PROCEDURES AND PRINCIPLES OF CONDUCT FOR IPA BOARD MEETINGS


Basic principles guiding IPA Board meetings:

  • All Board members (Representatives and Officers) are equal, and all are subject to the Chair's authority.
  • All Board members are equally responsible and legally accountable for decisions.
  • Everyone has the right to participate in discussion if they wish.
  • Everyone has the right to present matters (motions) for discussion/decision.
  • Everyone has the right to know what is going on at all times.
  • Only urgent matters may interrupt a speaker.
  • Only one matter (motion) should be discussed at a time.


Basic responsibilities of IPA Board representatives:

  • To promote the objectives and purposes of the IPA.
  • To attend meetings regularly and punctually.
  • To give undivided attention to the business of the meeting.
  • To make decisions only after giving a matter due consideration.

The IPA has traditionally aimed to make decisions of a more consensual basis, which does not mean that everyone has to agree with the content of every decision, but that everyone agrees to adopt the decision, whether they agree with the content or not. The IPA has also traditionally conducted Board discussions without adhering overly strictly to specific procedural rules (eg. related to the seconding of motions, to limits on the number of times a Board member may speak, etc).

For reference, the following is a short overview of some typical situations (and associated actions) that may occur at IPA Board meetings:

  • You want to bring up a new matter for consideration by the Board, or add/take off items from the consent agenda.

    This can be done when “Matters arising” is taken up.

  • You want to change some of the wording in a motion under discussion.

    A motion can be made to amend by adding words, by striking words, or by striking and inserting words.

  • You want to make a more substantive change to a motion.

    A motion can be made to substitute a new motion for the original motion.

  • You want more study and/or investigation given to the item being discussed.

    A motion can be made to refer the matter to a particular committee.

  • You want to postpone a decision until some later time.

    A motion can be made to table the matter (eg. until the next meeting). This motion is not debatable.

  • You want to limit or end the current discussion (ie. “call the question”).

    A motion can be made to limit or end the current discussion, after which there is a vote on the matter under discussion. This motion is not debatable.

  • You are confused about a procedure being used and want clarification.
    You can ask for a “Point of Information” and the Chair or Executive Director will attempt to clarify the situation.

 

Change Log

Approved by the Board, June 2016

*This change record is for background information only and does not form part of the Procedural Code. If there is any conflict between a statement in the Procedural Code and a statement in this change record, the change record will be disregarded.