NFC Meetings (National and Chapter)
Background
When it comes to meetings, what works for one does not work for all. Some people like meetings, some do not. Some people need meetings, some do not. There is no perfect solution...
Do not feel slighted or ineffective if meeting attendance is low. What is most important is that board members step up to help get things done. Some people simply want to work, and all they need is to be told what to do, how to do it, where to do it, and when to do it.
The key to effective meeting management is relative consistency with some level of flexibility. And to be clear, much/most of what can be accomplished in meetings can be done via email.
Most NFC meetings, and at any level of the organization, are mandatory, nor should members be made to feel that they are. What’s important is that the information discussed is disseminated via email in an accurate, complete, and timely manner.
Note: The one exception is that chapter officers are expected to attend annual National/Chapter meetings.
MEETING TYPES
Monthly Chapter Meetings: Meetings should begin by discussing open items from the last meeting. New items should be discussed next, including introducing new board and advisory council members. Members should be given the opportunity to speak at the end of the meeting.
As a rule, monthly chapter meetings are open to active board members only.
Meeting invites must be sent out to the applicable National Vice Chair, National Chair, and Executive Director.
While the policy is firm in definition, it will be flexible in regard to execution. The frequency of attendance by National NFC will be dictated by the following:
Age of chapter with new chapters receiving more attention than established chapters.
Chapters with recent officer changes will receive more attention that those with experienced officers.
Chapters with complex projects or those discussing such will receive more attention that those with less complicate projects
Note: National NFC coverage at chapter meetings will be split between the applicable National Vice Chair, National Chair, and Executive Director based on availability. .
Advisory Council members can be invited at the discretion of the State Chair.
In extreme cases, potential board members can be invited to a single meeting to test the water, and only after any sensitive material has been discussed.
Partners should not be invited to general board meetings. This should be done in a separate meeting where only the affected project(s) are discussed.
Guest speakers should not be invited to general board meetings. This should be done in a separate meeting where only the respective issue(s) are discussed.
We encourage guest speakers, just not as part of monthly chapter meetings.
Guest speakers should be limited to conservation content.
Fishing.guest speakers should be done outside of NFC.
Meeting minutes must be generated and sent out to all board members as well as the applicable National Vice Chair, National Chair, and Executive Director.
Project-Specific Meetings: Scheduled as needed.
Partners can be invited to general board meetings at the discretion of the State Chair. And only after any sensitive material has been discussed.
Special Chapter Meetings: Chapters are encouraged to invite guest speakers to talk about fish and watershed conservation. Guests can be NFC members from National or other chapters, partners, or others from the conservation community.
NFC does not support guest meetings to discuss fishing, fly tying, or travel.
NFC does support chapters getting together to fish or tie flies.
Quarterly State Chair Meetings: The intention of State Chair meetings is to allow chapters to share ideas in regard to projects, shows, events, etc. This will facilitate cross-chapter ideas, involvement, and support. While some have requested that we break the State Chair meeting into two regional meetings hosted by the applicable National Vice Chair, this would eliminate the opportunity for inter-region bordering states to discuss what could be common issues. We also believe that what applies to Maine could also apply to Arkansas and vice versa.
One and ideally both National Vice Chairs where possible will attend the State Chair meetings to answer questions and provide information and direction.
For these meetings to be effective, someone will need to consolidate what was discussed and forward it to national NFC so we can respond accordingly.
State Chairs are best served by focusing on projects and shows/events, not merchandise, finance, administration, and other national functions.
If there is something outside of state-related issues you would like to discuss, please address it privately with National so that it doesn't become a distraction at the State Chair meeting.
Annual National/Chapter Meetings: With 21 chapters, it is no longer feasible to have all-NFC meetings. We are unable to cover chapter specific issues or answer questions in the time allotted. Effective 2026, NFC will conduct annual National/Chapter meetings so that participants are able to get in front of people they do not typically get an opportunity to communicate with. These meetings will be hosted by the Executive Director, National Chair, and applicable National Vice Chair. The format will be flexible and consist of general updates, issues, and open Q&A.
attendance POLICY
No meeting at any level in NFC should be mandatory, and no one should feel obligated or pressured to attend any meetings.
The exception is officers who should attend meetings whenever possible.
While in-person meetings are great when practical, all meetings should have a virtual option for those who do not want to travel or are too busy to do so.
Google Meet is our preferred platform for virtual meetings
Zoom is available for longer meetings, etc.
Must be coordinated with the National Chair
Zoom is used exclusively by National NCC.
Chapters can use their own platform for internal meetings if referred.
general guidelines/recommendations
Don't spend too much time trying to gain consensus in regard to meeting date/time. It’s often best to just schedule them and let the chips fall where they may.
Subsequent meeting minutes and emails should be sufficient to keep everyone informed and involved.
Internal meetings should be scheduled to allow for the highest level of attendance.
After work hours. I
Tuesday through Thursday
Monday and Friday night meetings are often poorly attended.
Exceptions can be made when there is chapter concensus.
No meetings should be scheduled for the weekend.
Meetings with non NFC partners (agencies, orgs, and businesses) should be scheduled for work hours unless they request otherwise.
They should be scheduled for Monday through Thursday only.
Recurring meetings should be scheduled well in advance and for the same day each month.
Google Meets and Zoom allows for simple recurring scheduling based on x-day-of-month, i.e., 1st through 4th Tuesday, Wednesday, and Thursday.
While some months have a 5th day option, this is not always the case so avoid trying to schedule such.
If a scheduled meeting falls on a holiday, simply move it in or out 1 day, or skip it and pick it up next month.
Always have someone, ideally the Secretary, take meeting minutes and send them out to the entire group within a couple/few days of the meeting.
This should be sufficient in regard to keeping members who do not attend up to date with what is going on.
Forward a copy to the respective National Vice Chair, National Chair, and Executive Director.
SUMMARY
Due to the fact that NFC is a volunteer centric organization, and most board members have jobs, family, and other obligations, it is important that we minimize administration and inconvenience people as little as possible.