AVERT Policies and Procedures 1010
AVERT Board Meetings

1.0 PURPOSE

This policy prescribes the procedures and standing rules for operational requirements of AVERT monthly meetings; to maintain a semblance of order, and to ensure that issues are dealt with in a timely and organized fashion.

2.0 STANDING RULES

2.1 All AVERT meetings should be conducted according to a form of Roberts Rules of Order sufficient to the needs of board meetings, accepted and approved by the board on the 1st meeting of the fiscal year, by a 2/3rds majority vote (See attached list of most important or frequently used motions).

2.2 A set agenda format will be followed at all AVERT meetings, with the exception of Emergency Meetings; though a set agenda should be furnished if preparation time permits. Board of Directors meetings may except or modify the format or order during a meeting by a 2/3rds majority vote in order to accommodate time constraints of special guests and visitors, or provide for other special circumstances.

2.3 Deliberation of issues (requiring discussion and vote for board approval) will be limited to 20 minutes for debate. Extending deliberation requires suspending the standing rules and a 2/3rds majority vote; and should only take place when there is pertinent information that needs to be shared.

2.3.1 The Board Member(s) proposing the issue item will act as its sponsor(s).

2.3.2 The Chairperson will ask the person acting as the voice for the issue item to read the long title of the proposal, after which time the sponsor will say, "I so move". There must be a "second" to the motion from the board for deliberation to take place, or the proposal will be considered failed, or automatic "object to consideration".

2.3.3 Upon seconding, the Chairperson will note the name of the proposal and will assign it a number, or other identifying system, which the Executive Assistant will record.

2.3.4 The sponsor of the proposal who acts as its voice, will be given 3 minutes in which to speak in favor of or on the issue, and upon completion of this speech, may respectfully request a one minute summation speech (A summation speech allows the sponsor acting as voice, a one minute final supporter speech, before a vote is cast).

2.3.5 Debate on the issue will transpire from opposition to supportive speakers, after the sponsor acting as voice has completed their opening remarks. There may not be two supporting or opposing speaking time-slots in succession, unless another speaker of the opposite fails to stand.

2.3.6 A speaker who has the floor, may relinquish his/her remaining time to another proponent/opponent speaker for the remainder of their two minutes, but not beyond.

2.3.7 Upon the incidence of two proponent/opponent time-slots follow each other in succession, the "question" will automatically be considered moved, and a vote taken. If the Chairperson feels that there is additional information that is vital to understanding the issue, he/she may appoint a speaker(s) to share the remainder of the information as a "point of information". This speaker may not act either in support or opposition, but share the information in general and unbiased terms.

2.3.8 Any voting member of the board who feels that deliberation on an issue has been sufficient, may call for the "question", or a vote. This may be overturned by a majority vote in order to continue deliberation. If the Chairperson believes that there is still information to be shared or spoken to, by speakers, he/she does not need to recognize the motion, and deliberation will continue uninterrupted.

2.3.8.1 When the "question"or vote is called on an issue, the Chairperson will call for those in favor to say "Yeah", and those not in favor to say "Nay" If any member of the board feels that the vote was too close for the Chairperson to decide in which way the vote has went, they may ask for a counting of hands to clarify the vote.

2.3.9 Amendments may be proposed to an item during deliberation, but the debate on an amendment is separate, and must be resolved before deliberation is resumed on the main issue.

2.3.10 Issues of deliberation may be tabled indefinitely by the board, but must be kept on record for possible deliberation. The Executive Committee may not table items for more than 90 days before bringing them back to the board; in keeping with section 7.07 of the AVERT By-Laws.

2.3.11 An issue of deliberation that has come from a Standing or Ad-Hoc Committee, but requires further analysis may be sent to a special ad-hoc committee or the committee from which it was sponsored. In this instance, the item is considered "sent to committee", and is not required to adhere to section 7.07 of the AVERT By-Laws when proposed by a member of the Executive Committee.

