Meeting Guidelines for Members

Welcome!

Thank you for attending a Board Meeting for Cooperative Performance. As a Member, you have elected this Board to direct the Cooperative. We are honored that you have placed this responsibility in our hands and delighted that you have enough passion and interest to come to the meeting tonight.

We are strict with our time and our agenda as we strive to be efficient. We also try to have fun. Below are some of our policies that apply to our meetings and Members.

Schedule

Board meetings are scheduled regularly (typically monthly) and the schedule of meeting dates is communicated to the Members in a timely manner. Meeting attendees typically gather shortly before the start time, with the meeting beginning promptly at the posted time.

Attending Meetings

Board meetings are attended by all Directors and Officers who are able. Members and invited guests of the Board may also attend. Meetings are not open to the general public (i.e., non-Members).

  • All attendees must identify themselves when meeting attendance is taken.

  • Attendees who are not invited guests of the Board must be Members in current standing and supply the Board with their name.

  • Attendees may observe the meeting, but participation is limited to specific agenda items and at the discretion of the Chair.

  • Attendees may be required to leave when the Board enters Closed Session (aka Executive Session) for the purpose of discussing personnel, legal, financial, real estate, or other confidential or sensitive matters. Attendees may rejoin the meeting when the Closed Session is concluded.

  • Attendees who are disruptive may be required to leave at the discretion of the Chair.

Presenting Issues

Members may present issues to the Board.

  • Members must submit a summary of their issue and presentation to the Chair at least seven days prior to the next scheduled Board meeting.

  • Due to the ongoing public health crisis, the board is currently meeting virtually. Members in attendance are welcome to submit thoughts or questions via the chat feature.

  • Only issues relevant to the Board are considered. Relevant issues include matters related to Member benefits, Committee activity, questions or issues related to bylaws, and questions about the overall operations of the Cooperative.

  • The Chair reviews the issue and determines its relevance and priority when setting the agenda for the next meeting. The Chair communicates with the Member regarding whether the Member’s presentation is on the agenda for the next meeting and how much time is allotted. Member presentations are typically limited to five minutes.

  • The Board is not obligated to respond or act on any Member request, except as required in the bylaws. The Board may choose to further discuss the item, table it, send it to Committee, or give no response.

The Role of the Chair

The job of the Chair is ensuring Board behavior that is consistent with its own rules and those rules legitimately imposed upon it from outside the Cooperative.

  • Meeting discussion content is only those issues which, according to Board policy, clearly belong to the Board to decide.

  • Deliberation is timely, fair, orderly and thorough, but also efficient, limited to time and kept to the point.

  • Roberts' Rules are observed except where the Board has superseded them with policy statements.

Requests, Complaints, and Suggestions

The Board may not fail to provide reasonable feedback to Member requests, complaints, and suggestions.

  • Current Members may see quarterly financial statements of the Cooperative. Members must submit a written request to the Board Treasurer.

  • Current Members may see the Board’s bylaws . Owners must submit a written request to the Board Chair.

  • The Board may refuse any Member request that it deems would not be in the best interest of the Cooperative.

  • Members can contact the Board Chair regarding any feedback they have from attending meetings.

Responsibilities of the Directors

Directors have the responsibility to participate effectively in Board meetings.

  • Each Director has the responsibility to come to Board meeting prepared to participate responsibly.

  • Each Director has the responsibility to express their own opinions.

  • Each Director has the responsibility to listen respectfully to the opinions of others and to honor divergent opinions.

  • Each Director has the responsibility to accept group decisions as legitimate.

  • Each Director has the responsibility to share responsibility for group behavior and productivity.

  • Each Director has the responsibility to not dominate Board meeting time, nor expect the Board to deal with topics that are not appropriate for the Board.

  • Each Director has the responsibility to support the Board Chair on Board discipline and Board accountability.

Thank you!

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