This is an interpretation, not confirmed policy
Hypothesis: The purpose of a board meeting is to make agile decisions among a small group of dedicated members.
The board is limited in the scope of its decisions, but it is not required to restrict its topics of discussion.
While it may be convenient for the board to set an agenda, this is not required.
The Executive Director can organize meetings in any way he sees fit to accomplish the purposes set forth in the meeting - provided all policy and agreements are observed.
The policies outlined herein are therefore guidelines of self-governance subject to arbitrary revision by approved board Motion except where external documents are cited. Where cited, those rules hold.
Old Bylaws: Section 6.F Notices of special meetings shall be sent out by the Secretary by certified mail, email, telephone, or fax to each Board member and posting on the organization's website at least seven days prior.
Operating Agreement Section 3.f Notice. Written or printed notice stating the day and hour of the meeting and, in case of a special meeting, the purpose or purposes for which the meeting is called, shall be delivered not less than two (2) nor more than thirty (30) days before the date of the meeting, either personally or by mail, by or at the direction of the person calling the meeting, to each Director entitled to vote at such meeting, provided that any Director may waive such requirement by appearing at the meeting, other than an appearance made solely to object to the failure of such notice.
Note that for 'notice' our Operating Agreement also says we must notify directors, but not members, and it says 2-30 days....
...I (MV) would like to do better than that in keeping with transparency.
However our Executive Director wants to run it
Many members may not realize this, but that is and always has been how the board is supposed to work.
Our board is supposed to be an agile decision maker. Certainly, its decisions have limited scope, but concerns that arise in board meeting may have their own structure and focus. They are not limited to formal discussion, and they are not constrained by member meeting policy. This is a small number of dedicated members convened to get things done, and there are not enough of them to stand on formality.
Each convened board must decide the process it agrees to operate by, though again it must obey all overriding documents.
Attendance is open to members, patrons, and investors.
Board meetings are not publicly announced nor open to the public
Members are permitted to speak if granted the floor, and expected to conclude their statements when asked.
Board members are expected to defer major/contentious decisions to the next member meeting in deference to any objection.
Only board members vote at a board meeting, but board members can only vote on topics of limited scope.