POLICY TIMELINE FOR DISTRIBUTING MEETING MATERIALS

Timeline for Distribution of Materials for Board Meetings

The President and Office will make every effort to ensure that each Director receives the agenda and any reports and proposals to be discussed at a Board meeting, at least 7 to 10 days prior to the meeting. Items not submitted to the President and Office by the announced deadline will be added to the Agenda only if time permits.

POLICY CONTENT OF AND TIMELINE FOR DISTRIBUTION OF MEETING MINUTES

Meeting Minutes

The Executive Committee, Board of Directors, and each APDT Committee and Task Force will keep minutes of all meetings.

Meeting Minutes will indicate: 1) the body meeting (Board, EC, etc.), 2) type of meeting (in-person, teleconference, regular, emergency, etc.) 3) the location of the meeting, 4) the date and time the meeting started and adjourned, 5) members present, members absent, members arriving or leaving after the meeting was called to order, and any guests, 6) a list of issues discussed and reports reviewed at the meeting, 7) any motions, who made them, and the results of votes, if any, 8) how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous and 9) the names of the attendees who approve, oppose and abstain from each motion.

Minutes will be submitted to the Office by the Secretary or Committee Chair within one week of the meeting.

The Manager of Operations will immediately submit all minutes from Board, Committee and Task Force meetings to the Board for review and approval. Once minutes are approved by the Board, the Manager of Operations will ensure that they are posted to the Members Only section of the web site. Published minutes will contain the signature of the President and the Secretary. Every effort should be made by all responsible parties to ensure that minutes are posted on the web site within 30 days of the meeting.

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