PD-BOD-3000 Ongoing Meetings

All committees may choose to use this method to address written proposals in between regular meetings. To open an Ongoing Meeting a committee member will distribute a written proposal placed on an internet platform or via email for review, debate, and vote by the committee. The Ongoing Meeting will then be closed right before the next regularly scheduled meeting. All actions addressed during that time will be considered one meeting. Any actions unfinished before the next regularly scheduled meeting will be addressed during that meeting.

The approval of all proposals will use the following steps to be considered official:

1. The initial proposal must be made available/distributed to all members (including ex officio). If this is done on a form of social media, the committee members must be tagged at the time of the post, to ensure all members see the proposal.

2. A motion and a second must be obtained to open debate or the proposal fails

3. A minimum of one week of recorded debate must transpire before a vote can be called

4. A minimum of one week must transpire for voting with each individual’s vote recorded.

5. A majority of all voting committee members is required for passage, unless otherwise defined elsewhere.

If all of the foregoing steps are met, and the majority of the votes are in the affirmative, the proposal will be considered approved as of the close of the voting period. All actions taken in this fashion will be recorded as a single set of minutes, maintained by the committee secretary. The minutes will be presented at the start of the next regular meeting of the committee for approval, as with any other set of meeting minutes. A copy of the minutes will be transmitted to the Board Secretary and published after the conclusion of the meeting.