(adopted Sept. 13, 2017)
It is the policy of the Washington, D.C., Chapter of the Society of Professional Journalists to fervently endeavor to conduct its business openly as described in the chapter bylaws. The board of directors may approve exceptions to this policy in limited cases and using the procedures outlined below:
Chapter programs and other events:
- Shall a request to hold a program or event off-the-record be made prior to the event, it shall be considered by the executive board and a decision to proceed must be approved by a majority of the board.
Any decision to hold an event off-the-record shall be disclosed to potential participants in any emails or other notices sent prior to the event, as well as announced at the start of the event.
- Should a request occur once the event is convened, a board officer(s) in attendance shall be charged with making the call as to whether to proceed under the restriction. That decision shall be announced to those in attendance, and also disclosed to the executive board.
Executive board meetings
The board may adjourn into executive session, or declare confidential and off-the-record certain details during its regular board meetings in limited cases such as:
- To consult with counsel to obtain legal advice or to discuss pending or potential litigation;
- To discuss (but not vote on) whether to remove a board member under Article VII, Section 3 of the chapter bylaws;
- To discuss candidates for awards and honors or contractual work; and
- To consider financial matters that do not result in board action.
The board of directors may close a meeting only by the affirmative vote of a majority of board members present, and the minutes of the meeting shall reflect a general description of the discussion. Final action on these items may be required in open session.
When action is required outside of the regular meeting, the executive board may meet in person or via email and vote in accordance with chapter policy on emergency meetings. When the board has taken action during an emergency meeting, the board must note and ratify the action by a vote at the next regular meeting of the executive board.