Professional Documents
Culture Documents
Conduct of Meetings
Standard Operating Procedure 02-10
Last Amended November, 2009
02-10.1 Introduction
The purpose of this SOP is to define the roles, responsibilities and limitations of participants in Board of
Director meetings, including Board of Director general session meetings, Executive Committee meetings
and standing and ad hoc committee meetings. This SOP supplements SOP 02-03 which outlines the
operational procedures of the committees, committee responsibilities and committee limitations.
Minutes shall not contain recitations of arguments made by those in attendance at the
meeting and shall not contain transcripts of any of the proceeding of the meeting.
3. Dissemination of Minutes. A draft version of the minutes must be made available to the
Board of Directors as soon as possible but no later than the following Board of Directors
meeting. A draft version of the minutes may also be made available to the members in
the Members Only section of the USHPA web site. The minutes are not official until
approved by the Board of Directors at the following meeting. Once approved, the official
minutes shall be made available to all USHPA members in the Members Only section of
the USHPA web site.
B. Executive Committee
1. Responsibility. The Secretary of the USHPA is responsible for taking minutes at
Executive Committee meetings. In the absence of the Secretary, the President will
appoint another Executive Committee member to take minutes.
2. Contents of Meeting Minutes. Minutes of USHPA Executive Committee meetings shall
contain the following information:
a. The date of the meeting;
b. The names of all Executive Directors in attendance at the meeting;
c. The names of all others in attendance at the meeting;
d. The general nature of the subject matters discussed during the meeting;
e. Verbatim text of all formal proposals for board action presented at the meeting by
all persons authorized to make such formal proposals at the meeting;
f. The results of all votes on all such formal proposals.
Minutes shall not contain recitations of arguments made by those in attendance at the
meeting and shall not contain transcripts of any of the proceeding of the meeting.
3. Dissemination of Minutes. Minutes of Executive Committee meetings must be made
available to the Board of Directors as specified in the Bylaws.
C. Standing and Ad Hoc Committees
1. Responsibility. The Chair of the committee must appoint a member of the committee to
take minutes at committee meetings.
2. Committee Minutes. Minutes of USHPA committee meetings shall contain the following
information:
a. The date of the meeting;
b. The names of all members of the committee;
c. The names of all voting committee members in attendance at the meeting;
d. The names of all others in attendance at the meeting;
e. The general nature of the subject matter(s) discussed;
f. Formal proposals for recommendations presented at the meeting by all persons
authorized to make formal proposals at the meeting;
g. The results of the committee votes on all such formal proposals;
includes traditional broadcasting methods such as television, as well as new media broadcast
methods such as telephones, internet connections and any other methods of transmission.