Board meeting policy

ARTICLE I - PURPOSE AND SCOPE

1. Purpose. The purpose of this Board Meeting Policy ("Policy") is to describe the procedures used by the Board of Directors of Wikimedia District of Columbia (the "Board") to conduct its meetings.

2. Scope. This Policy shall apply to all public meetings of the Board. It shall not apply to any meeting of the Board that is called exclusively as an Executive Session.

ARTICLE II - ORDER OF BUSINESS

1. Standing Order of Business. The standing order of business at meetings of the Board shall be as follows:

(a) Reading and approval of the minutes of the previous meeting

(b) Reading of reports and correspondence

(i) Reports of Officers

(ii) Reports of non-Officer Directors

(iii) Reports of standing, special, and advisory committees

(iv) Other reports

(v) Other correspondence

(c) Unfinished business

(d) New business

2. Specific Order of Business. Prior to each meeting of the Board, the Secretary shall prepare a specific order of business, which shall include such items of unfinished business as may have been postponed from the prior meeting, and such items of new business as may have been submitted for consideration at the meeting.

ARTICLE III - GUESTS

1. Presence of Guests. Except as otherwise provided by this Policy, all meetings of the Board shall be open to members of the general public. Any person other than a Director or Officer of Wikimedia District of Columbia who is present at a meeting of the Board shall be considered a "guest" for the purposes of this Policy.

2. Names of Guests. Each guest present at a meeting shall provide his or her name to the Secretary, or to such other person as may be recording the meeting, for inclusion in the Minutes of said meeting.

3. Guest Conduct. Guests present at a meeting shall conduct themselves with appropriate decorum, and shall not engage in any behavior that disrupts or interferes with the meeting. The presiding officer may require a guest who engages in inappropriate conduct to leave the meeting.

4. Guest Participation. Any guest who desires to speak during a meeting shall draw the attention of the President, or of such other person as may be presiding over the meeting, and shall wait to be recognized prior to speaking. Guests shall not interrupt other speakers, nor interject in discussion unless they have been recognized. When speaking, guests shall keep their remarks brief and pertinent to the topic under discussion.

ARTICLE IV - EXECUTIVE SESSIONS

1. Matters Requiring an Executive Session. The following matters shall only be discussed in executive session:

(a) Personnel matters, which shall include, but not be limited to, the hiring, firing, promotion, compensation, and performance of staff; appointments to and removal of members from standing, special, and advisory committees; and any other appointment of specific individuals to particular positions or roles.

(b) Matters related to ongoing or potential litigation involving Wikimedia District of Columbia.

(c) Matters subject to a confidentiality agreement binding on Wikimedia District of Columbia.

2. Discretionary Executive Sessions. Any matter not required to be discussed in executive session shall be discussed in such session upon the request of any Director of Wikimedia District of Columbia.

3. Resolutions Arising From Executive Sessions. To the greatest extent possible, any resolution arising from a matter discussed in an executive session shall be voted upon in open session, so as to facilitate the recording and publication of complete Minutes of the associated meeting.

4. Guests and Executive Sessions. Any guests present at a meeting shall be required to leave the meeting upon the commencement of an executive session, and shall not return to the meeting until the conclusion of said session.

5. Scheduling of Executive Sessions. To the greatest extent possible, all matters which are to be discussed in executive session at a particular meeting shall be postponed to a single executive session comprising the last portion of the meeting, so as to minimize the impact of such sessions on any guests present at the meeting.