Article 4. Meeting & Coordination

Table of Contents

1. Regular Meetings

The Coordinators and Chief Secretary shall establish an annual schedule for regular meetings. The schedule of regular meetings shall be conveyed to members and posted on an assigned website. The Board shall meet as often as needed, but no less than four times per year.

2. Subcommittees

The Board may form subcommittees from time to time on any matter deemed necessary or appropriate and may provide specific charges or procedures for those subcommittees. Subcommittees shall not constitute a quorum of the Board. Subcommittee meetings shall be held at the discretion of the subcommittee. The Board shall determine whether subcommittee meetings are open to the public. Subcommittees shall report findings and recommendations to the Board for consideration.

3. Open Meetings

Regular and other plenary meetings of the Board shall be open to the public and conducted in accordance with the district’s Standard Citizens Communications and Visitor Guidelines.

(a) Standard Citizens Communication “Reserved”

(b) Visitors Guidelines ” Reserved”

4. Quorum

For regular and other special meetings of the Board, a quorum shall be the majority of the current membership. Regular and other special meetings may be held without a quorum for purposes of presentations or discussion; however, no actions or voting may take place without a quorum.

5. Attendance

Member attendance shall be monitored by the Board, who shall work with members to try and resolve any attendance problems. More than three absences within a one-year period may result in dismissal by the Board.

6. Decision-Making

Members shall attempt to reach decisions by consensus. However, if a clear consensus cannot be obtained, decisions shall be reached by a majority vote. Each member shall be entitled to one vote per motion.

7. Agendas

Unless otherwise directed by the Board, agenda items for regular and other special meetings of the Board shall be determined by the Board. A majority of the Board may identify items for placement on the agendas of future meetings. Agendas for regular and other special meetings shall be posted at a meeting on the Board website at least 72 hours in advance.

8. Minutes

Minutes shall be kept for all regular and other special meetings of the Board. Minutes may be kept for subcommittees and other meetings at the direction of the Board. Minutes are records of meeting highlights and are not intended to provide a high level of detail. At a minimum, minutes shall include attendance of members, staff, and visitors; times the meeting was called to order and adjourned; the outcomes of any votes or other actions; and brief synopses of the meeting proceedings. Minutes for regular and other special meetings shall be approved by the Board and posted on the board website as following:

(a) MEETING PROCEDURE

Call To Order & Roll Call Reading
Approval of Minutes
Reports of Officers
Unfinished Business
New Business
Announcements
Adjournment

(b) HANDLING MOTIONS

Motions are made by any member of the board.
The chairman, ask for a second.
Chair states the motion and asks for discussion.
Members enter into a debate.
Make of motion has first right of the floor.
Debate only on the merits of the motion.
Debate is closed when no members seek further discussion.
The chair puts a motion to vote.
The chair announces the results of the vote.

(c) WHAT MINUTES MUST INCLUDE

The kind of meeting begin held. regular, special, etc
The name of meeting
Date, time and place of meeting
Names of person running meeting
Names of everyone in attendance
Approval of past meeting minutes with any corrections
Summaries of reports from officers
Exact final working of all motions with names of movers and seconders
Results of all votes
Points of order raised, and appeals made, with the chair’s ruling on each
Announcements
The time of adjournment.
The signature of the secretary or person who took minutes.

9. Coordination

The Chief Financial Officer and Chief Secretary shall serve as the Board Coordinators.

A. Executive Level Liaison.

The Chief Financial Officer shall serve as an executive-level liaison to communicate Board matters directly to the Board.

B. Staff Support.

The Executive Director of Construction Management shall ensure that appropriate staff provide ongoing support to the Board. Staff support responsibilities shall include, but are not limited to:

Ensuring that adequate arrangements are made for venues and technical support for regular and other meetings.
Providing members and applicable staff with agendas and background materials sufficiently in advance of regular and other meetings.
Keeping minutes of regular meetings and other applicable community meetings.
Ensuring that agendas and approved minutes for regular meetings and other applicable community meetings are posted in a timely manner.
Serving as a point of contact for stakeholders, and conveying online, email, or written comments that may be received to the Board.
Ensuring that new members are sufficiently oriented to service on the Board.
Informing the Board of attendance problems.
Informing the Coordinator of District Advisory Bodies of membership vacancies.
Informing the board and General Counsel of possible member conflicts of interest

C. Content

The Coordinators and appropriate staff will work with the third-party contractor and Board to provide the following information on the Board website and social media:

Regular meeting schedule
Agendas for regular and other plenary meetings
Approved minutes of regular and other plenary meetings
Current membership
General information
Bylaws
Contact information
Resources (progress reports, FAQs, fact sheets, links, etc.)
Announcements

D. Maintenance

The Coordinators and appropriate staff will work with the Webmaster to maintain the Board website and keep it current.