TO: WAC Board Members

FROM: Trooper Earle

SUBJECT: General Meeting Conduct procedures

DATE: August 6, 2002

Below are basic meeting conduct procedures for discussion and approval of the board. Since the team bylaws have nothing concerning the conduct of the meetings, I hope this might help us quickly get a format to work with and possibly at some point, this can be used to draft new portions to our bylaws that will help conduct future meetings.

1. Meetings – Board meetings will be scheduled the second Tuesday of every month. All meeting dates, time, and place will be confirmed at the each meeting prior.

2. Written Agenda - The President will provide a written agenda at the beginning of each meeting. Where possible, the President will email out the agenda and request alteration to the agenda in advance to the meeting.

3. Additions to the Agenda – Any requested additions to the agenda prior to the day of the meeting will be added to the agenda to be handed out at the meeting.

4. Meeting will end on time – At the beginning of each meeting, the President will review the agenda and establish a proposed time frame for the meeting. If during the course of the meeting there are topics that go off in a tangent and begin to delay the proposed ending time, the President will ask for the items to be tabled to the end of the agenda. Unless objection is raised, the item will be rescheduled at the end of the agenda. If time runs over the proposed ending time before the particular topic has not been “re-discussed”, those who want to leave the meeting may do so and those who wish to stay to continue discussions my continue to do so. If a vote is necessary on the issue, the vote will be delayed until the next scheduled meeting of the board.

5. No assumed decisions – The President will attempt to clarify for the board each and every decision being approved by asking for a motion to vote, a second, and verbal votes by “ah” and “nays”. Any member on the board can also issue motions for a vote.

6. Majority votes – For each verbal vote, the President will clearly present the majority opinion of the board and the Secretary will note to the minutes simply as the “Board Approved”. If any verbal vote is unclear to the President, the President will ask for a show of hands and do a hand count. Anyone Board member who wishes to have a verbal vote counted by a show of hands may ask for a hand vote. All votes will be recorded as “Board Approved” unless a motion is raised to have the minutes reflect the number of votes “for and against”. A second to the motion and majority approval will be required to record the voting number.

7. Minutes – Minutes will be produced within 48 hours of every meeting and emailed to the President for approval. Once approved by the President, the Secretary will email a copy to all Board members for their approval. There being no objection to the minutes with 72 hours, the Secretary will forward a copy to the Webmaster to publish to the team website. If there is any objection to the minutes, the minutes will be altered and approved at the beginning of the next schedule Board meeting. Occasionally, the board may decide that portion(s) of the official minutes are not appropriate for public viewing from the website and those portions can be deleted from the “published minutes”, while the official minutes maintained by the Secretary will accurately reflect all meeting discussion.

8. Board Member Unity - Once a vote has been taken and approved by the Board, all Board members are asked to publicly support the majority decision of the Board. Dissention to any Board decision can be openly discussed and debated at subsequent Board meetings, but publicly, all Board members are asked to support the vote of the majority.