Board Agreements

The following policies apply to members of the New Hampshire Snowmobile Association (the “Association” or “NHSA”) board, its staff, volunteers, and members of committees authorized by the board. References in the policies to board members are intended also to apply to committee members.

1. Board and Committee Meetings: On any vote of the board, both the numbers of affirmative and negative votes and the individual votes of board members, unless specifically requested by a board member otherwise, shall be confidential.
2. Board, committees, and staff members shall not disclose to anyone outside the board, committees, and staff of the NHSA, the statements, positions, or votes by any board or committee member on actions taken by the board or its committees. Information discussed and/or distributed at NHSA board or committee meetings shall not be posted on any social media channels whatsoever until the board votes on, finalizes or approves such information for public distribution.
3. The general “sense of the board” on a particular matter may be conveyed to an applicant, grantee, vendor, or donor when the sharing of such information is helpful in conveying the board’s concerns. However, such information should only be shared with the concerned party. In addition, such information may be shared with a donor or with another grant-maker when the information has been requested and is deemed important in helping the donor or grant-maker arrive at an informed decision on a grant proposal or opportunity, and only after advising the president before making such a disclosure.
4. Executive Sessions: The minutes of the board meeting shall indicate when the board goes into executive session but shall not normally reflect any of the topics or discussion that occurs in executive session. However, when the board takes an action in executive session that decision needs to be recorded. The president or a designated board member will provide a written summary of that decision. The board may vote to keep the summary sealed and unavailable to the public.
5. Board and Committees Agenda and Documents: The documents prepared for the board, committees and staff is confidential and should be treated as an internal document restricted to the NHSA board, committees, and staff members use. No portion of the documents may be shared, in written, digital or oral form, with any individual or with any organization outside of the NHSA board, committees or staff. Exceptions may be made only with the consent of the president.
6. Personal Information on Staff and Board Members: The home addresses, telephone numbers, fax numbers, and e-mail addresses of board, committees, and staff members are not to be given out to any individual or organization without the express permission of the person to be disclosed.
7. Information on a Donor, Grant and the Like: All information concerning a donor’s fund, other than information published in the annual report, newsletter, or NHSA publication, shall remain confidential unless approved by the donor. This includes information on the size and types of grants, the size of the fund, and other such information.
8. Information on Donors, Vendor, Prospects and the Like: All information obtained about donors, vendors, prospects and the like will remain confidential and not discussed with any individual other than the board, committees or staff member, unless otherwise authorized by the donor or prospective donor. The home addresses, telephone numbers, fax numbers, or e-mail addresses of donors, vendors, prospects and the like are not to be given out to any individual or organization without the express permission of the person to be disclosed.
9. When a donor requests that his or her gift or fund be treated as an anonymous gift or fund, the donor’s wishes are to be honored by both board and staff members.
10. All board, committees and staff members shall adhere to the principle that all information created by, or on behalf of the NHSA is the property of the NHSA and shall not be transferred or utilized except on behalf of the NHSA.

In signing this statement, I confirm that I have received a copy of the Confidentiality Policy and agree to abide by the guidelines set forth therein.