Business Operations

Cancellation Policy

Policy Number: ADM-001 Effective Date: 11/14/2025 Approved By: Board of Directors Purpose This policy establishes a formal process for requesting, scheduling, and conducting business meetings with the President & Chief Executive Officer (CEO). The intent is to ensure efficient use of executive time, alignment with organizational priorities, and consistent professional engagement. Scope This policy applies to all individuals and entities requesting meetings with the President & CEO, including board members, staff, volunteers, contractors, consultants, community partners, sponsors, donors, and vendors. Policy Statement All meetings with the President & CEO must be requested in advance, reviewed, and approved. Unscheduled or informal meeting requests are discouraged. Meeting approval is based on organizational impact, urgency, and strategic relevance. Meeting Request Requirements Meeting requests may be submitted via the organization’s website, email, or phone. All requests must include: -Requester name and role -Organization or affiliation (if applicable) -Purpose of the meeting -Proposed agenda or discussion topics -Requested meeting length (30 or 60 minutes) -Preferred format (in-person, virtual, or phone) -Requested dates and time window -Incomplete requests may be delayed or declined Requests are reviewed by the Executive Administrator or designated staff member. Final approval rests with the President & CEO. Approved meetings will be confirmed via email or calendar invitation and scheduled based on executive availability and organizational priorities. Meeting Conduct Meetings will begin and end on time and follow the approved agenda. Discussions should remain focused and professional. Confidential information must be handled in accordance with organizational confidentiality standards. Items requiring board action will be documented and escalated as appropriate. Cancellations and Rescheduling At least 24 hours’ notice is required for cancellations or rescheduling. Repeated last-minute cancellations may affect future scheduling approval. The President & CEO may reschedule meetings due to organizational needs. Documentation and Follow-Up Meeting notes, decisions, and action items may be documented and assigned with clear accountability and timelines. Policy Review This policy will be reviewed annually or as needed to ensure alignment with governance and

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