Purpose:

• To establish guidelines for the recording, use and destruction of digital recordings of CMMOTA meetings, including, Annual General Meetings, Special Association Meetings, Board of Directors Meetings, Internal Committee Meetings, Disciplinary Hearing or Appeals Hearing.

Policy:

1. All recordings of any CMMOTA meeting are considered to be proprietary information.

2. Administration shall record, by digital means, the Annual General Meeting, or a Special Meeting of the Association. This recording shall serve the following purpose(s):

a. To provide an aid for the accurate recording of meeting minutes.

b. For information and/or educational purposes this recording may, in whole or in part, be made available for membership to watch through the member’s only portion of the CMMOTA website, or through the Members Only Facebook page, or other secure Social Media outlet, at the discretion of the Executive Director, or by Motion of the Board of Directors.

3. Administration may record, by digital means, the Board of Directors meetings. This recording shall serve the following purpose(s):

a. To provide an aid for the accurate recording of meeting minutes, and Board of Directors notes.

b. These recordings shall be maintained in the Associations digital files, until such a time as the meeting minutes have been adopted by the Board of Directors, after which, all digital recordings of the meeting shall be destroyed.

c. These recordings shall not be available for anyone except the Executive Director, current members of the Board of Directors, or by specific motion passed by the Board of Directors.

4. Administration may record, by digital means, any Internal Committee Meetings. This recording shall serve the following purpose(s):

a. To provide an aid for the accurate recording of meeting minutes.

b. These recordings shall be maintained in the Associations digital files, until such a time as the meeting minutes have been adopted by the Committee, after which, all digital recordings of the meeting shall be destroyed.

c. These recordings shall not be available for anyone except the Executive Director, the staff member designated by the Executive Director as secretary for the committee, or current members of the committee.

5. Administration may record, by digital means, any Disciplinary Hearing, or Appeals Hearing. This recording shall serve the following purpose(s):

a. To provide an aid for the accurate recording of meeting minutes.

b. These recordings shall be maintained in the Associations digital files, until such a time as the hearing minutes have been adopted by the applicable committee, after which, all digital recordings of the meeting shall be destroyed.

c. These recordings shall not be available for anyone except the Executive Director, the staff member designated by the Executive Director as secretary for the hearing, or current members of the applicable committee.

6. Administration may record Internal Committee or Board of Directors Training sessions. This recording shall serve the following purpose(s):

a. For accurate recording of training session notes.

b. For educational or training purposes at the discretion of CMMOTA Administration.

c. Shall be maintained until such a time as the information contained therein is no longer useful to the association at the discretion of CMMOTA Administration.

Original Date of Policy Adoption: January 18, 2021

Date of Last Policy Revision:

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