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MCA Board Procedures

MCA Board Policy on Board Procedures

The purpose of this policy is to clarify and give formal recognition to the Board procedures currently followed by the MCA Board.

The agenda for the Board meeting is put together and circulated to Board members by the President or in his/her absence, the Vice President to provide all Board members the opportunity to review material ahead of the Board meeting. Any Director may request an item be placed on the agenda. Wherever possible, agenda items should be supported by written material.

The President may consult with the Executive to review the urgency and timing of items and the need for action or further information.

The agenda shall generally follow the structure: Routine Information Reports; Other Information Reports; Action Reports; Items for General Discussion.

At the Board meeting, any Director may request an item be added to the agenda but unless the issue requires an urgent decision, any Director may request that a decision on action on the item be held over until the subsequent meeting.

Normally all Board meetings and the discussion and the decisions taken shall be fully open for Members at Large, staff and the general public to attend. The Chair has the discretion to allow any person present to speak but only Directors of the Board may vote.

The Chair, or any Director, may request that the Board go into a closed discussion, and at such time everyone but Board Directors would be asked to step outside. The Chair or Director would then briefly explain the topic and the reason for it being in closed session. The Board would then vote as to whether to continue in closed session and, if so, who else, in addition to Directors, should be present. Normally only items relating to personal information about individuals, legal or contract matters or similarly confidential items are to be considered in closed sessions.

The minutes of closed sessions should be recorded separately and all present should respect the confidentiality of the discussion and decisions. However, the Board should determine when and what decisions taken in closed sessions should be made public.