JaniceH

Thank you - I will look that up. Though it will be difficult to change minds over here....they'll definitely want an agenda!

Hello, We have always made use of a consent agenda inside our full agenda where we place items that do not need discussion such as committee reports, staff reports, financial reports etc. There may potentially be a motion of direction or approval in these reports and the motion that we would use for this would read: THAT the reports, Minutes, and information contained in the Consent Agenda, along with their respective recommended motions be accepted as presented. IF a director wanted to discuss a particular item, then they would move to remove the item from the consent agenda and discussion would take place. We now have a new BoD with a new Chair who has told us she doesn't want any items in the Consent agenda that have direction or approvals. She believes that the Consent agenda should only contain items that are for information only. So any item that we know would not require discussion is to now be placed in the New Business section of the agenda. We will of course oblige, but I'd like to know if she is correct or if it is okay to have put these reports in the Consent agenda. Thank you!!

I have a question regarding taking an item of business that was put on the table. At a meeting several years ago, a motion giving staff direction was placed on the table. The directors have not formally met since and unfortunately the direction was never addressed. We have a formal meeting tomorrow and the item was brought back as “Business Arising from the Minutes”. Do we need a motion to take the item back from the table before discussion? Is there a time period whereby the previous motion expires? If a motion is required what might the wording be?

We have a 5 member committee and only 3 were in attendance. The motion to approve the draft minutes of the previous meeting was presented. The first member moved the motion but the second member of the committee had not been in attendance. That left the Chair to second it. Should the motion have been tabled to the next meeting or was it okay for the Chair to second it?

Yesterday we had a committee meeting scheduled and at the start time, quorum was not in place, missing one member. After waiting 30 minutes, quorum was still not in place but the Chair called the meeting to order and it proceeded with discussion only. Fifteen minutes later, the missing member arrived. Can the meeting officially pass motions at the time of her arrival even though the meeting was in session (not passing motions) before her arrival?

Hello, I am the recording secretary for a government agency in Canada. Last month we had a delegate give a presentation and the BOD response was to not grant him his request. The delegate wasn't too pleased and made accusatory remarks against a couple of the directors and against the chair. Using the Freedom of Information request procedure he requested a copy of my hand written draft notes. My question is, are my notes part of the public record? I tend to write a lot of conversation down in order to help with context when completing the typed draft minutes, and I understand that much of what I write will not be included in the actual published minutes. If these notes are public record then in future I will have to be more brief during the meeting as to what I record.