Masonic Home Ex-Students’ Association ByLaws

Recommended: April 25, 2025, Association body adoption/approval Date: 06.21.2025, Updated and MHESA Board Signatures on file: July 8, 2025)

Article I: Name and Purpose

Section 1: Name. The name of this Association shall be known as the MASONIC HOME EX-STUDENTS’ ASSOCIATION.

Section 2: Purpose. The Masonic Home Ex-Students’ Association (“Association”) is an independent non-profit association organized under the laws of the State of Texas to provide opportunities for former students of Masonic Home to gather and reminisce.

Article II: Membership

Section 1: Member Definition and Dues. Person(s) eligible for membership in the Association include ANY student who attended the Masonic Home and School of Texas for any length of time and regardless of whether they graduated from the Masonic High School. Non-compulsory dues shall be TWENTY-FIVE DOLLARS ($25.00) per member annually. The dues are collected to help defray the costs of newsletter, website, memorials, postage and other costs properly incurred by the Association.

Section 2: Member Voting and THE NEWS. A member of the Association(“Member”) is an eligible person described in Section 1. Only Members of the association have a voting power within the organization. Members receive a free mailing and/or email of the Masonic Home Ex-Students Association Newsletter, known as “THE NEWS”. While not mandatory, board members are strongly encouraged to lead by example by contributing the voluntary dues during their term, as a meaningful demonstration of their commitment to the organization’s mission and sustainability.

Article III: Organization and Governance

Section 1: Officers. The day-to-day operations of the Association shall be managed by the Officers of the Association. The Officers of the Association are the President, Vice President, Treasurer, Secretary and Editor. Other officers may be designated by the President with the majority approval of the Board. Board members will have quarterly conference calls, in the months of July, October, January and April. Board members are required to attend 75% of the conference calls to fulfill their responsibilities as an officer.

1. President. The President shall be the chief executive of the Association with all the powers ordinarily pertaining to that office that are not specifically governed by other provisions of these bylaws. The President develops the vision and strategy for the Association in consultation with the entire Board. The President shall work with the Board on short-term and long-term plans for the Association. The President is responsible for presiding over meetings, both in-person as well as audio and video calls. The President shall also promote a positive image of the Association’s members to carry out the strategy and achieve the vision of the Association. In the case of the absence or disability of the President, the Vice-President shall perform the functions of the President. Meetings should be conducted according to Roberts Rules of Order.

2. Vice- President. The Vice-President shall assist the President in the performance of his duties and shall preside at meetings in the event of the inability of the President to act, If the President leaves or becomes unable to perform their duties before the expiration of the current term of office, the Vice-President shall assume the President’s duties and powers until the next election meeting of the ex-students. The Vice-President shall Chair the Reunion Committee and is responsible for the signing and co-signing with the treasurer any agreements/contracts for the reunion. The Vice-President is responsible for providing the board with any recommendations and details regarding the reunion prior to communicating approvals to the Reunion Committee. All proposals for the reunion are to be communicated by the Vice-President to the board for approval.

3. Treasurer. The Treasurer shall maintain all records and accounts of the Association, which may be examined at any time upon written notice to the Treasurer. The Treasurer shall be responsible for all collections and payment of bills properly incurred by the Association. These include, but are not limited to, costs associated with THE NEWS, the membership directory and yearly reunions. The Treasurer is responsible for co-signing any contract/agreement made on behalf of the Association. The Treasurer shall submit written accounting of income, expenses and current account balances in each edition of THE NEWS. The Treasurer shall perform all other duties which are incident to the position of the Treasurer, including any such duties as the President or other Board members may from to time prescribe.

4. Editor. The Editor of THE NEWS shall be responsible for collecting data, information and news for the inclusion in the ex-students’ newspaper and shall be responsible for causing the publication and distribution of THE NEWs. The Editor is responsible for publishing 4 newsletters and any special mailings that are requested by the Board. The publications are to be published on the 1st day of August, November, February and May. The Editor is responsible for communicating with the other Board members regarding THE NEWS article deadlines, proofing and submitting THE NEWS to the third-party vendor for publication. The Editor is responsible for being fiscally responsible to incur such reasonable costs as determined necessary in obtaining copying, cuts, photographs, newspaper articles, and the like, as well as stationary, postage, and costs of printing. The Editor is responsible for timely communication and collaboration with the Digital Content Creator (DCC) of THE NEWS and other Association news, or information needed for the website. The Editor shall oversee the publicity for the Association and may, designate persons to assist in the performance of such office.

