Page 110 - July 2020 Board Meeting Agenda_Neat

Electronic participation in meetings

All Board Meetings, Annual General Meetings and Committee Meetings shall be conducted in a
manner that allows individuals to participate by attending in person or by electronic means.

When voting on a matter, there are several methods available to assist in making the decision. A
vote may be taken via:

a) a show of hands, for in-person meetings

b) if a member is participating in a meeting by electronic means which has audio only, a
verbal indication of voting in the affirmative or voting in the negative;

c) via any form of electronic polling system as determined by the President.

Visual or audio recording of meetings

All Board Meetings and Annual General Meetings may be recorded as needed to assist in the
accurate recording of the minutes.

Attendees should be reminded of this, either as part of the meeting agenda papers, and/or at the
start of the meeting. The Board may consider a motion for the electronic recording of a meeting
to be paused for specific agenda items, if there is a need for confidentiality.

All recordings should be destroyed after the meeting’s minutes have been confirmed as a true
and accurate record at a subsequent meeting.

Meeting Etiquette

1. The Meeting Chairperson or Executive Officer should send out notification of the planned
meeting date, time and time zone in sufficient time in advance of the meeting. If required,
the notice should also include the deadline for submission of all agenda items and and/or
reports.

2. Any agenda items or reports submitted after the deadline will only be included at the
approval of the Meeting Chairperson.

3. An agenda and meeting papers should be sent out at least 7 days prior to any meeting. As
with any meeting, be sure to review all materials, reports, worksheets, etc., prior to the
meeting. Be prepared to actively participate in the meeting. Your time, and the time of the
other attendees is valuable, having done your preparation in advance will result in a more
efficient meeting.