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MEETING CONDUCT

Guidelines of Conduct for Mother Lode Chapter ExCom Meetings

Standing Rules

1. Respect each person. Be courteous.
2. Share responsibility.
3. Criticize only ideas, not people.
4. Keep an open mind.
5. Avoid activities that interfere with concentration on meeting.
6. Listen constructively.
7. Be on time and stay until the end.
8. Stay on topic.
9. Read all materials provided in advance of the meeting.
10. Try to vote on all matters that come up unless a conflict of interest exists or the member believes the Club should not take a position on the matter.
11. Sierra Club members speaking publicly or to the media should avoid personal criticisms or statements damaging to the Sierra Club.
12. Avoid delivering long and detailed memos to ExCom at the last minute.
13. To the extent feasible, agendas will be set to give those non-ExCom members who wish to speak on only one item a chance to speak early in the meeting.
14. When a resolution is being discussed, non-ExCom members will give their input before ExCom members begin debate. (This does not preclude non-ExCom members from speaking later if called upon.)
15. Except for the main presenters, a speaker’s remarks should be limited to no more than two minutes when expressing his or her views.
16. People may not speak for a second time on the same motion until other members who have not yet spoken get a chance to do so.
17. When a motion is being discussed, state at the outset of your remarks whether you are speaking in favor of the motion, if you are speaking in opposition to the motion or if you are suggesting an amendment to the motion.
18. A time monitor may be appointed at the beginning of each meeting.
19. The above Guidelines apply not just to the Mother Lode Chapter Executive Committee itself. All participants in the Mother Lode Chapter should try to follow the above Guidelines of Conduct.

Funds Request Procedure

Requests for monetary contributions of $500 or more should be reviewed as carefully as if by a foundation. A work plan, budget and timetable should be provided in advance of the request.

Such requests should be included in the agenda, either as a separate item or, if a conservation resolution, in the conservation materials. If the need for money surfaces after the agenda is published, the person making the request must make sure that all the executive committee members are given as much notice as is possible.

1. Work Plan. Work plans must include at least the following:

• The individual, group of individuals, or organization responsible for spending the money.
• The individual responsible for reporting back to the Excom.
• The goal towards which the money will be spent. If the goal is not quite clear yet, there should at least be a plan for working out the goal and reporting back to the Excom about what the final goal is.
• The time period in which the money is expected to be spent.
• If this is a campaign with separate stages, what those stages are.
• Whether there is a likelihood that there will be additional requests for money later.
• When the person responsible for reporting back will do so.

2. Budget. The budget is a description of what the money will go for. If this is a joint effort with other organizations or other Sierra Club entities, the budget should indicate that and, possibly, what their shares are. If the Mother Lode Chapter is contributing staff time, the budget should indicate that, but not necessarily as a dollar amount.

• If this is a contribution to an outside organization or to a lawsuit, a detailed budget is not required.
• If this is a loan, a budget may not be required. Instead, a plan for repayment should be provided instead.

3. Timetable. This may be included in the Work Plan and Budget, but the following information should be provided:

• The time period in which the money is expected to be spent.
• The stages of the project or campaign and what stage(s) this expenditure is to cover.
• When the responsible person is expected to report back to the ExCom.