Membership meetings are the essence of sports officials associations. The methods by which those meetings are conducted are generally provided for in the bylaws or constitution of the association. In fact, the provisions of rules for meetings are probably the most important function of the bylaws or constitution.

Statutes in many states specifically require that nonprofit corporations hold at least annual membership meetings. Officers and directors should acquaint themselves with any special state statutes applicable to their association. Don't assume that compliance with general nonprofit corporation laws will satisfy your state's statutory requirements.

Reports on and discussion of the association's plans and finances are usually important features of general membership meetings. By the same token, one of the most important functions that association officers and directors encounter is in their dealing with individual members or the membership as a whole.

Many times, officers and directors are ill-prepared to deal with potentially unpleasant situations because they have not taken the time to think through all the ramifications or membership reaction prior to the implementation of new or changed association policies and procedures.

Very often director or officer contact with the membership or individual members occurs when the board enacts new policies, when members are faced with unpopular association policies or other situations perceived to possibly be wrongful acts on the part of the directors or officers.

Learning some techniques in dealing with the membership would therefore be time well spent. Let's look at a series of approaches aimed at that art. At the outset, it should be understood that there are no magical answers or solutions to all the possible situations your officers or directors may encounter. The techniques have, however, been proven successful in similar situations and may assist your officers and directors in dealing with matters.

Let's say that your association's board of directors wants to change the method in which game assignments are made. Or perhaps the board of directors has determined that a special dues assessment is necessary. How do you implement the policies without incurring the membership's wrath?

Possibly the worst way to enact either of those policies is to do so without giving the membership prior notice. Prior notice not only gives the members a chance to voice their concerns and ask questions before the action is taken, but it also gives validity to the board of directors' actions.

In dealing with individual members, nothing is more important than having good interpersonal skills. In the eyes of the member, you are the association and your actions will have long-lasting effects. As a result, a positive approach is best for everyone involved:

1. Address the member by his or her first name. That will put things on a personal level and let the member know that he or she is important.

2. Allow the member to vent his or her feelings. Once that is accomplished, you will be able to proceed and explain the board of directors' action on the basis of logic instead of emotion.

3. Take notes. That will slow the conversation and help eliminate any misunderstandings.

4. Assure the members. Don't simply tell them. The best way to take a stand on an issue is to be direct. The direct approach is honest and to the point.

5. Calmly explain the board of directors' reasoning and rationale behind the board's action. While the member may not agree with the action, the member will feel better about it if he or she understands why the decision was made.

Most officials association bylaws and constitutions provide that the officers or board of directors are empowered to manage and control the affairs and business of the association and to implement policies in the best interest of the association. To do so with notice to the membership so that their input can be obtained prior to taking such action will often give the board of directors a sense of the pulse of the association. Sometimes though, action must be taken by the board of directors without an opportunity to solicit input from the members. In that case, the directors should be prepared to deal with possible adverse reaction from some members. Explaining the action taken in a logical manner and giving the members an opportunity to voice their concerns and opinions will go a long way toward acceptance of the board of directors' decisions.