Why Board Meetings Aren’t a Free-for-All: Clarifying Access and Participation at ARELLO®
At ARELLO®, we hold transparency, professionalism, and good governance in the highest regard. So when members express frustration over not receiving Board of Directors agenda packets or not being able to speak during board meetings, we understand. These questions often stem from a sincere interest in the work of the organization—and that’s a good thing. But the structure of our board meetings isn’t about gatekeeping. It’s about responsibility.
ARELLO’s Board of Directors is made up of voting representatives elected by the membership. These directors are not just participants—they are fiduciaries. That means their decisions must always be in the best interest of the association as a whole, with attention to strategy, legal compliance, and financial stewardship. They are empowered to act on behalf of the members, not in consultation with the members during every board action.
Why Aren’t Board Materials Public?
Board packets often include sensitive financials, legal issues, proprietary technology details, or contractual discussions. Sharing these with general attendees—whether members, guests, or affiliate partners—could inadvertently compromise the Association’s strategic position or violate confidentiality. That’s why access is limited to voting directors. This is common practice for nonprofit boards and grounded in our bylaws and fiduciary norms.
Why Can’t I Speak at a Board Meeting?
Our board meetings are open for observation—just like many city council or public agency meetings—but they’re not town halls. And remember, ARELLO is a trade association, not a public agency. The role of the board is to deliberate and decide, not to facilitate general commentary. If every attendee could weigh in during board debate, we’d compromise both efficiency and the duty of elected directors to act independently in the organization’s best interest.
That said, there are many ways to be heard. Members can engage through committees, surveys, town halls, and direct communication with their elected board representatives. In fact, those directors were chosen by the membership precisely to carry your voice into the boardroom. If you feel unheard, reach out to them directly—that’s how representative leadership works.
A Note on Director Conduct and Focus
With fiduciary authority comes fiduciary obligation—not only to vote in the organization’s best interest but to be fully present when doing so. Board meetings require attention, discretion, and discernment. Directors should avoid distractions, including text messages from audience members during sessions. Not only does this undermine the integrity of the deliberations, it creates the perception—fair or not—that decisions are being influenced in real time by voices outside the boardroom. The public is watching. So are your fellow directors. Staying focused is not just good etiquette—it’s good governance. And that is why they don’t respond to text messages during meetings.
Trust the Process—and the People You’ve Elected
To the directors: remember that you also elected the Executive Committee. That committee is empowered to act between meetings to move the work of the organization forward. You also empowered committees to dive deep into specific areas, do the heavy lifting, and bring forward vetted recommendations. Doing your “due diligence” does not mean second-guessing that work in public, looking for “gotcha” moments, or treating every item as if it’s being brought forward blindly.
Effective boards operate on trust—trust in your committees, trust in your fellow directors, and trust in the process you helped shape. Micromanagement under the guise of caution erodes morale, slows momentum, and discourages your hardworking staff. If we want to lead an organization that is nimble, responsive, and forward-thinking, we must also lead with unity and mutual respect.
For Those Who Serve (Or Will Serve)
If you’re a current or future board member—or if you train others who are—it’s essential to remember: good governance isn’t always about being liked, it’s about being responsible. Serving in a director role comes with obligations that include protecting confidential information, making informed decisions, and staying focused on the big picture.
To our members: thank you for your engagement and questions. They remind us that our community is paying attention. And that’s something every board should be proud of. 💙
