Executive Council Meetings

Purpose

To define and standardize the procedures of all meetings of the Executive Council.

Policy statement

Meeting agenda

Meetings shall be held on a regular, monthly basis at the discretion of the Chief Executive Officer. The date of such a meeting shall be determined at least one (1) month in advance by a vote of the Executive Council and at the discretion of the Chief Executive Officer. The Chief Executive Officer shall distribute the agenda for all Executive Council meetings no less than one (1) week in advance of such a meeting.

Chair

The Chair of all meetings of the Executive Council shall be the Chief Executive Officer (or a designate from Officers of the Executive) in order to allow for the active participation of the President in all meetings.

Voting

Each of the voting members of the Executive Council shall be entitled to one (1) vote. In order for a motion to be passed, it must be approved by 3/4 majority of the Executive Council, or more.

Quorum

The quorum for the transition of business at meetings of the Executive Council shall consist of not less than three-fifths (3/5) of the voting members Executive Council and no less than three-fifths (3/5) of the Officers of the Executive Council; excluding Chief Executive Officer.

Reports

Each of the voting members of the Executive Council shall present a report at each meeting. Each of the Officers, including the Chief Executive Officer, shall present a report at each meeting, entailing a report of their work.

Minutes

There shall be formal minutes made and maintained by the Administration Officer. These minutes shall be distributed by the Public Affairs Officer to all members of OSTA-AECO within one week of their approval.

Transitional meeting

At least one (1) transitional meeting between the incoming Executive Council and the incumbent Executive Council shall occur following the election at the Annual General Meeting.