Procedures for Conducting Board Meetings*

Procedures for Conducting Board Meetings*
*These procedures are adapted from Robert’s Rules of Order which is the definitive source world-wide for conducting
meetings
ORDER of MEETING
Call to Order
The meeting is called to order by the Chair or a proxy and the time, date and
names of members present recorded in the official minutes by the Secretary.
Introduction of Guests
Guests are introduced and given the floor to make presentations or requests
Reading of Minutes
Minutes of the past meeting are read by the Secretary and either 1) approved
as read or; 2) amended and then approved.
Treasurer’s Report
The treasurer gives a report of state of the school’s budget.
Committee Reports
Each committee should be given 3-5 minutes to report. If more time is needed,
a request should be made in advance of the report. A written or electronic copy
of the report must be given to the Secretary. Requests for action resulting from
committee reports can be brought up during either Old Business or New
Business as appropriate.
Old Business (business carried over from past meetings)
Items of Old Business should be on the meeting agenda. The item is brought
to the table by an individual or group. Discussion of each item should be
limited to a predetermined time depending on the needs of that particular
issue. Persons wishing to speak or ask a question must ask permission to
have the floor and be recognized by the Chair. Persons who have the floor are
not to be interrupted. Questions may be asked or clarifications sought by
addressing the Chair. Items of old business must be; 1) acted upon, 2) tabled
to the next meeting or; 3) dropped.
New Business (items brought to the table for the first time)
Items of New Business should also be on the agenda if possible. New items can
be added during the meeting at the discresion of the Chair. The item is
brought to the table by an individual or group. Discussion of each item should
be limited to a predetermined time depending on the needs of that particular
issue. Persons wishing to speak or ask a question must ask permission to
have the floor and be recognized by the Chair. Persons who have the floor are
not to be interrupted. Questions may be asked or clarifications sought by
addressing the Chair. Items of New Business must be; 1) acted upon, 2) tabled
to the next meeting or; 3) dropped.
Good of the Order
The Chair will call for news for “the good of the order.” During this time people
may ask for the floor to share good news or accomplishments or report on
opportunities for PA involvement.
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Meeting Adjourned
The Chair will adjourn the meeting and the Secretary will record the time in the
minutes.
Glossary of Terms
Motions
Motions are requests for action made by someone in the meeting. When a
person requests a motion it must be seconded by another individual or it dies
from lack of support. All motions must be stated clearly, recorded and
repeated by the Secretary to assure clarity and accuracy. The Secretary must
also record the name of the person making both the motion and the second.
There are four types of motions:
• Motion to Vote: This is a request to stop discussion and bring the agenda
item to an immediate vote of the membership.
• Motion to Table: This is a request to postpone the issue until a later time.
The motion must specify an action to be taken and a time frame.
• Motion to Drop: This is a request to stop discussing the item and drop it
from further consideration.
• Motion to Amend: Amendments may be added to a motion by the person
making the original motion or with his/her agreement. This can be done
to make the wording more suitable, to clarify the intent or to add relevant
content.
Call for the Vote
When someone calls for the vote it officially ends discussion. The Chair then
decides if a voice vote or hand vote is appropriate. In the case of a voice vote
the Chair will say; “all in favor” to which the members will respond by saying;
“Aye” he/she will then say; “all opposed” to which the members will respond;
“Aye” In the case of a hand vote, the Chair counts the votes for and against
and the Secretary records the outcome.
Chair
The Chair is the person who runs the meeting, usually the President, or in the
case of his/her absence, the next person in line such as the Vice-President.
Secretary
The Secretary is responsible to record accurate and thorough transcription of
meetings, distribute agendas and minutes to the membership and be in charge
of official correspondence.
Treasurer
The treasurer is responsible for recording and handling all financial
transactions of the organization, accounting for budgetary process and
reporting to the organization at every meeting.
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