Conduct of Board Meeting Protocol The following Conduct of Board Meeting Protocol is a learning document to assist KAFP leadership in fulfilling it’s vision of increasing participation of members through committee doing the tactical work in order to allow the KAFP Board to focus attention on strategic issues. This protocol is designed to serve as a reminder of the procedure within AIP Standard Code (formerly known as Sturgis) that is our procedural guide in facilitating discussion and debate at KAFP Board meeting. The principle behind following AIP Standard Code is to give all members the opportunity for their voice to be heard. The authority to use AIP rules can be found in KAFP Bylaws under Chapter XIII Section 4. Rules of Order states, “ AIP Standard Code, except when the same are in conflict with the Bylaws of the Academy, shall control all parliamentary procedure of the meetings of the All-Member Business Meeting, Board of Directors, and all committees.” The Chair of the Board will call the meeting to order and, after a roll call to confirm a quorum is present, the Chair will proceed to read the following, “In your policy manual and below is a algorithm explaining the concept that we desire to follow on issues brought to the board. In reviewing the algorithm you will note that new issues that are not urgent will be sent to committee to be researched, discussed and debated at the Committee level. Once the committee has done the tactical work on the issue the Chair of the Committee will bring the issue back to the board in the form of a committee recommendation. The Chair of the Board will manage the meeting. For efficient use of our time together, the Chair propose that we limit debate on all issues being brought to the board to X minutes per member for the first round until each member has an opportunity to speak. The Chair proposes that on the second round we limit debate to X minutes. After the second round, the Chair will call for a vote to end debate, which will require a 2/3rd majority. If the motion fails then we will continue with another round of debate. Once debate ends the Chair will request of the board for a motion on the issue. Once the motion is made and properly seconded then I will call for a vote. (On reverse side is a summary of AIP Standard Code Parliamentary Procedure.) X to be determined by Board Chair based on the agenda items to be discussed. AIP’s Standard Code of Parliamentary Procedure Summary: Basic Rules of Precedence:
When a motion is being considered, any motion of higher precedence may be proposed, but no motion of lower precedence may be proposed. Motions are considered and voted on in reverse order to their proposal. The motion last proposed is considered and disposed of first. Common Motions in Order of Precedence: LANGUAGE INTERRUPT SPEAKER? SECOND NEEDED? MOTION VOTE NEEDED? Privileged Motions: Motions of urgency entitled to immediate consideration. 1) *Adjourn the meeting I move that we adjourn. NO YES YES** 2) *Recess the meeting I move that we recess until... NO YES YES** 3) Questions of Privilege (Noise, temperature, etc.) I raise the question of privilege…. YES NO NO Decided by presiding officer Subsidiary Motions: Motions which alter the main motion, or delay or hasten its consideration. 4) Postpone temporarily I move we table the motion. NO YES NO 5) Close debate I move to close debate and vote immediately. NO YES NO TWO THIRDS 6) *Limit or extend debate I move that the debate on this question be limited to… NO YES YES** TWO THIRDS 7) *Postpone to a certain time I move we postpone this matter until… NO YES YES**
8) *Refer to committee I move we refer this matter to committee. NO YES YES** 9) *Amend I move that we amend this motion by…. NO YES YES Main Motions: Motions bringing substantive proposals before the assembly for consideration and action. 10) *Main motions and restorative main motions I move that… NO YES YES The following motions can be offered whenever they are needed and have no order of precedence. They should be handled as soon as they arise. LANGUAGE INTERRUPT SPEAKER? SECOND NEEDED? MOTION DEBATABLE? VOTE NEEDED? Incidental Motions: Motions that arise incidentally out of the business at hand. They relate to matters incidental to the conduct of the meeting. 1) Appeal a decision of the chair I appeal the chair’s decision. YES YES YES MAJORITY 2) Suspend the rules I move to suspend the rules and…. NO YES NO TWO THIRDS 3) Point of order I rise to a point of order. YES NO NO Decided by presiding officer 4) Raise a question relating to procedure. I rise to a parliamentary inquiry. YES NO NO Decided by presiding officer 5) Withdrawal of a motion I move to withdraw my motion. YES NO NO MAJORITY 6) Separate a multi-part question for voting purposes I move division on the question. NO NO NO MAJORITY *Can be amended. **Debatable if no other motion is pending.