsibility to consult with members about issues that may arise such as attendance, meeting participation, personality conflicts with other members, and disruptive behavior.
Use these tools and ideas to orient your new advisory board members:
Orientation Manual for Advisory Board Members*
A Quick Reference Guide to Oregon's Public Meetings Law*
Your advisory board's bylaws
The group's ground rules & decision-making process (if applicable)
Background information on the history of the advisory board and its current work
Responsibilities as a public official
Expectations for meeting participation and attendance
*Sent to the new member by the Board of Commissioners office with a congratulations letter and the Order of Appointment.
Establish a consistent line of communication (i.e. regular mailings, e-mail updates, etc.) and use that often to "check in" with your advisory board volunteers
Send meeting information, background material, and expectations in plenty of time before the meeting
Encourage questions and make sure that someone is accessible to answer questions if you are not
Periodically, ask members if there is information that was not given to them that should have been
Clarify each officer's role on the board, in the meetings and in interacting with the public
Enlist the officers' assistance with developing the agenda for each meeting
Make sure the officers understand impending issue items that will be discussed
Communicate regularly with the officers between meetings and encourage them to do the same
Keep the conversation focused on the issue--not the person
Describe the problem clearly
Ask the advisory board member for solutions to the problem
Agree on a plan for resolving the issue
Set a future date to review the success of the solution or to establish a new plan