5. Secretary. The Secretary shall keep correct minutes of any meetings and be the custodian of the minutes, and past minutes of the Association. The Secretary shall keep the historical records until the end of their term and then they should be passed on the next secretary. The Secretary is responsible for transcribing the minutes of any meeting within 24-48 hours of the meeting and communicating the minutes to the Board for review and approval. Such minutes and historical records may be examined upon written notice to the Secretary. Minutes taken during a board meeting are considered privilege to the board only. Minutes taken during an Association Membership meeting will be communicated to the Board for review, after proofing by the Board, the Secretary will email the minutes to the Digital Content Creator (DCC) and the Editor. The Secretary shall perform all other duties which are incident to the position of the Secretary, including any such duties as the President or other Board members may from time to time prescribe.

Article IV: Non-Officer Positions and Committees

Section 1: Non-Officer Positions

1. Digital Content Coordinator. The Digital Content Creator (DCC) is responsible for creating and managing digital content for the Association, supporting communication efforts. The DCC is responsible for collaborating with the Editor and Board members to maintain digital content including maintaining the Membership Database and passwords to digital platforms. The DCC shall perform all other duties which are incident to the position of the DCC, including any such duties as the President or other Board members may from time to time prescribe. This position is not a board position and has no voting power.

Section 2: Committees.

1. Nominating Committee. The Nominating Committee is responsible for identifying a slate of candidates from the “Members of the Association” who are willing to serve on the Association Board. Preferably, the slate should include candidates across the range of graduation years to provide a cross-section of the Association members. The Nominating Committee will compile the information of each person nominated and will present the information to the Board for nominees. Members of the nominating committee will serve 2 years by remain on the committee if desired and approved by the board. This position is not board member and has no voting power.

2. Reunion Chairpersons and Committee. The Reunion Chairpersons is composed of both Vice-President of the Association and the person who nominated the host city. The Chairpersons are responsible for obtaining 2-3 individuals to assist them with coordinating events, obtaining quotes for 2-3 hotels, 2-3 entertainers, catering venues and any other scheduled activities. Quotes must be sent to the entire board for approval prior to signing any formal agreement with an individual or company. The committee is responsible for the hospitality room, activities, auction and other duties assigned by the board. The Chairpersons and committee members are responsible for greeting members of the Association on Friday during registration hours. Members of the Reunion Committee will serve 2 years. This position is not a board member and has no voting power.

Article V: Officer Board

Section 1: Powers and Duties. The Officer Board shall have the general power to manager and control the affairs and property of the Association, including appointment of officer; shall have full power, by majority vote, to adopt rules and regulations governing the actin of the Association and shall have full and complete authority with respect to the distribution and payment of monies received by the Association provided that the fundamental purposes and operating restrictions of the Association, shall not be violated.

Section 2: Number and Term. The number of Board Members shall be fixed from time to time by the voting members and shall not be fewer than (3) nor more than (6) including the Digital Content Creator. Each board member shall hold office for two (2) years, or until his or her successor is elected and takes office. The Treasurer and Vice- President cannot hold more than 4 consecutive terms, unless agreed upon by the board.

Section 3: Qualifications. All candidates must be ex-students of the Masonic Home and School of Texas, regardless of their time spent at the Masonic Home. Candidates for board positions must not have any prior convictions or pending charges related to theft, violent conduct, or substance abuse. This criterion is in place to maintain the highest standards of ethical responsibility and public trust.

Section 4: Requirements of Board Member. Serving as a board member is both an honor and a responsibility. Board members are expected to uphold the mission, values, and integrity of the Masonic Home Ex-Student Association through active participation, ethical leadership, and a commitment to the organization’s long-term success.

• Must be a member of the Masonic Home Ex-Student Association.

• Must meet any additional eligibility requirements outlined in the Association's bylaws.

• Attend all board meetings and official functions unless excused.

• Review all agenda items and supporting documents in advance of meetings.

• Participate in discussions and decision-making in a constructive and respectful manner.

• Maintain confidentiality of all board proceedings and privileged information.

• Serve on committees or task forces as needed and follow through on assigned tasks.

• Advocate for the Association and its mission in a positive and professional manner.

• Avoid conflicts of interest and disclose any potential conflicts in a timely manner.

• Serve the full term as outlined in the bylaws.

