Approved By:	APSE Board of Directors
Changes Must be Authorized By:	APSE Board of Directors
Approval Date:	May 9, 2011
Revision Date(s):	April 28, 2020; April 25, 2025
Date Last Reviewed:	April 25, 2025

Meetings

The ESPCC typically adheres to a monthly meeting schedule. Special meetings of the ESPCC are called by the Chair or by a majority of the voting members, with appropriate notice to all members stating the purpose of the meeting.

Meetings may be held in person or virtually, so long as all Council members in attendance can participate, and a quorum is present.

Quorum and Voting

A majority of the voting ESPCC members constitute a quorum at any meeting. Proxy voting is not permitted.

Any action taken by the majority of the voting Council members is considered to be an act of the ESPCC.

In the absence of a scheduled meeting, the Council may resolve matters via email vote. Email votes are reserved for issues that require quick resolution and do not require lengthy discussion or in situations where a special meeting cannot be convened in a timely manner. Issues should have
been brought up at a prior meeting with the ESPCC. Email votes must have a clearly stated timeline to ensure timely responses and the vote (quorum required) must be unanimous to be considered as an act of the Council. Regardless of vote outcome, the issue will be brought back to a regular or special meeting of the Council after the vote.

Meeting Notices

Council members receive notice of regularly scheduled or special meetings at least 20 days in advance.

When necessary to respond to a time sensitive issue, a meeting may be scheduled with less advance notice if the officers of the Council unanimously consent to waive the normal meeting notice requirements.

Meetings called for the purpose of removing a Council member are not subject to waiver of the normal meeting notice requirements.

Agendas

The Certification Director, or assigned CESP Team staff, will distribute meeting agendas at least one week in advance of any regular or special meeting. Any Council member may recommend items for the agenda. With the approval of the Chair, meeting agendas may be updated and/or revised as needed after distribution.

Meeting agendas may be sent via email or any other means approved by the Chair. When necessary to respond to a time sensitive issue, a meeting agenda may be distributed with less advance notice.

Minutes

The Certification Director, or assigned CESP Team staff, will attend all meetings of the Council and will ensure the official minutes of the meetings are recorded.

Meeting minutes will be considered confidential unless otherwise specified.

Minutes of any executive session will be considered confidential.

Meeting minutes will normally include the decisions made by the Council. Minutes are not required to include all discussion or background information presented to the Council.

The Certification Director, or assigned CESP Team staff, is responsible for distribution of meeting minutes within 2 weeks following each meeting and will be distributed to all members of the Council. Meeting minutes will be retained according to the requirements of the record retention policy.