Executive Committee policy

This is a copy of an Executive Committee policy from a large SP.
I would appreciate some feedback on the legitimacy of some of the practices in the policy.

Executive Committee Policy

1 The EC Chair will enforce the approved Code of Conduct at all EC meetings.

2 The Executive Committee shall maintain correspondences between the Executive Committee, Unit holders and relevant bodies by written and electronic means as necessary.

3 The Executive Committee shall maintain relevant email accounts for its office bearers being (for example) secretary@…… and treasurer@ ….

4 The Secretary of the EC will prioritise responding to email correspondence from businesses or government bodies except where the Secretary officially delegates correspondence to be handled by another Executive Committee member. The Secretary of the EC will record all correspondences every month in the relevant EC Meeting Minutes.

5 The Secretary of the EC may elect to respond to no more than one email correspondence (other than complaints) regarding one issue per eveny 3 months from an individual unit holders / residents. Due to Secretarial workloads individual unit holders at the discretion of the EC Secretary can expect to receive a response to no more than 4 emails per year. The Secretary of the EC must record the email as incoming and/or outgoing mail / email in respective EC Meeting Minutes.

6 All complaints from unit holders/ residents must be made in writing and a hard copy posted to the EC for consideration and/or reply at an EC meeting. In regards to a written complaint, if the EC is unable to resolve the issue then the EC will defer the matter to the Peace Forum.

7 Financial matters must be reviewed by the Executive Committee Treasurer before resolution.

8 The Executive Committee shall actively monitor the functionality of all sub-committees and pursue the submission of monthly reports from all sub-committee co-ordinators.

9 New ***** unit holders will be issued with a copy of the most recent EC Minutes, current AGM Minutes, ***** Handbook and a current Financial Statement for that Unit.

10 The EC must allocate an adequate amount of time at EC meetings for the Treasurers Report to be discussed and understood in detail by all EC members.

11 Should no quorum for a scheduled EC meeting be reached then the meeting shall be adjourned until 7 days after the date of the first scheduled meeting and all unit holders shall be notified by notice posted on the community notice board.

12 Should an emergency EC meeting be required the Secretary must advertise on the OC notice board the date scheduled for the EC meeting 72 hours prior to that meeting.

13 Should an EC member not attend more than 3 scheduled EC meetings then that EC position will be advertised as available on notice boards and in respective EC minutes.