• Abide by the Association’s bylaws, policies, and Code of Conduct.

• Treat fellow board members, members, volunteers, and the public with respect.

• Uphold the highest standards of integrity and accountability in all board-related activities.

• Maintain strict confidentiality regarding board discussions, documents, and decisions.

• Do not share board business with non-board members under any circumstances.

• Be available to devote adequate time to board responsibilities, including meetings, events, and committee work.

• Are required to attend the Masonic Home Ex-Student Association yearly meetings.

A board member may be removed in accordance with the procedures outlined in the bylaws for failure to fulfill responsibilities, unethical behavior, breach of confidentiality, or actions detrimental to the Association.

Section 5: Board Transition Policy. At the conclusion of each election cycle, any outgoing Board members who were not re-elected shall meet with the newly elected Board members on the final morning of the reunion for an official transition meeting. The purpose of this meeting is to formally turn over leadership responsibilities, transfer all relevant documents, records, and materials, and communicate any essential information regarding the operations, commitments, and status of the Association. This ensures continuity, transparency, and a smooth transition of responsibilities in service of the Association and its members.

Article VI: Meetings

Section 1: Officer Meetings. The Masonic Home Ex-Student Association Board (MHESAB) will meet in person for a closed meeting a minimum of 2 times a year. The MHESAB will meet on the Friday afternoon prior to registration. The MHESAB will also meet in a closed session on Sunday morning at the conclusion of the reunion. The board will hold quarterly conference calls via a recorded Zoom or Teams call in the months of July, October, January and April to discuss any business as it relates to the Association or THE NEWS publication. A member of the Association Board is expected to participate in both onsite meetings and at least 75% of the calls (regardless of the number of meetings held.) Should a member of the board not participate in at least 75% of the meetings each year (June-May), it will be considered a resignation from their position on the Masonic Home Ex-Student Association Board, and they will not be eligible for re-election to the Board for a minimum of 2 election years (4 calendar) years. Exceptional situations may be presented to the Board for consideration no less than 24 hours prior to the meeting. Persons other than outgoing officers or current elected officers are NOT allowed to attend the board meetings.

Section 2: Membership/Business Meeting. Board members shall convene for a business meeting during the Ex-Student Association Reunion held in odd-numbered calendar years. This meeting will be known as the “Homecoming Meeting” and will be held in the Dallas/Fort Worth Metroplex area. This meeting will take place during the Business lunch, with a brief follow-up meeting held prior to the evening banquet to review and approve any minutes or action items resulting from the earlier session.

In even-numbered calendar years, the board shall meet prior to the evening banquet to address any new business, including the approval of minutes or proposed by-law amendments, as necessary. Special guests, friends, and family members are welcome to attend the business meeting as observers. However, they will not have voting privileges or the ability to participate in discussions. During the election of new officers, which takes place at the Homecoming Reunion, all non-Ex-students may be respectfully asked to leave the room to ensure a confidential and orderly election process.

Section 3: Special Meetings. Special meetings of the Association Board may be called upon the order of the Chairperson of any two (2) members of the Board. The Secretary of the Association shall be present to take minutes during special meetings. In the event the Secretary will not be present, the Chairperson must appointment another Board member to take minutes of the meeting.

Section 4: Board Meeting Quorum. At all meetings of the Association Board, three (3) Officers and in good standing of the Association shall constitute a quorum for the transaction of business. The act of a majority of the Board present at any meeting at which there is a quorum shall be the act of the Board.

Section 5: Meeting Format. Board Meetings may be conducted in person, via conference call, or through video telecommunication platforms (such as Zoom, Microsoft Teams, or other similar services). The chosen format should ensure that all participants are able to communicate effectively and have access to the meeting materials.

Article VII: Election of Officers, Selection of Committees and Voting Process

Section 1: Election of Officers. Eligibility is limited exclusively to Ex-Students of the Texas Masonic Home. Only Ex-Students may run for office, hold a board position, or participate in the election of officers within the Association. Nominees for board positions should be submitted in advance for consideration by the current board. However, nominations from the floor may also be accepted during the election meeting, subject to approval by the presiding officer. Board elections shall be held during the Homecoming Reunion. Only members of the Association are permitted in the room during the election process to ensure confidentiality and uphold the integrity of the proceedings. Each candidate will be required to deliver a brief statement or speech outlining their qualifications and reasons for seeking a board position.

