Old Ottawa South

Approved: October 12, 2005

To outline the procedure to be followed for structuring OSCA Board Agendas in order to ensure that high priority items are effectively dealt with and that Board meetings conclude within a reasonable period of time.

Procedures:

1. A week before each Board meeting the President and the Executive Director will consult on the content of the Board agenda to determine what items will be dealt with and how.

2. Board Agendas will be structured in the following fashion:

   • The first item will be the approval of the agenda and the minutes from the previous Board meeting.

   • The next item will be the President’s report, which shall be brief and deal with any meetings, transactions or decisions he or the executive committee took since the last Board meeting about which the Board should be notified.

   • The next agenda items shall be decision items dealing with resolutions (Board policy positions), approval of budget or expenditure items, appointments etc. The order in which decision items are considered will be as follows: first, business arising from the previous meeting; second items raised by committee chairs, third items raised by Board members, fourth item raised by outside groups.

   • The next agenda items shall be information items which should include committee reports, the Councillor’s report, items raised by other Board members, followed by presentations by any outside groups.

3. Board or Committee members who wish a decision item placed on the agenda must notify the Executive Director one week before the Board meeting and circulate the motion electronically to all Board members at that time along with a short explanatory note outlining the reason for the motion.

4. Committee chairs or Board members who wish to place information items on the agenda should consider circulating information in advance of the Board meeting in order to reduce the necessary discussion time. Committee chairs, Board members or outside groups wishing to present information items must schedule them with the Executive Director one week in advance of the Board meeting. Information items shall take no longer than 5 minutes to present (in the case of the Councillor’s report and outside delegations, no longer than 10 minutes).

5. The Executive Director shall circulate board agendas and minutes to Board members electronically no later than three business days before the Board meeting.