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Policy number Policy name Policy date Sunset date
AP 113-A Procedures for the Use of Electronic Means of Communication for Board Meetings 4/2/2020 12/31/2025
Policy source
April 2, 2020 EXCOM Minutes
Policy text

Meetings of the AAPM Board of Directors will generally be held in-person. Under extenuating circumstances, Board meetings may be conducted using electronic means of communication, provided that all participants may read or hear the proceedings substantially concurrently with their occurrence, vote on matters submitted to the members, pose questions, and make comments. The Board, or Executive Committee acting on behalf of the Board, shall determine if circumstances are such that an in-person meeting of the Board is impossible, impractical, or otherwise not in the best interest of the Board members or the AAPM. This policy describes the procedures that will be followed when using electronic means of communication to conduct a Board meeting, as required by Rule 1.5.4.

  1. All By-Laws, Rules, and Policies of the organization shall remain in effect, just as if the meeting was held in person.
  2. An agenda and meeting packet will be prepared and circulated in advance of the meeting, according the Rules of the organization, just as if the meeting was held in person.
  3. An electronic system or systems shall be used that allows participants to
    1. hear the proceedings in near real-time,
    2. speak so that they can be heard in near real-time,
    3. view displayed documents,
    4. vote,
    5. mute and unmute themselves,
    6. silently indicate to the chair a desire to be recognized to speak,
    7. raise a point of order or point of information without being recognized to speak (e.g., to unmute themselves and speak), and
    8. access the meeting using common web browsers (e.g., Chrome, Safari, Firefox, or Internet Explorer) and common computer operating systems (e.g., PC, Macintosh, iOS or Android).
  4. The electronic meeting platform shall provide a means for
    1. the meeting organizer to mute a participant’s audio in the event of loud or distracting background sounds,
    2. the meeting organizer to disconnect guests when the Board enters into executive session, and
    3. identifying the speaker.
  5. AAPM’s electronic Board voting system shall be used to
    1. establish a quorum at the start of the meeting,
    2. establish a quorum after breaks, and
    3. vote on all resolutions.
  6. To inform the chair of a desire to be recognized to speak,
    1. participants shall enter their name into the chat box and submit to all participants,
    2. participants shall remain on mute until recognized by the chair, and
    3. participants may unmute themselves when making a motion that allows interruption of the speaker (e.g., Point of Order, Point of Information).
  7. During executive session, participants shall not acquire screen captures, and shall not allow any individuals not authorized to be present in executive session to hear the meeting or view meeting documents.
Policy version history
Policy number Policy name Policy date Sunset date Active?
AP 113-A Procedures for the Use of Electronic Means of Communication for Board Meetings 4/2/2020 12/31/2025 Active

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