Board meetings

This material gives an overview of the Board Meeting policies and procedures in the hope that an overview may be helpful in understanding the flow of information associated with the meetings. The Secretary does most the before and after meeting tasks while the President runs the meeting.

The material does not address how the various tasks are accomplished; see Secretary Duties, and President Duties for information on doing these tasks. The bolded material reflects the additional/different tasks that are required when the meeting is a Zoom meeting.

Before the Board meeting

Two weeks before the meeting the President arranges for the Zoom meeting. The meeting is created using ASURA's Zoom account. It is recommended the meeting use the default options.
Several days prior to the meeting, the Secretary sends a request for materials that should be made available to attendees prior to the meeting.
The materials are shared with the President who adjusts the agenda and lets the Secretary know what agenda updates are necessary along with the link to the Zoom meeting.
The Secretary converts the meeting materials and the previous meeting's minutes into PDF files which are combined with the agenda into a single PDF agenda with documents file
At least three days prior to the meeting, the Secretary sends the agenda with documents file and Zoom link to the Board Meeting distribution list.
All attendees are expected to make copies of the sent materials and bring them to the meeting
On the day of the meeting the Secretary prints out an Attendance Record.

During the meeting

The meeting is run according to Robert's Rules of Order.
The agenda normally includes review, correction, and approval of the minutes of the prior meeting of the Board.
The meeting consists of reports from the various attendees and the discussion of any new business that is on the agenda.
The Secretary takes attendance by:
- passing around the Attendance Record, asking the attendees to "sign in" using it or
- noting the attendance on the Attendance Record
The ASURA Secretary takes notes that can be used to prepare minutes for the meeting. The Bylaws require that the minutes include "the time and place of holding, the notice thereof given, the names of those present and the proceedings thereof."

After the meeting

The ASURA Secretary posts the following on the ASURA website:
- the approved version of the previous month's minutes including all attachments distributed before or during the meeting, and
- the abstract of the minutes.
The ASURA Secretary prepares:
- the minutes for the latest meeting from the notes taken.
- a brief abstract of the minutes that highlights major actions taken or topics discussed.

Updated May 2021