POLICY TYPE: Governance Process
POLICY TITLE: G. 9 Board-Membership Communication
ADOPTED: October 15, 2001
revisions: 11/20/08

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The Board governs PFC on behalf of its Member/Owners and is responsible to them for all of the organization’s activities. Therefore, the Board shall:

G.9.1

Conduct open meetings with agendas published in advance, encouraging Members to attend.

G.9.2

Conduct periodic surveys of the Membership (executed through the General Manager).

G.9.3

Regularly publish Board activities, plans, and goals and seek Member input.

G.9.4

Respond to member mail, e-mail, phone calls, and messages left in the store in a timely manner.

1. Response to Member correspondence will be within two weeks of receipt.
2. Archives can be used to record communication with the Board, including the Board’s response.
3. If correspondence is directed to a particular officer or Board member, that person can respond or ask another Board member to do so. Otherwise, the President will respond for the Board or direct correspondence to the most appropriate Director in their roles as officers or committee chairs, or the General Manager.
4. When the Board communicates with Membership the primary intent is to receive input and communicate information such as current policy or Board process. Directors are cautioned to review policies G.3 and G.5, and not represent their personal opinions as Board policy.
5. Additional e-mail correspondence with Members is encouraged, and is not required to be part of the archives.