Page 109 - July 2020 Board Meeting Agenda_Neat

SOP20-16 Meeting Protocols and Etiquette SOP

The CBL & SOP Committee was asked to draft an SOP around meeting protocols and etiquette and
has prepared the following to ensure that all meetings as efficient and effective as possible, and
that members observe appropriate etiquette during both face to face and during electronic
meetings.

Recommendation

The Board endorse the following for inclusion our SOPs. No formal submissions have been
received but possible amendments have been flagged by the committee chair.

“SOP: Meeting Protocols and Etiquette

The following guiding principles should be applied with respect to the procedures observed at all
Board and Annual General Meetings (AGMs):

• Procedures should be fair and contribute to open, transparent and informed decision
making

• Procedures should encourage appropriate participation in the affairs of the Association

• Procedures should reflect levels of formality appropriate to the nature and scope of
responsibilities exercised at the meeting

• Procedures should be sufficient for giving the members and decision-makers confidence
in the deliberations undertaken at the meeting.

Unless otherwise stated elsewhere, meetings will be conducted according to these rules of order,
adapted from Robert’s Rules of Order. This time-honored system for conducting business is an
effective manner for getting a maximum amount of business done in a minimum amount of
time, regardless of the degree of disagreement among the participants. These rules are meant to
be used as tools to assist in making collective decisions in a cooperative and respectful way.

Please do not use Robert’s Rules as weapons against one another. We encourage all participants
to become familiar with these rules of order and conduct themselves accordingly. Once the
meeting is under way, only one matter will be before the committee at any one time and no
other discussion is in order. Please respect the chairperson’s right to be in control of the process
of this meeting so that you can have maximum benefit of its content.