Policy: Board Meetings and Minutes

Regular Board meetings will be held once a month at agreed-upon times and places. Notice of the meetings will be placed in the weekly Bulletin and on the website. The agenda will be included in the announcement, along with an invitation for members to attend and/or send their input. The meeting date for the next Board meeting should be set no later than the previous meeting. All Fellowship members are welcome to attend any Board of Trustee meeting, unless the Board is sitting in Executive session, in which case people not on the Board will leave the room until the Board comes out of Executive Session.

If anyone wishes to present business for Board consideration, they should ask their committee's Board Liaison to put it on the agenda or notify the Board Chair at least one week prior to the Board meeting. The Board Chair will determine if there is room on the agenda for that meeting and, if not, will place the item on the agenda of the next regularly scheduled Board meeting.

The Board may convene a special Board meeting when items need to be dealt with promptly. Such a meeting shall be announced as soon as possible through the weekly bulletin and through a special announcement sent out via the Email List and Phone Tree. The agenda shall be specified in the announcement. Members shall be invited to attend and to send in their input.

On rare occasions, the Board members may discuss issues through telephone or email or outside of a regular board meeting. The topic of the discussion should be included in the monthly board minutes, and any consensus reached during the discussion should be ratified by a formal vote at the next board meeting.

The minutes from all board meetings shall be available upon request to members. Contact the Secretary for current year or the prior year’s minutes. Older minutes are archived with the Secretary and/or Historian. Highlights from every Board Meeting shall be in the newsletter.