NAP special rules for electronic meetings

9.2    Special Rules of Order for Electronic Meetings

            9.2.01        A.     For an electronic board meeting, the chair, the secretary, a meeting facilitator designated by the chair, or their assistants shall schedule Internet meeting service and linked teleconference availability to begin no less than 30 minutes before the start of each meeting.

                              B.     Board members shall make every effort to sign into the Internet meeting service sufficiently in advance of the time of the meeting to enable their connections to be verified and, if necessary, assisted by troubleshooting. 

            9.2.02        A.     Each board member’s notice of a meeting shall include the time of the meeting, the information necessary to connect to the Internet meeting service, and, as an alternative and back-up to VOIP (Voice Over Internet Protocol) audio, information the board member needs to participate aurally by telephone. The notice shall also include a copy or a link to a copy of these rules.

                              B.     Unless the entire meeting is to be held in executive session, notice of the meeting shall also be posted prominently on the NAP Web site in a manner accessible to NAP members, together with an explanation that under Article VII, Section 3C of the NAP bylaws members of NAP may attend meetings of the NAP Board of Directors as observers, and that any member of NAP may monitor the electronic meeting but may not otherwise participate in it.

            9.2.03        A.     Board members shall identify themselves by full name as required to sign into the Internet meeting service, and shall maintain Internet access throughout the meeting.

                              B.     Board members shall also maintain aural participation throughout the meeting, either through the use of the board member’s computer microphone and speakers through the Internet meeting service or through participation in the linked teleconference.

                              C.     Each member is responsible for his or her connection to the Internet and teleconference; no action shall be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented him or her from participating in the meeting, provided that at least a quorum of board members was connected and adequately able to participate.

            9.2.04        The chair may cause or direct the temporary disconnection or muting of a member’s connection if it is causing undue interference with the electronic meeting.  The chair’s decision to do so, which is subject to an undebatable appeal that can be made by any board member, shall be recorded in the minutes.

            9.2.05        A.     To seek recognition by the chair, a board member shall cause his or her hand icon to be raised. Upon recognition of a board member, the chair shall cause the lowering of all “raise hand” icons.

                              B.     Another board member who claims preference in recognition shall thereupon promptly raise (or raise again) his or her hand icon and may enable his or her Webcam as described in paragraph C of this subsection, and the chair shall recognize the member for the limited purpose of determining whether that member is entitled to preference in recognition.

                              C.     Upon being recognized, the board member shall enable his or her Webcam by selecting “Start My Webcam” and “Start Sharing.”  Upon yielding the floor, the board member shall select “Stop My Webcam. 

                              D.     If feasible, a Webcam video of the chair shall be displayed throughout the meeting. 

            9.2.06        A board member who intends to make a motion that under the rules may interrupt a speaker shall cause the member’s “Disagree” icon (red-filled circle with an “X”) to be raised and may enable his or her Webcam as described in 9.2.05C. (This icon may not be used to indicate opposition.)

            9.2.07        A board member intending to make a main motion, to offer an amendment, or to propose instructions to a committee, shall, before or after being recognized, post the motion in writing to the “Everyone Chat” window, preceded by the board member’s name and a number corresponding to how many written motions the board member has so far posted during the meeting (e.g., “SMITH 3:”; “FRANCES JONES 2:”).  Use of the “Everyone Chat” window shall be restricted to posting the text of intended motions.

            9.2.08        A.     Control of the “Agenda and Motions” frame shall be reserved to the chair, the secretary, a meeting facilitator designated by the president, and their assistants. 

                              B.     To the extent feasible, the “Agenda and Motions” frame shall be used to display the immediately pending question and other pending questions (such as a main motion, or the pertinent part of the main motion, when an amendment to it is immediately pending). When the question is stated on a motion, to the extent feasible, its text shall be copied (when it has been submitted in writing) or typed into the “Agenda and Motions” frame.

                              C.     To the extent feasible, a frame shall also be used to display other documents before the meeting for action or information, such as minutes being considered for adoption or items related to a report or program.

            9.2.09        All votes shall be taken by the electronic voting feature of the Internet meeting service unless otherwise ordered by the board.