A.    Board Meetings

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1.    Regular Meetings

a.    The Board shall meet regularly by electronic or telephone conferencing the first and third Tuesday of every month, beginning at 8:00 p.m. EST. Such regularly scheduled meetings may be held without notice, as the time and place of such meetings is hereby fixed by the Board.

 

• The Board may alter the meeting schedule at its discretion, provided the notice required in the USEC Bylaws is given. If the meeting schedule is altered on a permanent basis, this policy shall be revised to reflect that change.

• The Board may also take action via email communication as necessary between meetings. Motions will be made, seconded, and approved by a vote of the majority if needed for immediate action of an agenda item.

b.    The President of the USEC shall act as the Chair of the Board, and shall preside at all meetings of the Board. The Vice President of the USEC shall exercise all of the duties and powers of the Chair in the Chair's absence.

c.    At any meeting of the Board of Directors, two thirds of the Board members shall constitute a quorum and a majority of those present shall be necessary to take action.

d.    A Board member may participate in a meeting of the Board by telephone conference, electronic conference, or other similar communication device in which all persons attending the meeting can actively communicate and participate in the meeting.

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2.    Special Meetings
Special or emergency Board meetings may be called as provided in the USEC Bylaws.

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3.    Minutes

a.    Minutes of each Board meeting shall be taken by the Secretary, and shall be circulated to all members of the Board at least three (3) days in advance of the next regular meeting.

b.    Once the minutes have been approved by the Board, the Clerk shall retain a copy of the minutes in the official files of the USEC located in Sudbury, Massachusetts. Once the minutes have been approved, notes, recordings and/or transcripts of the meetings may be destroyed.

c.    Approved minutes from regular Board meetings will be distributed via email to all members in good standing at least every other month.

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B.    Membership Meetings

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1.    Annual Meetings
Annual meetings of the USEC Membership shall be held. Notice of the date, time, place and agenda of the meeting will be given at least 30 days in advance of the meeting.

Such notice shall be provided by electronic mailing to all USEC members in good standing, and shall also be published on the USEC website.

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2.    Special or Emergency Meetings
Special or emergency meetings of the USEC Membership shall be held whenever necessary for the effective and efficient operation of the USEC. Notice of the special or emergency meetings shall be given as far in advance as practicable before the meeting date and time. Any applicable provisions of the USEC bylaws regarding special or emergency meetings will govern such meetings.

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3.    Minutes

a.    Minutes of each USEC Membership meeting shall be taken by the Secretary, and shall be circulated to all members of the USEC at least 7 calendar days in advance of the next regular meeting.

b.    Once the minutes have been approved by the Board, the Clerk shall retain a copy of the minutes in the official files of the USEC located in Sudbury, Massachusetts. Once the minutes have been approved, notes, recordings and/or transcripts of the meetings may be destroyed.

c.    The minutes shall contain:

• The date, time and place of the meeting;

• The members of the Board present and absent;

• The members of the USEC present;

• A short, concise statement or summary of the topics, proposals, items or actions taken or considered;

• A recital of motions made which have received a second;

• The results of the votes taken on the motion;

• The results of any roll call vote with each member's vote noted; and

• Indication of motions dying for lack of a second.

• Items of old business

• Items of new business​

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C.    Action

The Board shall take action only on the items appearing on the agenda of any meeting. Additional items of business may be brought before the Board and discussed, but no action may be taken until properly noticed, unless the matter is an emergency.

 

• In Board meetings, all actions of the Board shall be taken upon a motion made by a Board member, seconded by another member, and adopted by a majority of those members present.

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• In Membership Meetings, all actions shall be taken upon the motion of a member, including but not limited to a Board member, seconded by another member, and adopted by a majority vote of those members present and eligible to vote.

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D.    Cancellation

In the event a Board meeting or USEC Membership meeting is cancelled, all agenda items requiring action or other items requiring Board consideration shall be moved to the next regular or special meeting as determined by the Board.

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This Policy has been adopted by the Board of Directors of the United States Eurasier Club, Inc.
on this 19th day of February, 2008.
Amended April 5, 2016.

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