How to Make a Proposal When Not on the Board: A Guide for Public Input Sessions

When you have a proposal to make during a board meeting, but you are not a member of the board, navigating the rules and procedures can be challenging. This article provides a comprehensive guide on how to present a proposal effectively from the public input section.

Introduction

The process for making a proposal varies depending on the organization's rules and procedures. However, many organizations adhere to Robert's Rules of Order or Parliamentary Procedures. These guides are designed to ensure a fair and orderly process during meetings.

Understanding Public Input Sessions

The public input session is specifically designed for members of the public to provide feedback, make suggestions, or propose ideas. However, these sessions may come with limitations. For example, if you are not on the board, you cannot make motions directly during the meeting. Nevertheless, there are still ways to effectively present your proposal.

Presenting Your Proposal

1. Frame Your Proposal as a Suggestion

A key aspect of making a proposal during a public input session is reframing it as a suggestion rather than a motion. This approach aligns with the intended role of these sessions and is more likely to be well-received.

2. Gather Data and Support Your Position

To strengthen your presentation, gather statistical data, research, and any other supporting evidence that backs your proposal. This evidence will help build a strong case for your suggestion.

3. Provide Handouts

Prepare and distribute handouts that include your proposal and supporting data. Handouts should be concise, clear, and well-organized. Provide these handouts to the Sargent at Arms or the Secretary, ensuring they are available for board members to review.

4. Avoid Approaching Board Members Directly

It's crucial not to approach board members directly during the meeting. Allow the Sargent at Arms or the Secretary to distribute your handouts and make sure your proposal is heard through the formal process.

Additional Tips for a Successful Presentation

1. Prepare Your Presentation

Regardless of the format, prepare your presentation thoroughly. Ensure you have an introduction, main points, and a conclusion. Avoid going off-topic or making arguments that are not relevant to your proposal.

2. Be Confident and Clear

Your confidence and clear communication will help your proposal stand out. Speak clearly and maintain eye contact to engage your audience. Avoid jargon and use simple, straightforward language.

3. Follow Up

After the meeting, follow up with the board members via email or through the organization's channels. This can help reinforce your proposal and ensure it is given proper consideration.

Conclusion

While the process of making a proposal during a public input session may seem challenging, following these guidelines can help you present your idea effectively. Remember, the key is to provide valuable information, support your proposal with data, and present it through the proper channels.

With careful preparation and a strategic approach, you can ensure that your proposal receives the attention it deserves. Good luck with your presentation. We hope you present your proposal in a way that is both compelling and respectful.