Board Meeting Attendance

Policy No. 300-030 Attendance at Board Meetings by Members or Others

POLICY NO. 300-030

TITLE: ATTENDANCE AT BOARD MEETINGS BY MEMBERS

I. OBJECTIVES

To establish the rules and procedures for attendance of members or other persons at the Board of Directors’ Meetings; and

All regular and/or special meetings of the Board of Directors are not subject to Oregon’s public meeting laws and are not open to the public, including members, the press, and public officials. Board meetings are normally attended only by members of the Board, the General Manager/Chief Executive Officer (GM/CEO), authorized employees of the Cooperative, and the Cooperative’s attorney. Members of the Cooperative are generally permitted to attend an occasional Board Meeting to make presentations to the Board in person, if warranted; however; the Board may restrict attendance on a case-by-case basis.

II. POLICY

A. A Member desiring to attend a regular Board Meeting shall obtain from the GM/CEO a Board Meeting Request Form, and submit the completed form to the GM/CEO or the Board Chairman10 days in advance of the Board Meeting, in order to be placed on the agenda. For good cause, the 10-day notice can be waived by the GM/CEO or the Board Chair. The Member will be notified at least 24 hours prior to the Board Meeting whether his or her request to attend has been approved. If approved, the Member’s attendance at the Board Meeting shall be limited to a presentation of or questions concerning the specific matter(s) which the Member has set forth in the Request form, at the conclusion of which the Member will be excused. The Board will not discuss, respond to, or take action on the Member’s presentation while the Member is present. After due deliberation, the GM/CEO or a designated board member will inform the Member as to the board’s disposition of the Member’s matter.

B. Under no circumstances will a Member impair or interfere with the conduct of a Board Meeting. The Board reserves the right to exclude persons from any Board Meeting at any time to ensure objectivity of all matters under consideration by the Board and freedom from prejudice or harassment of Board Members or other Members of the Cooperative.

III. RESPONSIBILITY

The Board of Directors and the GM/CEO are responsible for the implementation of and compliance with this policy.

Date Adopted: 6/23/2007

Attendance Form