Policy Section:   Board Process		Policy Number:  BP-11
Policy:   Board Meeting Process and Agenda Development		Date Approved:  April 24, 2003
		Last Date Reviewed: Nov 2007
		Last Date Revised:
		Number of Pages: 2

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In order to provide effective governance, Board members spend a major portion of each Board meeting focusing on long-term perspectives, issues, and policy decisions.

1.    The Board refrains from dealing with management issues that have been delegated to the Executive Director.  Except in emergencies, the Board addresses concerns with these management issues by clarifying expected outcomes and/or developing and/or redefining policies.

2.    The Board adopts an annual Board calendar that includes:
a)    The planning cycle
b)    Board member orientation
c)    Budget approval and monitoring
d)    Executive Director evaluation
e)    Governance evaluation
f)    Policy review
g)    Regular Board meetings
h)    The annual report
i)    The Annual General Meeting

3.    Extraordinary agenda items for any Board meeting are submitted to the Executive Director by the deadlines established in the annual Board calendar.  Items that do not require discussion or a decision are submitted for the consent agenda.  Those submitting agenda items requiring discussion and/or decision must provide background information for the item, which includes:
a)    A statement of the issue
b)    An explanation of why it is an issue
c)    Whether the issue is for discussion or decision. 
d)    Any proposed motion(s) or recommendation(s) if it is for decision.
e)    A rating of the priority of the issue (high, medium, or low) for the meeting
f)    An estimation of how much time is needed to address the issue

The President and the Executive Director finalize the agenda ten (10) days prior to the meeting.  Late submissions may be tabled until the next Board meeting.  Board members receive the agenda seven (7) days prior to the Board meeting.


4.    The Recording Secretary, who is not a Board member, records both the discussions and motions at Board meetings.  Only Board motions are the official minutes of AWNA.  Names are only used for motions and reports in the minutes.

5.    Individuals and/or delegations may make presentations to the Board.  To ensure that the Board has adequate opportunity to deal with the affairs of the AWNA, any individual or delegation wishing to make a presentation must submit a written request to appear at a Board meeting.  These requests are submitted to the Chair, through the Executive Director, at least fourteen (14) calendar days prior to a scheduled Board meeting.