Planning the Meeting
The most successful divisions hold regular, well-attended meetings. The division president should set goals for meetings, discuss arrangements with State Bar staff, encourage attendance, and create an agenda that is timely, organized, and has clearly identified discussion and action items. A majority of the members of any division board shall constitute a quorum for the transaction of business.
Scheduling the Meeting
To schedule a meeting, call, write, or email your staff liaison with the desired date, time, location and refreshment needs. State Bar staff will arrange for the meeting space and refreshments, distribute meeting notices, and tabulate attendance reply cards. The State Bar is required to pay the catering bills, if any, from the division's budget.
Meeting space is available at the State Bar Center at no charge during normal business hours. The State Bar will provide coffee and soft drinks; your division will have to pay for any other meals or refreshments.
Please note that meeting space at the State Bar Center is assigned on a first come, first served basis. However, in the event a State Bar entity requests meeting space, all efforts will be made to grant the request without any major inconveniences to others. Please plan your meetings early.
When scheduling meetings, please keep in mind any holidays or other dates when members may not be available for meetings.
Conference Calls
The State Bar has the ability to schedule conference calls for division board members who are unable to attend in person. Calls are arranged through Premiere Global Services. The cost of the call will be charged to your division. Contact your liaison for more information and cost free alternatives
Meeting Minutes
Minutes should be taken of each meeting. The minutes should include:
- The name of the committee, subcommittee, etc.
- Place, date and time of meeting
- Name of the presiding officer and attendees
- Statements regarding details of the meeting and the time of adjournment
- The name of the person submitting the minutes
Minutes should be brief. If discussion is lengthy, a summary of the key points is satisfactory. When motions are presented, the minutes should report the exact wording of the motions. Any action taken by the body - even when motions are defeated - should be recorded. If a ballot or hand vote is taken, the tally should be recorded.
Distributing Minutes
To have your minutes distributed, send a copy to your staff liaison with your request. The State Bar will distribute copies to every member on the board. Copies will also be made available to the association president, president-elect, and executive director. A copy of the minutes will be placed in your division's permanent file. If you or another division board member decide to distribute the minutes yourself, please make sure to send a copy to the State Bar for the division files.
It is helpful if a cover letter accompanying the minutes indicates any action required by the State Bar staff or the officers of the bar.
