Standard Operating Procedures

18-001 Meetings & Agendas

1. The Board of Directors shall meet as and when the business of INSHPO may require, but at least once in any calendar year.
2. The Annual Business Meeting shall be held within the first six months of the year.
3. Arrangements are to be made for member organization representatives to participate virtually if they are unable to attend in person.
4. Standard agenda items for a Board of Directors meeting will include:

• Approval of Agenda
• Declaration of Conflict(s) of Interest
• Approval of Previous Meetings Minutes
• Matters Arising from the Minutes
• Update on Strategic Plan
• Working Group/Committee/Project Updates
• Presentation of Reports (Annual or Interim)
• Financial Update and Budget Forecast including membership fees for the following year
• Board Succession Planning (including any election updates)
• Discussion on any Applications for Membership
• Member Organization Updates
• Discussion on Collaboration Opportunities Between Members

5. Other agenda items are set at the direction of the President. 
6. Guests may be invited at the discretion of the Executive Council for a portion or all of a Board of Directors meeting and/or workshops
7. The administration of meetings is the responsibility of the Secretariat.
8. Discussions at Board of Directors meetings should be considered confidential.
9. All meetings of the Board of Directors will be minuted by the Secretary-Treasurer, and the minutes shall be distributed within 28 days of the meeting to member organizations. 
10. The official minutes of Board of Directors meetings may be distributed to member organization Board of Directors.