BOARD MEETING ETIQUETTE
Board meetings are held once a month, on the second Tuesday of each month at 6 pm.
All PFC owners are invited to attend. You will receive a copy of the agenda.
What is the purpose of the monthly board meetings?
The purpose is to do the work of the board. Typically the board only has authority as a decision-making body during official board meetings.
What dictates how the board spends its time?
The board has its own calendar of work, including assuring organizational accountability through monitoring performance against expectations, GM evaluation & compensation, board self-evaluation, board perpetuation & development, owner engagement, and administrative items. Priorities of importance and urgency are applied to set monthly meeting agendas.
Who is allowed to attend the monthly board meetings?
Typically only owners are allowed to attend meetings. The board may invite non-owners to the meeting as well, such as community members or outside experts.
Who gets to address the board?
We set aside a specific amount of time (5-10 minutes) for owner comments. The board will listen but not necessarily respond to comments by owners. Sometimes topics that owners bring to a meeting are operational in nature and may not be appropriate for board time and consideration. It is inappropriate to discuss personnel issues in an open meeting.
Who gets to participate in discussions?
Only the board and General Manager participate in conversation. Remember, this is a board meeting, not a member meeting. The board has a meeting agenda that is based on the board’s own priorities. Decisions on who to call on are typically assigned to the board president or vice president.
What about transparency?
Organizational transparency does not mean owners get to view membership lists or look over the details of bookkeeping records. Similarly, some board work is not meant for owners. Keeping appropriate material confidential does not go against the principle of transparency. The duty of care is, in fact, one of the board’s most important duties and that sometimes means maintaining confidentiality. With this in mind, visitors to a board meeting (whether owners or not) receive a copy of the agenda but not the other materials in the meeting packet.