Section 2: Selection of Committees. Committee members shall be appointed by the Association President during the Homecoming Reunion. Each committee member will serve a two-year term, commencing at the time of their appointment. Committee members are expected to actively participate in all responsibilities and duties assigned to their respective committees. Failure to fulfill these responsibilities may result in ineligibility for future committee appointments or board positions within the Association.

Section 3: Voting Procedure. During board elections, paper ballots will be distributed to eligible voting members. Members may select only one candidate per position on the ballot. Completed ballots must be returned promptly for counting. The responsibility for counting votes will be assigned to two board members who are not actively running for the position being voted on, along with one non-board member, pre-selected from the Association’s membership. This process is designed to ensure transparency and fairness in the election.

Section 4: Definition of Majority Vote. For all voting matters—including elections, by-law amendments, approval of meeting minutes, approval of actions, and the removal of Board or Committee members—a majority vote shall be defined as 51% of the voting body in attendance at the meeting during which the vote is held. Only those members present and eligible to vote shall be counted toward the voting body for the purposes of determining a majority.

Section 5: Filling Board Positions not filled during an Election cycle. Depending on which positions are not filled during a Board election cycle will determine the process for handling such situation. It is required that the following positions be filled during an election voting cycle, President, Secretary, Treasurer and the Digital Content Creator must be appointed. Failure to secure these 3 Board positions and the appointed DCC position, will mean that the organization will not be able to continue as a non-profit organization.

• Candidate Position Change. If the Vice-President and Editor position(s) are not filled during the election, the following will occur: The Board, with a majority vote may appointment a qualified member to the position who agrees to fill the obligations of the office.

o Vice-President Position. If no one is appointed to the office of Vice-President, then the President will assume the role of Vice-President.

o Editor Position. If no one is appointed to the office of Editor, then the responsibilities of the Editor will fall to the DCC position, and the position will become a Board position and have all authorities as the Board.

• Unfilled Positions. If the Vice-President and Editor Positions are not filled during the election cycle, the Board with a majority vote may appointment a qualified member later.

Article VIII: Voting and Decision-Making Process Statement

The voting options, processes, and formats related to matters such as but not limited to the changing of by-laws, altering the location of the reunion, and any business necessary for fulfilling the board's responsibilities will be determined by the Association’s Board. These decisions will adhere to the following principles:

1. Voting Options.  Board members will have the option to vote in person, virtually (if applicable), or via a digital medium such as text or email.

2. Quorum and Majority. A quorum, as defined by the Association’s governing documents, must be present for votes to be valid. Decisions on significant matters (including but not limited to by-law changes or the location of the reunion) will require a majority vote, unless otherwise specified in the governing documents.

3. Notice Requirements. Board members will be given sufficient notice of meetings, agenda items, and any proposed actions requiring a vote, in accordance with the Association's by-laws.

4. Special Meetings. In certain cases, special meetings may be called for urgent matters, with the procedures for calling such meetings and the voting formats to be determined by the Board.

5. Voting Formats. The Board may decide on different voting formats depending on the nature of the matter at hand. This could include formal ballots, voice votes, or electronic votes, with processes for each outlined in advance.

6. Transparency and Documentation. All decisions made by the Board will be documented and communicated to the Association’s members in a timely and transparent manner. Voting results will be made available to all members, as applicable.

7. Cancellation or Rescheduling Due to National or Natural Disasters: In the event of a national emergency, natural disaster, or other unforeseen circumstances that significantly impact the ability to safely or reasonably convene, the organization reserves the right to cancel or reschedule any scheduled meetings or reunions. Notice of such changes shall be communicated to all members as promptly as possible through appropriate channels. When feasible, virtual alternatives may be considered to ensure continuity of governance and engagement.

These processes are intended to ensure that all necessary business is conducted efficiently, fairly, and in accordance with the responsibilities entrusted to the Association Board.

Article IX: Vacancy and Removal of Office of Committee Member

Section 1: Office Vacancy. If any office becomes vacant during the term, the President shall call a special meeting of the Association Board as soon as practicable for the purpose of electing a person to fill the vacant office for the remainder of such term. The Board will vote on the person selected and must win by a majority vote (51% of voting group.)

Section 2: Removal of Office. Any Association Board or Committee member may be removed from their position for cause by a majority vote of the Association Board at a meeting specifically called to consider such action. A quorum of the Association Board must be present for the vote.

