Committee Authorization Sheet    Executive Committee    Policy    Finance/Planning    Education    Marketing    Member/Public Relations    Director Training    Board Evaluation

In many cooperatives, local committees are appointed or elected from the members and directors to serve in many different capacities. These committees can be extremely effective if given authority and responsibility. Size of local committees is no particular problem - the medium size is six to ten. Members can be elected or appointed, and can serve a single one-year term or be elected for two three-year terms in staggered elections.

Each local committee should have clearly defined responsibilities and authorities and a clear cut idea of what is expected of them. They need to plan and budget to carry out their programs. They hold some well planned meetings each year and provide the minutes to the board of directors and operating management. Local committees are also a training ground for future board members and other cooperative leaders and organizations.

o To assist in educational and public relations activities.

o To help create a closes liaison between local members, board of directors, and management of the cooperative.

o To encourage greater participation of members in the democratic control of the cooperative.

o To assist the board management in preventing, assessing, adjusting, or correcting misunderstandings and complaints of members.

o To assist in preserving the integrity of the cooperative in the community.

o To help assume the citizenship responsibilities.

o To provide liaison with other cooperative organizations in the community.

o To develop leadership for the cooperative.

Included in this section is an instruction sheet that can be filled out for each committee to ensure that they are aware of their responsibilities and what is expected of them.

Committees may be created by the board of directors and appointed by the board president to assist efficient management of the association. A committee is deemed inactive and automatically dissolved if it has not met in 90 days, though it can be reconstituted by the board president.

A simple majority of members are required to constitute a quorum for any official committee meeting. All committees shall have a chairperson and that chairperson is responsible for submitting a written report (minutes) of each meeting to the board of directors by the next scheduled board meeting. Cooperative members are allowed to sit on committees, but ad hoc members are encouraged.

Date:

A. Name of Committee:

B. Type of Committee:

C. Source of Authority:

D. Purpose:

E. Specific Duties and Responsibilities:

F. Committee Members:

G. Chairperson:

H. Report to:

I. Time of Reporting:

J. Budget: $

K. Coordination with other Committees:

L. Other Responsibilities:

The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

The Policy Committee shall be responsible for developing, reviewing and keeping up-to-date all policies relevant to the operation of XXXXXX. The committee shall do this on a continuous basis. It shall be open to receive suggestions regarding policies from the Manager, the Board of Directors, and the other standing committees.

The Policy Committee shall submit it's recommendations for new policies or revisions of existing policies in final form and wording to the Board of Directors. All such additions and revisions must be approved by the full Board.

This Policy Committee shall oversee the maintenance of an official updated copy of a manual containing a complete set of all existing polices of XXXXXX.

Each policy shall contain information on the date of adoption/and amendments made by reference to the specific minutes of the Board of Directors meeting:

"The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

The Finance/Planning Committee shall:

1. Oversee the development, implementation, and annual review of the long range Strategic Plan for XXXXXX.

2. Conduct a self-evaluation of the Board of Directors performance annually in December.

3. Oversee the development and annual update of a facilities maintenance/repair schedule on all buildings and equipment owned by XXXXXX.

4. Oversee the development and annual update of a capital budget showing planned improvements, costs, and expected benefits to XXXXXX.

5. Oversee the implementation of all financial and planning polices and propose necessary revisions or additions to the policy committee.

6. Report and making recommendations to the full Board on any lease negotiations on behalf of XXXXXX.

The Treasurer shall be the Committee Chairman.

The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

The Member Education/Committee shall:

1. Provide information to the membership on major Board actions. The committee may write a column for each newsletter highlighting some aspect of the Board of Directors.

2. Educate the membership on the benefits and other aspects of cooperatives.

3. Hold a minimum of one director training workshop annually, including but not limited to training in marketing, financing, plant operations, etc.

4. Hold and conduct member informational meetings from time to time, and in various locations on the Big Island.

5. Organize the Annual meeting, including obtaining a guest speaker.

6. Develop and implement an appropriate cooperative communication plan dealing with members, patrons, communities being served, other cooperatives, and the public. Gather information on the attitudes about the cooperative. Such information to be used in shaping programs, procedure, and policies.

All communications should consistently project the desired image of a well-managed, soundly financed, and democratically controlled cooperative established to improve the economic condition of the members and patrons.

7. Recruit and train potential directors from the general membership of member cooperatives.

8. Annually survey the member cooperative's members to determine needs, desires, and areas for improvement.

9. Oversee the implementation of all member education polices and propose necessary revisions or additions to the policy committee.

Section 1. MEMBER RELATIONS. To create among the members a sense of ownership and responsibility for XXXXXX, and encourage members to recognize the necessity to unite and to actively support the cooperative philosophy, method, and technique.

Section 2. PUBLIC RELATIONS. To demonstrate XXXXXX's sense of social responsibility and role in the community, and to do its fair share in providing leadership, participation, and cooperation with other business, community, and civic organizations to further programs of mutual benefit to the community.

The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

The Marketing Committee shall:

1. Oversee the development and implementation of policies enforcing the Marketing Agreement.

2. Work with the manager (if one is hired) in enforcing Marketing Agreements.

3. Keep the Board of Directors and the membership informed on the marketing operations of XXXXXX.

4. Work with the manager and sales staff (if hired or on contract) fin the development of marketing plans.

5. Oversee the implementation of all polices affecting marketing operations and propose necessary revisions or additions to the Policy Committee.

The committee membership requirement is found in Board Policy 104.01 COMMITTEES. The manager (if and when one is hired) shall also be a member of this committee.

The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

In recognition of their individual and joint responsibilities for the success of XXXXXX, each director shall:

o Annually attend at least one training function in the area of management or finance.

o Attend other training sessions applicable to proper functioning of the Board of Director when they are made available.

o XXXXXX shall pay for the cost of the training. No per diem shall be paid.

Failure to attend management and financial training programs for cooperative directors could result in a request to resign from the President.

The adoption of the following policy and any subsequent amendment(s) by the Board of Directors are recorded in the minutes of (specify dates):

A formal evaluation of the performance of the Board of Directors as an entity shall be conducted at least once each year in December. This evaluation may be done as an internal program, or conducted by outside consultants.

Areas of unsatisfactory performance as determined by the evaluation shall be reviewed with the board, and the necessary remedial actions for correction shall be taken.

To provide the best service possible to the member-owners of XXXXXX, the Board of Directors shall authorize an annual operations audit be conducted internally each year.

1. The Finance/Planning Committee shall meet by January 31 of each year to begin an organizational audit by completing the attached Exhibits to this policy.

2. The Board shall adopt changes recommended in the organizational audit by June 30 of each year.

Last Revised: August 29, 2001

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