Board Meetings

The Elected Board of Directors are authorised by the Members to deal with the day-to-day operations of the Association on behalf of the Members.

If you are an Associate Member of Tablero and want to submit a topic to the next board of directors meeting, please complete the Board Agenda Item Submission form.

By default, the Board of Directors consists of the President, Vice President, Treasurer and Secretary. Members may also elect one or more Vocales – individuals elected to represent the voice of the Members in meetings with the Board of Directors. Vocales may be elected to represent significant sub-groups within the members or because they bring specific skills and knowledge to the Board. The Vice President is elected by the President, in agreement with the Board. The Vice President cannot also be the Treasurer or Secretary and they are expected and authorised to act as the President if the President is unavailable for any reason.

The current board of directors can be seen here.

Frequency: Monthly (or as convened by the President).

Attendees: Elected Board Members: President, Vice President, Treasurer, Secretary, Vocale(s)

Official Documents:
Minute Book (Libro de Actas)	Contains the official record of all meetings of the General Assembly and the Board of Directors. It must document the date, attendees, agenda, deliberations, and the exact results of every vote.
Member Register (Libro de Socios)	Maintained by the Secretary. A constantly updated list of all Association members. It must include, at a minimum: name, ID/NIE, date of admission, and current contact details. This is essential for verifying who is eligible to vote at meetings.
Accounting Books (Libros de Contabilidad)	Maintained by the Treasurer. Associations must keep accounts that provide a “true and fair view” of their financial status. At a minimum, this includes a Cash Book (Libro de Caja) or a full Journal and Inventory/Annual Accounts if the association’s size or tax obligations require it.
Volunteer Book (Libro de Voluntarios)	Only mandatory if the association utilizes formal volunteers. It records the tasks they perform and their specific training.

Quorum Requirement: 50% of voting board members + 1.

Operational Workflow:

Call to Order: The President confirms a quorum (50% of voting board members + 1). If no quorum exists, the meeting is adjourned and rescheduled for 48 hours later.
Conflict Disclosure: Before the agenda is finalized, the President must ask if any member has a conflict of interest regarding the topics to be discussed.
Agenda Submission: Board members must email the Secretary with agenda items 48 hours prior to the start time. Submissions must include:
- Item Title.
- Brief description (max 200 words).
- Proposed outcome (e.g., “Vote to approve budget,” “Discussion only”).
Member Submissions: Associate Members may submit topics via the Board Agenda Item Submission Form. These submissions must be received at least 72 hours prior to the meeting to allow the Board time to review and vet the request.
Member Proposal Vetting: The Secretary acts as the primary gatekeeper. If a member-submitted item is deemed outside the Board’s remit, or is a matter exclusively reserved for the General Assembly, the Secretary will notify the member in writing within 48 hours of submission, providing the reasoning.
Automatic Agenda Items: These items are always included in the agenda
- New membership applications – introduced by the Secretary (see below)
- Disciplinary decisions required – introduced by the Secretary or allocated member. Individuals under disciplinary investigation will not be named in the formal meeting minutes.
AOB (Any Other Business): Topics not on the formal agenda may be raised only for information purposes. No votes may be taken on non-agenda items. If action is required, the item will be formally added to the agenda for the subsequent meeting.
Discussion:
- Each item is granted a maximum of 15 minutes unless an extension is approved by a majority.
Voting:
- Voting is conducted verbally or by show of hands.
- The Secretary records each vote (In Favor, Against, Abstention).
- A simple majority (more than 50% of votes cast) carries the motion.
- In a deadlock, the President has the deciding vote.
Minutes: The Secretary must draft the minutes within 48 hours, noting specifically who moved the motion and who seconded it.

Membership Admission Procedure

The Board of Directors is responsible for reviewing and accepting new member applications. This process ensures that the association maintains its standards and community spirit.

1. Application Submission

The Request: Any individual wishing to join must submit an application via the association’s website or in writing to the Secretary.
Verification: The Secretary checks that the applicant has provided all required details (e.g., contact information, agreement to abide by the Statutes).

2. The Board Review

Agenda Inclusion: The Secretary adds the “New Member Application” to the agenda for the next Board Meeting.
Discussion: The Board reviews the application against the association’s entry requirements.

3. Decision Making (Voting)

When it comes time to vote on a new member, the Board uses a Simple Majority.

What is a “Simple Majority”? Think of this as the “more than half” rule. To approve a new member, you need more “Yes” votes than “No” votes among the board members who are present at the meeting.

Example: If 7 board members are present, you need at least 4 “Yes” votes for the applicant to be accepted.

Abstentions: These are people who choose not to vote “Yes” or “No.” These do not count toward the “Yes” total, making it easier to reach the majority.

4. Communication of Results

Acceptance: The Secretary notifies the applicant in writing (email) within 5 working days of the board meeting. The applicant is then sent the information regarding payment of the membership fee.
Rejection: If the application is rejected, the Board must provide a brief reason for the decision in writing to the applicant. The applicant has the right to appeal this decision at the next General Assembly