Governance - Meetings & Participation | Scott G Green Foundation

Table of Contents

6. Meetings and Participation

Effective governance depends on consistent and engaged participation from all Board members. Board meetings serve as the primary venue for exercising fiduciary oversight, making strategic decisions, receiving updates from staff leadership, and collaborating as a unified body to advance the mission of the Scott G. Green Foundation.

Meeting Frequency and Format

The Board meets at least four times per year, typically on a quarterly basis. These meetings are scheduled in advance to ensure maximum attendance and engagement.

Special meetings may be convened by the Chairperson or Executive Committee when urgent matters arise between regular meetings. These may take place in person or virtually, as needed.

Participation Expectations

Regular attendance is expected of all Board members. Absences should be communicated in advance and excused by the Chairperson.

Board members should come prepared and informed—having reviewed the agenda, reports, financials, and any relevant documentation prior to the meeting.

All members are encouraged to contribute respectfully to discussions, offer insights, raise questions, and help move the Foundation’s work forward through collaborative decision-making.

Materials and Planning

Agendas, reports, and background materials are distributed to the Board at least five (5) days in advance of each meeting.

Board members are expected to read these materials in advance so that time during meetings can be focused on strategic dialogue and decision-making rather than updates or explanations.

Quorum and Voting

A quorum—typically a simple majority of current Board members—must be present for any official decisions or votes to take place.

Decisions are made by majority vote, unless otherwise specified in the Foundation’s bylaws.

Meeting Types

Regular Meetings: Standard quarterly meetings to review financials, approve policies, hear updates, and make strategic decisions.

Annual Meeting: May include officer elections, review of annual performance, adoption of the budget, and a look ahead to the coming year.

Special or Emergency Meetings: Called to address time-sensitive or critical issues.

Committee Meetings: Held as needed and reported back to the full Board.

Active and informed participation in meetings is one of the most important responsibilities of a Board member. Your presence, insight, and leadership help guide the Foundation’s success and growth.