Grounds for removal may include, but are not limited to:

• Failure to respond to communications related to Association business, including but not limited to emails, text messages, or phone calls:

• Failure to attend the required number of meetings:

• Failure to fulfill the duties and responsibilities of their position:

• No longer meeting the eligibility requirements as outlined in Article IV, Section 3 of these bylaws.

The individual in question shall be given reasonable notice and the opportunity to respond prior to a final decision being made.

Article X: THE NEWS

Section 1: Electronic Distribution. Each member of the Association may receive an electronic copy of THE NEWS by signing up for the electronic version. Members are strongly encouraged to opt for electronic delivery or access THE NEWS via the Association’s official website to support efficient and environmentally friendly distribution.

Section 2: Paper Distribution. Members may request a paper copy to be mailed to them if preferred. The continuation of paper mailings will be reviewed annually by the current Board to assess whether it remains a cost-effective and practical method of distribution, based on production and mailing expenses.

Section 3: Recipients of THE NEWS. Only members of the Association — defined as ex-students, regardless of paying dues, are eligible to receive a paper copy of THE NEWS. Any individual who is not an ex-student may request a paper copy of THE NEWS for a fee. This fee shall be determined jointly by the Association’s Treasurer and Editor and may vary depending on the cost of production and postage at the time of request. This policy is intended to prioritize the Association’s resources for its members while allowing broader access when appropriate and feasible.

Article XI: Reunions

Section 1: Board Member Responsibilities. The Board Officers are required to stay onsite at the hotel during the reunion at the cost of the individual and not the association. The exception to this would be if the officer lives within a reasonable distance from the venue, they may opt to not stay onsite overnight but will be expected to be onsite during the reunion hours of 7a-11pm. Failure to comply is a violation of their officer responsibilities. Officers may be exempt for non-attendance due to family emergency such as personal or family hospitalization or death. Sporting events and vacation are not exempt. Board Members are responsible for arriving at 3 pm on the first day of the reunion to greet the members and be at the hotel on the last day of the reunion to bid Farewell to the members. Board members are required to attend a board meeting on the last day of the reunion with the newly elected officers.

Section 2: Reunion Date Proposal and Voting. The month for both the Homecoming Reunion and the Optional Year Reunion shall be proposed and brought to a vote during the Homecoming Reunion. The vote will determine the month for the next two Homecoming Reunions—the upcoming Homecoming Reunion and the Optional Year Reunion scheduled for the following calendar year. During the current business meeting, members will vote on the proposed month for the Optional Year Reunion and the next Homecoming Reunion, ensuring that planning for both events is established well in advance.

Section 3: Homecoming Reunion. Homecoming Reunions shall be held during odd-numbered calendar years in the Dallas-Fort Worth area. The Vice President shall serve as the primary chairperson for the planning and coordination of the Homecoming Reunion. The Vice President may request that a Reunion Committee be formed for the Homecoming Reunion but remains the primary chairperson. The entire Board is expected to actively participate in the planning process and is responsible for reviewing and approving all aspects of the reunion, including but not limited to expenses, event format, and the business meeting agenda.

Elections for Board members and committee positions shall be conducted during the Homecoming/Business meeting, in accordance with the organization's bylaws and Robert's Rules of Order. Nominations may be made by a nominating committee or from the floor, as specified in the bylaws. Voting shall occur after nominations are closed, and the results will be announced promptly to ensure transparency and continuity of leadership. Proposed bylaw amendments and other matters of association business shall be presented and addressed during the business meeting. Recommendations may be submitted in advance in accordance with established procedures. All proposals brought forward will be open for discussion and are subject to a vote by the eligible membership during the meeting, ensuring transparency and member participation in the governance of the association.

Section 4: Optional Even-Year Reunions. Should the Association vote to hold a reunion during an even-numbered calendar year, the event may be held anywhere within the state of Texas. Nominations for the reunion location will be accepted from Association members attending the meeting. Members are encouraged to submit nominations in advance of the reunion. Each nomination must include the following:

• The proposed city or location for the reunion,

• A designated secondary chairperson, and

• At least two additional committee members who will assist with planning and organizing the event.

The Association members will review all nominations and determine the feasibility and approval of the proposed reunion site and team.

Section 5: Authority to Determine Reunion Location. If the designated Reunion Committee is unable to identify a cost-effective venue or location for the upcoming reunion or fails to adequately fulfill its responsibilities as outlined by the Association, the current Association Board shall have the authority to intervene. The Board may assume responsibility for selecting an alternative location and securing a venue that aligns with the financial and logistical needs of the Association. This action will be taken to ensure the continuity and success of the reunion and to act in the best interest of the membership.

