STANDING RULES

Section 3: Board Meetings

3.1. Board Meeting Agenda: The Board Coordinator will write the agendas for Board meetings. Any member of ICC or the General Administrator may put an item on a Board meeting agenda by informing the Chair at least nine days before the meeting.
3.2. Board Meeting Place: The Board of Directors will hold its meetings at a meeting place decided upon by the chair. The meeting place must be announced 72 hours before the meeting is to take place.
3.3. Adoption of Agenda and Minutes
1. 1. Minutes, which are put into the Board packet, shall be voted on.
2. 2. Corrections to the minutes will be noted in the current minutes.
3. 3. The published agenda shall be reviewed. Suggested changes, additions, and deletions will be adopted if there are no objections. Otherwise, they must be approved by a vote of the Board.
4. 4. All Board Representatives, ECC Coordinators, and staff present shall give a report on the activities and state of his/her house and/or his/her current activities related to ICC.
3.4. Board Packets will be distributed to all Board Members seven days before each meeting. The following materials are required for Board Packets:
1. 1. Agenda
2. 2. Table of Contents
3. 3. Proposals
4. 4. General Administrator's Report
5. 5. Committee Reports (as needed)
6. 6. Recent Board Actions (for the current semester)
7. 7. Upcoming Proposals
8. 8. Minutes from the previous board meeting; The minutes will indicate discussion and all general ideas voiced on issues under consideration, all motions with sponsor and second, all votes, including any roll call votes. Also, any person may have a specific statement attributed to them in the minutes if they request it.
9. 9. Occupancy Report
10. 10. Debt Report
11. 11. Current Committee Information
12. 12. Page Numbers
13. 13. Contracts to be reviewed for outstanding debt (last month of contracts only)
3.5. The following materials are required to be kept and maintained by Board Members:
1. 1. Board Goals
2. 2. Board Member Job Description
3. 3. How to Write a Proposal; Proposal Template
4. 4. Organizational Structure (Board & Committee)
5. 5. ECC Coordinator Positions
6. 6. Annual Planning Calendar
7. 7. Calendar of Board Meetings
8. 8. Budget Planning Calendar
9. 9. Past Board Actions (past 2 years)
10. 10. Long Term Financial Plan (Five Year Plan)
11. 11. Current Rent Rates
12. 12. Current Year's Budget
13. 13. Preceding Year's Budget
14. 14. Upcoming Year's Budget (Spring)
15. 15. Articles of Incorporation
16. 16. Bylaws
17. 17. Standing Rules (physically update 2 times per semester)
3.6. Board Packet Distribution: Full Board packets are distributed to the following:
1. 1. One copy per Board Representative
2. 2. One copy per ECC Coordinator
3. 3. One copy per house
4. 4. One copy for the General Administrator
5. 5. Two copies for the ICC office, one for general perusal, and one for the official file.
3.7. General Proposal Procedures:
1. 1. When discussing a specific proposal, the following structure shall be used:
  1. 1.1. The sponsor of the proposal presents it briefly.
  2. 1.2. Clarifying Questions. These are factual questions only. No opinions allowed! The chair, who recognizes people with questions, calls on an appropriate person to answer. The person who answers the question can only answer the question; he/she cannot offer any additional unsolicited information.
  3. 1.3. Discussion is only allowed on friendly amendments.
  4. 1.4. During discussion, debate the issue and give opinions.
  5. 1.5. Vote.
  6. 1.6. People who voted in opposition may state objections or concerns for the minutes.
3.8. During any item indicated as "discussion" on the agenda, no motions may be made other than a request that the item be tabled.
3.9. Stack and Discussion:
1. 1. Before and during the discussion, any person may be placed on the stack by indicating this desire to the chair or other designee.
2. 2. The chair or other designee shall call on people in the order they were added.
3. 3. A person, acknowledged by stack keeper, shall be allowed to speak as long as he/she has something relevant to add to the discussion.
4. 4. After the allotted time for an agenda item expires, no one else may be added to the stack and no motions may be introduced. The Board may vote to extend time for an issue.
3.10. Motions
1. 1. No motion may be offered if there is one currently under consideration.
2. 2. Any Board member who has been acknowledged by the chair shall be permitted to make a motion that is relevant to the current agenda item. All motions must have a second from another Board member to be considered.
3. 3. Any Board member who has the floor may suggest an amendment to the motion under consideration. If both the sponsor and the second of the motion accept the amendment, it is incorporated into the motion (friendly amendment). If the amendment is not accepted, it may be called to a vote and incorporated into the motion if approved by a majority vote.
4. 4. The sponsor of a motion may withdraw it at any time.
5. 5. When the last person on the stack has spoken, the motion under consideration shall be brought to a vote. The motion shall be read and a vote taken and recorded. All voting members present must indicate for, against, or abstaining.
3.11. Special Actions
1. 1. Any ICC member present may request that a roll call vote, which requires each vote to be individually recorded.
2. 2. Any Board member with the floor may request that the current discussion item or motion be tabled to a specified committee for a recommendation or to a specified later meeting. This action requires a second and is voted upon immediately, without discussion.
3. 3. A Board member may interrupt at any time to call attention to a deviation from the accepted Board meeting procedures and ask that the rules be enforced(point of order).
4. 4. A Board member may interrupt at any time to correct false information that is personally damaging or to ask that some aspect of the physical environment be changed to make it more conducive to a productive meeting (point of personal privilege).
5. 5. A Board member may interrupt at any time to ask for a clarification of something that the speaker said (point of clarification).
6. 6. A Board member may interrupt the speaker to request that the current agenda item be conducted under executive session. If executive session is approved, minutes will not be published for that agenda item. This action is reserved for extremely sensitive issues.
3.12. Board Process
1. 1. All persons at a Board meeting are expected to show respect for one another and to refrain from personal insults.
2. 2. Any aspect of the rules may be changed for the duration of the meeting upon a majority vote of the voting Board members present. A request to alter the meeting procedure may be made by any Board member with the floor. Any permanent change in Board rules may be made under the same restrictions as any other motion.
3.13. Duties and Powers of the Chair:
1. 1. The chair of the meeting shall have the responsibility for implementing the meeting procedure rules, and may, when appropriate, allow deviations. However, if any Board member so requests, the chair must enforce the rules.
2. 2. The chair of the meeting shall have the right to interrupt at any time to implement board rules and to facilitate productive discussion.
3. 3. The chair of the meeting shall have the right and the responsibility to reprimand or expel anyone present who is disrupting the progress of the meeting.
4. 4. Any person expelled by the chair may appeal immediately to the Board. A vote will be taken immediately of all voting Board members present on whether or not to reverse the expulsion.
5. 5. The chair of the meeting shall be responsible for notifying houses of any absences.
3.14. The Board of directors will hold its regular meeting at a location set by the chair. Membership shall be notified of the location at least 72 hours in advance of the meeting. (passed on 1-25-05)