| 1. General: |
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| This policy establishes general guidelines for the meetings of the Board of Directors and the Code of Conduct at such meetings. |
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| 2. Meetings |
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| 2.1 The Board usually meets on a monthly basis; however, meetings may be scheduled more or less frequently at the discretion of the Board. |
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| 2.2 Members of the Board are expected to attend the majority of the meetings, as a quorum (majority of directors) is required to conduct club business. |
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| 2.3 All Board decisions are made by a majority vote. |
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| 2.4 In order to form policy, approve budgets and various rates, authorize unusual expenses and to undertake special action; a motion (moved and seconded) is required to initiate the proceedings. |
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| 2.5 The preparation of meeting agenda is the responsibility of the Chairperson, ensuring that the routine items listed on the Appendix are included. |
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| 3. Code of Conduct at Board Meetings |
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| 3.1 The President shall chair all Board and General Membership Meeting. If he/she is unable to attend, the Vice President will assume this role. |
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| 3.2 We recognize all Board members as volunteers, who give their time freely in the interest of the club and advancement of curling, and afford them with due respect for their service. |
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| 3.3 We contribute to the operation of the club by the best of our abilities, similarly to the way we would act on our own behalf. |
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| 3.4 Every Board member has an equal opportunity to make motions, second motions, voice an opinion and to participate in discussions; however, it is the responsibility of the Chairperson to curtail repetitious and drawn out discussions to keep the meeting productive. |
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| 3.5 While it is considered fair process to discuss all relevant viewpoints, verbal attacks aimed at individuals are unacceptable. |
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| 3.6 All Board members should strive to act with grace, dignity and a sense of decorum. |
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| ROUTINE ITEMS FOR BOARD MEMBERS |
May |
Indoctrination of new Board Members How the Board Operates Honourary membership list |
June |
Calendar Requirements for Bulletin (Aug. 30) |
July |
Budget (draft 1) Fee Structure |
August |
Budget (finalize) |
September (General Meeting) |
Audit Review Appoint Auditor Approve Budget and Fee Structure |
October |
OCA Report Set up House Rules Committee |
November |
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December |
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January |
Set up Prizes and Trophies Committee |
February |
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March |
Review Capital and Major Maintenance program |
April (General Meeting) |
Budget review Elect executive |