Page 111 - July 2020 Board Meeting Agenda_Neat

4. If you are unable to attend a meeting, please inform the Meeting Chairperson and Executive
Officer via email or text message as soon as possible prior to the meeting.

5. Minutes of all meetings should be produced and distributed as soon as possible after the
meeting. The minutes should include any action items which outline any follow-up tasks to
be performed, their deadline and who is responsible for completing them. The production
of minutes not only benefits those members who could not attend the meeting, but also
serves to remind those present of all decisions and any action items assigned.

6. Minutes of all board meetings and AGMs should be uploaded to the members-only section
of the website (general website or members-only section?) and marked as either ‘Approved’
or ‘Yet to be approved’ reflecting whether they have been approved as an accurate record of
the meeting. Minutes should be created using a standardized template and to include the
above status of the report.

7. Respect your colleagues by being punctual and ready to start the meeting on time. If you
expect to be joining the meeting late, please notify the Meeting Chairperson and Executive
Officer prior to the meeting.

8. Be polite with your mobile phones and smart devices. It is not always necessary to turn your
mobile device completely off, but please put it on mute/silent during the meeting so as not to
disturb yourself and others. Do not attend to phone calls during the meeting unless it is an
emergency. If you must answer a call during a meeting, please leave the room, or if
attending electronically please ensure your microphone is muted and turn your video
camera off to avoid distracting others.

9. At the start of the meeting, all participants should declare any conflicts of interest in relation
to any agenda items. Depending on the nature of the conflict, the individual may decide to
withdraw from any discussion and/or vote on the agenda item. If deemed appropriate, the
Board may determine that the individual be precluded from any discussion and/or vote
relating to the agenda item. Failure to declare a conflict of interest is a breach of IAATI’s
Code of Ethics. (Declaration of any conflicts of interest should be an agenda item at the start
of all meetings.)

10. Participants should respect each other’s contribution and not interrupt when someone is
speaking. Meeting situations can sometimes create an excitable or animated environment,
with passionate discussions and heated debate. Speak politely and do respect your
colleagues, and let others finish talking before speaking yourself. If you have trouble
remembering your thoughts, write down notes.