Article XII: Dissolution of the Association

Section 1: Process of Dissolution. The following is the process to handle any funds which remain upon the “Dissolution of the Masonic Home Ex-Student Association”.

• Pay off Debts and Liabilities. The MHESA Board must settle any outstanding debts and obligations of the Association.

• Distribute Remaining Assets. In accordance with IRS rules and the State of Texas, remaining funds must be distributed to another non-profit organization. In the event of the dissolution of the Association, and after the payment of all outstanding debts, any remaining funds shall be distributed to the Masonic Children and Family Services of Texas, if it is still in operation.

If the Masonic Children and Family Services of Texas no longer exists or is unable to receive the funds, the Board shall identify and approve another nonprofit organization with a similar mission of supporting children and families in Texas to receive the remaining assets.

Article XIII: Retention of Business Association Files, Emails and Communications

To ensure compliance with regulatory requirements and to maintain operational continuity, all records relating to the Masonic Home Ex-Student Association-including but not limited to emails, meeting notes, agreements, correspondence, and supporting documentation- must be retained in accordance with the following guidelines.

Section 1: Retention Guidelines

1. Retention Period. All communication and documentation related to the Masonic Home Ex-Student Association shall be retained for a minimum period of 7 years from the date of creation or last modification, unless otherwise required by law or contractual obligation.

2. Scope of Records

   • This includes, but is not limited to:

   • Email correspondence (including attachments)

   • Contracts and amendments

   • Memorandums of understanding (MOUs)

   • Meeting minutes and agendas

   • Written communications (e.g., letters, memos)

   • Instant messages or chat logs related to business dealings (where applicable)

   • Internal reports or analysis pertaining to the association

3. Storage & Accessibility. All records must be stored securely in designated systems (e.g. company email servers, cloud storage platforms, document management systems) that allow for retrieval when needed for audits, legal inquiries, or internal reference.

4. Archiving & Deletion. After the retention period has elapsed, documents may be archived or disposed of securely, following company data destruction protocols to ensure the confidentiality and integrity of sensitive information.

   Communication related to Association matters that occurs through personal email accounts may be subject to deletion at the discretion of the individual. However, any communication sent or received using the Masonic Home Ex-Student Association’s official email accounts is considered part of the Association’s official records and must be retained in accordance with the Association’s bylaws and record retention policies. Under no circumstances should official

   Association communications sent via business email be deleted, altered, or otherwise removed without proper authorization. These records are essential to ensuring transparency, accountability, and compliance with organizational and legal standards.

5. Responsibility. It is the responsibility of all Board members and the Digital Content Creator to ensure communications and documentation are properly filed and maintained in accordance with this policy.

6. Exceptions. Exceptions to this policy may be made for records that are subject to ongoing legal holds, regulatory review, or other business-critical needs.

Section 2: Confidentiality of Communications. All communications—including emails, written correspondence, reports, and other forms of documentation—pertaining to the integrity of board members, legal matters, or any other official business of the Masonic Home Ex Student Association are considered proprietary information. These communications are the sole property of the Association and must be retained in a secure and organized manner. Such communications are to be treated as confidential and are to be accessed or disclosed only by authorized individuals as required for governance, compliance, or legal purposes.

Retention of these records is mandatory and must comply with the Association’s official record-keeping policies. Under no circumstances shall these communications be deleted, shared externally, or otherwise mishandled without proper authorization.

Section 3: Board Meeting Confidentiality Policy. All discussions, documents, and decisions arising from board meetings of the Masonic Home Ex-Student Association are strictly confidential and are to be shared only among current board members. This confidentiality is essential to ensure open dialogue, protect sensitive information, and maintain the integrity of the Association’s governance. Board members are strictly prohibited from disclosing any board-related information to non-board members, including but not limited to general Association members, family, friends, or other third parties—regardless of personal relationships, perceived intentions, or circumstances.

Section 4: Consequences of Breach. Any board member found to have violated this confidentiality policy may face immediate disciplinary action, up to and including:

• Suspension of board privileges.

• Removal from the board in accordance with the Association’s bylaws.

• Potential legal consequences, if the breach results in damage to the Association or violates any applicable laws.

By serving on the board, each member acknowledges and agrees to uphold this duty of confidentiality as a condition of their role.

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