Meeting Procedures

Highland District Council
PROCEDURES FOR BOARD AND COMMITTEE MEETINGS

In keeping with the purpose statement of the Highland District Council* (HDC), a not for profit private corporation, the HDC may hold meetings to further the purposes of the corporation. In order to encourage full participation and a free flow of information and a thoughtful, respectful exchange of ideas, the following procedures and standards of conduct will be followed. It is the goal of the HDC that meetings are held in such a manner that all Highland Park residents feel welcome to participate and give candid input to the board for its consideration in actions it takes. Disruptive and disrespectful conduct is counter to this goal and will not be permitted. Anyone who violates the procedures or standards will be asked to leave the meeting.

TIME
Meetings will have a set time to begin and a set time for adjournment; the meeting shall not go beyond the designated adjournment time. The agenda time schedules shall be followed.

AGENDA
The Executive Committee shall prepare an agenda for board meetings; Committee Chairs shall prepare an agenda for committee meetings. The agendas may include suggested time limits allowing sufficient time for each subject. Proposed agendas shall be provided to the executive director at least one week before the meeting so that they may be posted on our website and notice given to the public and all board members.

CONDUCTING THE MEETINGS
a. Board Meetings
The President, or in his/her absence the next ranking officer, shall conduct the meeting.
Only duly elected board members, or in their absence board alternates, may participate in the board discussions and votes.
Anyone else in attendance shall direct any comments or questions through the person chairing the meeting and shall not initiate discussions with individual board members.
Copies of materials presented at board meetings will be emailed to any board members that were not in attendance.
b. Committee Meetings
The committee chair, or in his/her absence the committee vice chair, shall conduct the meeting.
Only duly elected committee members and duly appointed community members may participate in the committee discussions and votes. Outside persons may address the committee but may not participate in the decision making process.
c. Meeting Minutes
Meeting minutes will be recorded by the secretary of the board or standing committee and sent to the Executive Director within 7 days after the meeting date. The Executive Director will distribute to the appropriate members and ask for input to submitted within 7 days. The minutes will be updated to reflect any changes and distributed to the board or committee prior to the next meeting. All minutes will be approved at the start of the following meeting.
d. Cancellation Policy
The Chair of a standing committee may cancel a meeting if no items have been presented for the agenda within a week of the regularly scheduled meeting.

PUBLIC TESTIMONY
a. Board Meetings
There shall be a designated time at each board meeting reserved for any member to address the board on any issue germane to board business. The President shall use his/her discretion to determine if the topic is germane to board business and to moderate the person’s conduct.
Time limits may be established depending on the number of speakers and time available. Time limits will be communicated to speakers at the time they address the board and will be enforced to ensure equity and fairness for all speakers.
All public comments shall be directed to the President and not individual board members.
If the person addressing the board raises an issue that needs board action, upon motion, that item shall be referred to the appropriate committee for further discussion.
Public members should be treated with respect by board members and should treat board members with respect.
b. Committee meetings
Committees are composed of designated board members and community members and alternates appointed by the board. Only these individuals are allowed to vote on issues before the committee.
Members of the public may be allowed to address the committee but shall not participate in the committee decision making discussions.
Public members should be treated with respect by committee members and should treat committee members with respect.

RECORDING of MEETINGS
In order to encourage candid participation by everyone, no person may record any meeting of the Highland District Council without prior board approval. This includes any method of recording sound or image (e.g. video recordings, cell phone, tape recorders, digital recorders, etc.)
If permission is given to record a meeting, the person doing the recording shall agree to provide the board with a complete, unedited copy of the recording upon request of the board. Any re-broadcasting of a recording may only be done with permission of the board.

* Highland District Council – Articles of Incorporation

Purpose Statement: This Corporation is organized and shall be operated exclusively for charitable. and educational purposes as contemplated and permitted by Sections 170(b)(I)(A)(iii), 170(c)(2), and 501(c)(3) of the Internal Revenue Code of 1986 (the “Code”). Within the limitations of the foregoing, the Corporation is organized and shall be operated primarily to unite in common cause, residents of and organizations serving the area designated by the Saint Paul City Council as Planning District 15, and other contiguous neighborhoods the Corporation may include within its jurisdiction from time to time (the “Highland Area”), in a continuing effort to promote harmonious environmental conditions and favorable community relationships, and to undertake such actions as may be determined from time to time to serve these purposes. In furtherance thereof the Corporation shall attempt to educate the community to matters of maintaining community pride, and in matters of common interest to ensure the survival of desirable and livable neighborhoods, shall endeavor to promote the well-being of the Highland Area, and shall initiate and participate in actions to enable and empower residents of the Highland Area to maintain good-housing and live in a healthy environment, and it shall take actions it deems appropriate to ensure the availability of recreation facilities and activities and to encourage economic growth, educational development, physical improvement, and protection’ from crime.