Executive Meetings

PURPOSE

This procedure sets how often the Executive Board meets, how meetings are prepared and run, and how decisions are recorded.

1. SCHEDULE

1.1 The Board meets privately every two weeks, for about one hour.

1.2 An open executive meeting, which any member may attend, is held every one to two months.

1.3 The President, or any three executives, may call a special meeting on 48 hours’ notice.

2. AGENDA

2.1 Internal Affairs shall circulate the agenda at least 24 hours before each meeting, and at least 48 hours before an open meeting. Any executive may add a topic until it is circulated, and any member may submit a topic for an open meeting.

2.2 Each topic shall state whether it is to decide, to inform or to solve a problem. Where there are too many topics, the President orders them and carries the remainder to the next meeting.

3. CONDUCT OF MEETINGS

3.1 Meetings open with brief status updates, limited to blockers and requests, followed by the agenda topics. Internal Affairs reads back the action items at the end.

3.2 The President chairs, or failing that the next officer in the order under Constitution §6.1. Quorum is a majority of filled offices, and never fewer than three.

3.3 A topic that overruns is referred to a small group or to the next agenda.

3.4 An executive who cannot attend shall send apologies and a written update beforehand.

4. DECISIONS AND MINUTES

4.1 A resolution passes by a simple majority of those voting, and a tie fails. Conflicts of interest are declared, and the conflicted executive leaves for that item.

4.2 A change to a Policy or SOP is recorded with the instrument number, and takes effect on the President’s approval.

4.3 Internal Affairs shall post the minutes to the executive channel within seven days. Minutes record attendance, decisions and votes, conflicts, vetoes, and actions with owners and dates. Minutes of open meetings are posted to all members.

4.4 Open actions head the next agenda. Minutes are stored in the club Drive.

REVISION HISTORY