Procedures Governing Appearances Before the Board of Directors

Requests to address the Board: Requests to appear before the Board to make comments to or ask questions of the Board must be received by the Secretary in writing no later than three business days before the Board meeting at which the individual wishes to speak. The Secretary will review this request and notify the person making the request whether they may give public comment at the next meeting. The request should set out clearly the nature of the subject matter to be presented and must relate to matters within the jurisdiction of the Board of Directors. In making a request to appear before the Board, individuals must give their names and any relevant title or affiliation. Substitute speakers will not be permitted.

Time allocation: The Board will allow up to thirty minutes in total for public comment/questions per meeting. An individual speaker will be permitted five minutes for a presentation. This will be strictly adhered to with assistance of a timekeeper. Thus, a maximum of six speakers will be recognized for each Board meeting. Copies of speakers’ comments, questions, and/or other written materials for distribution to the Board of Trustees will be accepted. Where appropriate, responses to questions germane to the Club will be provided within a reasonable amount of time.

Scheduling of speakers: When the number of requests to address the Board at a given session exceeds the time available, requests will be approved based on the date the written request was received by the Secretary of the Board. In addition, preference will be given to subject matters that relate to the agenda for the relevant Board meeting and to avoid repetitiveness. Finally, the Board will not hear presentations or entertain questions on the following topics: issues under negotiation as part of the Club’s collective bargaining process; statements concerning the private activities, lifestyles or beliefs of individuals on the board or associated with a Club committee; grievances of individual board or committee members; proposals or bids for contracts; or, litigation involving the Club.

Scheduling of sessions: The Chair will preside during Board of Directors’ sessions to receive public comment/questions. The Secretary is responsible for scheduling such sessions, which normally will occur after presentations to the Board and voting on agenda items.