This page features 4 documents that the Chamber requires the members of the Board of Directors to sign at the start of each fiscal year. Please scroll through each, sign (by typing name) and then submit. If you have an issue or question with signing, please note that in the section's comment box. 
    Thank you.
    Steve Freeman    ​

    1. AGREEMENT TO SERVE
     
    BOARD MEMBER:     

    I understand that by serving on the Board of Directors of the Pauls Valley Chamber of Commerce I must be fully committed and dedicated to the mission and pledge to carry out this mission. I understand that my duties and responsibilities include the following:

    • I must show my commitment by attending monthly Board of Director meetings. If I cannot attend all the board meetings, I can sign a proxy good for three meetings in the fiscal year 2025-2026. If I miss more than those three meetings for any reason other than illness, out of the State or family emergency, I may be removed from the board. You can attend meetings via Zoom if you let us know in advance.  

    • I will attend the annual board retreat in July.

    • I will serve on at least one assigned Chamber Committee and attend a minimum of 2 Chamber events each fiscal year.

    • I will participate in establishing and overseeing the implementation of the organization’s major policies and procedures.

    • I acknowledge that when representing the Chamber, the best interests of the Chamber must prevail over any individual interest, and I will promote the Chamber’s purpose and well-being.

    • I will exercise independent and good faith judgment by being informed about the business of the Chamber. 

    • I will hold accountable those to whom the board has delegated authority to ensure they are acting responsibly and making reasoned and deliberate decisions.

    • I will monitor Chamber finances to assure the Chamber has adequate internal accounting systems and controls, approve the Chamber’s budget and be in receipt of timely and adequate income and expense statements, balance sheets and budget status reports in advance of board meetings.
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    • I will follow the Chamber’s governing documents, carrying out the Chamber’s mission to ensure that funds are used for lawful purposes, and to comply with all relative state and federal laws.

    2. CONFLICT OF INTEREST POLICY

    Any director, officer, or key employee who has an interest in a contract or other transaction presented to the Board of Directors or a committee thereof for authorization, approval, or ratification shall make a prompt and full disclosure of that interest to the Board or committee prior to its acting on such contract or transaction. Such disclosure shall include any relevant and material facts known to such person about the contract or transaction, which might reasonably be construed to be adverse to the corporation's interest.

    The body to which such disclosure is made shall thereupon determine, by a vote of seventy-five percent (75%) of the votes entitled to vote, whether the disclosure shows that a conflict of interest exists or can reasonably be construed to exist. If a conflict is deemed to exist, such persons shall not vote on, nor use one's personal influence on, nor participate (other than to present factual information or to respond to questions) in, the discussions or deliberations with respect to such contract or transaction. Such persons may be counted in determining whether a quorum is present but may not be counted when the Board of Directors or a committee of the Board takes action on the transaction. The minutes of the meeting shall reflect the disclosure made, the vote thereon, the abstention from voting and participation, and whether a quorum was present.

    3. CONFIDENTIALITY AGREEMENT

    All Board and Committee members are asked to sign the following confidentiality agreement at the time of appointment as a Board member of Committee member of the Pauls Valley Chamber of Commerce.

    In the course of serving on the board or committee, members may acquire confidential or proprietary information. Such information must be held in strict confidence and discussed on a need-to know basis only with other committee members and/or Chamber Board members.
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    By signing this agreement, the individual agrees to the Confidentiality of Information Policy and acknowledges that violations of confidentially will result in disciplinary action and possible termination or removal from the Board of Committee on which you serve. 

    4. PROXY FOR MEETING OF BOARD MEMBERS

    [ENTER ALTERNATE BOARD MEMBER’S NAME OR CHAIR JOE DON LOONEY; if left blank, Looney will be added automatically] as my proxy to act in my stead and authorize him/her fully to do all things which I could or might do if personally present.
     
    This proxy can be used at the monthly board meetings of the Pauls Valley Chamber of Commerce I am unable to attend during the fiscal year 2025-2026. The meetings are held the third Tuesday monthly (except the month of the Chamber Banquet and December) at 12pm.
     
    This proxy can be used no more than 3 times per year.