Electronic Meeting Policy and Procedures

Transcription

1 Electronic Meeting Policy and Procedures

2 Board of Trustees Electronic Meeting Policy Purpose: The purpose of an electronic meeting is to provide timely information to the Board of Trustees and allow for voting when face-to-face meetings are not viable options as determined by the board. Electronic meetings are accepted as regular meetings as defined in the by-laws. Special meetings conducted electronically will address no more than one issue. Definition: An electronic board meeting is defined as a formal meeting of the Board of Trustees, which is called to order and via , and requires a review of information presented and/or action from the board. Permitted communications for electronic meetings include: , online document sharing, online survey, facsimile, phone, or in-person participation. Documentation for electronic meetings shall be presented to the board via , online document sharing (i.e. website, Dropbox, or similar), or facsimile (available upon individual request) and may contain previous meeting minutes, agenda, reports, resolutions, and/or other documentation required for effective review of each issue. Notice: Notice of electronic board meetings will be given no later than five (5) days prior to the opening of a meeting. Regular board meetings held electronically will be open for no less than five (5) business days. Special meeting held electronically shall be set in motion to address no more than one issue. If additional issues need to be addressed electronically, a separate meeting for each issue shall be called and will be open no less than forty-eight (48) hours. Attendance: Board, staff and guests participating via permissible communications methods will be recorded as present. Board members who do not participate in permissible communications will be recorded as absent or excused. Quorum: A quorum will be determined by participating board members who utilized permissible communications as stated in this policy. A quorum is defined by the bylaws as a simple majority except at such times as an amendment of the Constitution and By-Laws is an agenda item, when the quorum shall be two-third (2/3) or fifteen (15) members of the Board of Trustees, whichever is greater. Call to Order/Adjournment: Call or Order and adjournments are fixed for electronic meetings and will be stated within the meeting notice. Regular board meetings held electronically will be open for no less than five (5) business days. Meetings will be called to order via by the board president, authorized board member or on behalf of the board by the executive director as delegated. Meetings adjournments are fixed and will occur according to the notice. Voting: Board members may vote via , online survey, facsimile, by phone, or in-person. Board members have the option to vote yay, nay, abstain, or table the discussion for the next face-toface meeting. Board members may also request additional information via permissible communication prior to voting. Table votes must also receive a second to be tabled otherwise will be approved or disapproved by majority vote. The first respondent to an issue up for vote will be recorded as the motioning member. The second respondent will be recorded as the seconding member. Additional responding members will be recorded as members in favor, opposed, abstaining, motion to table, or how otherwise voted. Order of voting as necessary will be tracked by time stamp of received, survey submitted, facsimile received, phone call received, or in-person voting received.

3 SAMPLE MEETING NOTICE NOTICE OF ELECTRONIC BOARD MEETING To: OACAA/OCATO Board of Trustees Members From: Tom Reed, President Date of Notice: April 10, 2015 Re: OACAA/OCATO Board of Trustees Meeting The Ohio Association of Community Action Agencies and the Ohio Community Action Training Organization Board of Trustees meetings will be held electronically as follows: Call to Order: April 17, 2015, Prior to 5:00 PM Adjournment: April 24, 2015, 5:00 PM Meeting documentation can be accessed at: (list web address). Voting via online survey can be accessed at: As a reminder, attendance will be determined by your participation and voting via , online survey, facsimile, by phone, or in-person. For additional information on the regular electronic meeting policy and procedure, please see Board of Trustees Electronic Meeting Policy (link to policy).

4 SAMPLE RESOLUTIONS Resolutions OACAA Board of Trustees Meeting, April 17, 2015 Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby approves the minutes of the February 20, 2015 board meeting. Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby approves the agenda of the April 17, 2015 board meeting. Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby approves the financial report for the period ending March 31, Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby approves the following program reports: Executive Directors Report Development Report Training and Development Report Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby approves the following report: Legislative Committee Report Executive Directors Report Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby approves the following program reports: Partnership Report CAPLAW Report Public Relations Report Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby approves to accept the migrant worker grant from the Ohio Department of Jobs and Families Services in the amount of $160,000. Resolution OACAA : BE IT RESOLVED, that the Board of Trustees of the Ohio Association of Community Action Agencies hereby accepts the recommendation of the Personnel Committee and approves the employee benefit parking budget increase of approximately $3000 per year to provide reserved parking spaces for employees.

5 SAMPLE AGENDA Agenda Ohio Association of Community Action Agencies Board of Trustees Meeting Electronic Meeting Meeting opens: April 17, 2015 Meeting adjourns: April 24, 2015 at 5:00 p.m. Approval of Agenda Approval of Minutes Financial Report Development Report Training and Development Report Legislative Committee and Executive Director s Report Partnership Report CAPLAW Report Public Relations Report Migrant Workers Grant Approval Personnel Committee Report and Recommendation Old Business New Business Comments

6 SAMPLE MINUTES Ohio Association of Community Action Agencies Board of Trustees Meeting April 17, 2015 Electronic Meeting Members Present: David Brightbill, First Vice President; Gwen Robinson, Second Vice President; Ruthann House, Treasurer; Joshua Anderson; Andrew J. Devany; Wayne McLaughlin; Cheryl Thiessen; Steve Sturgill; Tim Donnellan; Bambi Baughn; Robert Chilton; Alvin Norris; Gary Ricer; Deb Gerken; Malcolm Costa Members Excused: Tom Reed, President; Janice Warner, Secretary; Robert Hamilton; Rodney Reasonover; Judith Barris; David Shea; Cheryl Thiessen; Gary Obloy; Ken Kempton Staff Present: Philip E. Cole, Executive Director; Josh Summer, Development Director; Kathryn Clausen, Communications Director; Greg Bollenbacher, Fiscal Director; Lorie McClain, Program Manager; Neva Dunn, Office Manager. The meeting was called to order on April 17, 2015 via . A quorum was established with participation via and online survey. Resolution OACAA : hereby approves the agenda of the April 2015 board meeting. Motion: Ms. House; Second: Mr. Anderson. The motion passed. Resolution OACAA : hereby approves the minutes of the February 2015 board meeting. Motion: Ms. House; Second: Mr. Anderson. The motion passed. Resolution OACAA : hereby approves the financial report for the period ending June 30, Motion: Ms. House; Second: Mr. Anderson. The motion passed. See attached report. Resolution OACAA : hereby approves the following program reports: Development Report Training and Development Report Motion: Ms. House; Second: Mr. Anderson. The motion passed. See attached report.

7 SAMPLE MINUTES Resolution OACAA : hereby approves the following program reports: Legislative Committee Report Executive Director s Report Motion: Ms. House; Second: Mr. Anderson. The motion passed. See attached report. Resolution OACAA : hereby approves the following program reports: Partnership Report CAPLAW Report Public Relations Report Motion: Ms. House; Second: Mr. Anderson. The motion passed. See attached report. Resolution OACAA : hereby approves to accept the migrant worker grant from the Ohio Department of Jobs and Families Services in the amount of $160,000. Motion: Ms. House; Second: Mr. Anderson. The motion passed. Resolution OACAA : hereby accepts the recommendation of the Personnel Committee and approves the employee benefit parking budget increase of approximately $3000 per year to provide reserved parking spaces for employees. Motion: Ms. House; Second: Mr. Anderson. The motion passed. Comments None. Old Business None. New Business None. The meeting was adjourned on April 24, 2015 at 5:00 PM. End: Respectfully submitted,

8 SAMPLE MINUTES Janice W. Warner, Secretary Date