Alumni Board Meeting Communication Protocols

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Submitted by Matthew Baya '92 and Tim Eubanks '00, June 2009
Revised by AB Communications Committee, November & December 2009
Submitted for review by the AB - February 2010.  - PDF & RTF files of the version submitted to the AB are available.

This proposal was referred to as Meeting Communication Protocols in the March 2010 AB minutes and was passed by the AB during that meeting.

Purpose:

To define and standardize a high quality of committee related communications. This includes setting standards for internal committee communications amongst members as well as efforts to inform and include the larger Alumni Association membership in all Commitee meetings

A) Definitions

1) COMMITTEE - For the purposes of this document the term "Committee" shall include all applicable committees related to the Antioch College Alumni Association &/or the College Revival Fund, Inc. Board of Directors. This includes the AB Executive Committee (ABEC), The Alumni Board (AB) and all it's sub-committees and any taskforces created by these bodies.
2) MINUTES - The term 'Minutes' shall include not only the official summary of the meeting but also any handouts &/or attached documents that were shared with the committee membership during this meeting. It shall be the discretion of the chair of the Committee to decide which additional documents, if any, should be included.
3) PUBLISH - The use of appropriate technology including but not limited to e-mail, websites &/or RSS feeds to distribute agendas, approved Minutes, Recordings and any other Committee related information to any Alumni Association member.
4) CLOSED SESSION - Any confidential portion of a meeting held in private and limited to only Alumni Board directors, members of that Committee and any guests of the chair.
5) RECORDING - The use of any device to record audio &/or video of a meeting.
6) STREAMING - The live broadcast of a Recording of a meeting to any external audience.


B) Procedures

Each Committee shall follow the following procedures :

1) Agendas - Publish agendas for future meetings at least one week in advance of the meeting.
2) Minutes - Minutes shall be made available to the applicable Committee membership within a week after the meeting, and be reviewed, approved via e-mail &/or phone feedback and published within two weeks of the meeting. Exceptions to this can be made at the discretion of the chair of the committee when holidays interfere or if there is some dispute about the contents of the minutes that needs to be resolved at a future meeting, in which case these Minutes should be published as soon as possible.
3) Archives - Make available to all Alumni Association members a searchable archive of meeting Minutes for at least two years.
4) Membership - In keeping w/ the committee membership as defined in the AB bylaws, all members of a Committee should be Published.
5) Contact Information - An e-mail address &/or web form URL should be included on all Published documents to allow for feedback and/or questions from any Alumni Association member
6) Mailing Lists - At the discretion of the chair, a moderated or open-chat e-mail mailing list can be created for committee members. The chair may also choose to allow other interested Alumni Association members to join and participate in this list. The chair may also choose to archive all messages to this list for a period of time to ease in the transition and education of future members and Alumni Association members.
7) Recording/Streaming - The Chair shall decide whether or not to allow for Recording &/or Streaming of any meeting or portion of a meeting. Plans to Record &/or Stream a meeting and information how to access stream should be published at the same time as the Agendas. Recordings and information on how to access the recordings should be Published at the same time as Minutes.
8) Open Meetings - Meetings of all Committees shall be open to all members of the Alumni Association unless Committee members vote to meet in Closed Session.
9) Closed Session Meetings - Any Committee may, by majority vote, choose to hold it's meeting, or portion of a meeting, in Closed Session to discuss matters which may contain personal or confidential information. Minutes & Recordings of Closed Session meetings shall be edited to remove any sensitive information. Full versions of these Minutes & Recordings shall be made available to the committee membership using the timelines stated above. The Alumni Board Nominations committee and it's reports back to the Alumni Board will always be held in Closed Session whenever names and/or confidential information are being shared. 

C) The role of and responsibilities of Secretary

1) All Committees may appoint a permanent secretary for that Committee, known as 'Committee Secretary'. For Committee's without anyone filling this role it shall be the responsibility of the Chair of the Committee to fulfill this role.
2) A Committee Secretary or the Chair of a Committee may, at their discretion, request that another Committee member act as temporary Secretary for a particular meeting.
3) The Committee Secretary shall ensure that :
a) all Minutes are recorded in a manner that they meet the same standards as previous Minutes
b) all revisions requested by Committee members are made correctly
c) Coordinate with the Temporary Secretary of a particular meeting to ensure that the above requirements are met
d) That Minutes are submitted to be Published to the Committee membership and the AB Secretary within the timelines as defined in this document.
4) The AB Secretary shall act as the central organizer and gatekeeper to ensure all Minutes are Published to the Alumni Association within the timelines defined in this document.