2.4 The Chairperson may not act in support of, or in opposition to, any issue unless he/she relinquishes the chair position to the Vice-Chair for the duration of the deliberation. In this instance, the Vice- Chair accepts all responsibility and authority for ordering the deliberation.

2.5 The Chairperson may not vote on an item of deliberation except to a.) Create a tie or b.) Break a tie; at which time the item of deliberation is considered to have failed.

2.6 The Chairperson will appoint a parliamentarian at the first meeting of the fiscal year, which appointment must be approved by a 2/3rds majority vote of the board.

2.6.1 The parliamentarian is responsible for clarification of Roberts Rules of Order, as has been modified and accepted by the board, along with the standing rules and official Roberts Rules of Order; when the situation warrants it.

2.6.2 The Parliamentarian has the final voice in questions of clarification on parliamentary procedure, as it is constituted in an addition to the AVERT By-Laws.

2.6.3 The Parliamentarian may appoint a time keeper from any committee, or the general membership of AVERT. The Time keeper is a non-voting/Ad-Hoc member of the board, and may be changed every meeting.

2.6.3.1 The Time keeper is responsible for ensuring that issues of deliberation or speakers of deliberation do not go beyond the times allotted; thus ensuring that issues do not become bogged down unnecessarily and that meetings move according to time frames.

2.6.3.2 The Time keeper is responsible to ensure that all agenda items end at the appropriate time.

2.6.3.3 The Time keeper will call "Time" when time has elapsed on a specific agenda item, deliberation, or speaker.

3.0 MEETING PROTOCOL

3.1 The Chairperson is the authority during any deliberation and throughout the meeting. All questions and motions are to be made directly to the Chairperson.

3.2 One person at a time is permitted to speak, and must be recognized by the Chairperson before standing and speaking, unless a motion, "to move into the committee of the whole" (or a committee of the whole board) is approved by a majority vote.

3.2.1 This motion is helpful if the debate requires more direct interaction, and provides an opportunity for the sponsor(s) to work with others, otherwise the issue of deliberation is tabled or fails.

3.3 During the opening portion of the meeting where Committee Reports and Roll Call take place, the body is considered to be automatically in "Committee of the Whole".

3.3.1 The Time keeper is expected, however, to ensure that committee reports stay within the allotted times. Committee Chairs or those giving the report, should have organized their information before the meeting, in order to keep within time and out of respect for other board members.

3.3.2 Committees requiring extra time to disseminate information should contact the Chairperson and Executive Assistant before the agenda is sent out to have that time placed on the agenda.

3.3.3 Committees wishing to offer more in-depth information are encouraged to put together a report to pass out to board members, and contact information if there are questions.

4.0 APPROVAL OF MINUTES

4.1 This is to be the third order of business in all meetings, with the exception of Emergency or Special Sessions.

4.1.1 If there are changes or additions that need to be made to the minutes, the person asking for them may make a motion for a friendly amendment. This means that the information changes are either clerical or do not change the nature of the minutes.

4.1.2 If the changes or additions require deliberation, debate will be limited to five minutes; with the Time keeper appointed.

5.0 MEETING ATTENDANCE

5.1 Board members who are substantially late for meetings or need to leave early, should request a "motion of personal privilege", so their entrance or exit from the meeting may be recorded in the minutes.

5.1.1 Motions of personal privilege regarding items such as trips to the restrooms, opening of windows, etc do not need to be recorded.

6.0 STANDARD MEETING AGENDA

6.1 Section I: Information

6.1.1 Call to order

6.1.2 Roll Call of members present, and excusing those who have requested leave for this meeting.

6.1.3 Approval of Last Meetings Minutes

6.1.4 Committee Reports - Five minutes each

6.1.5 Special Guests Speakers

6.2 Section II: Business

6.2.1 Old Business

6.2.2 New Business

6.3 Section III: Training

6.4 Adjourn