PFSO Board Handbook Review (For January 2025 Adoption Consideration)
As part of the ongoing modernization of PFSO governance and operations, a comprehensive Board Handbook has been drafted for Executive Board review. Although the Handbook is an operational document—not a governance document—it is new to the organization and will therefore undergo a Board-led review period prior to a vote for adoption at the January 13, 2025 Executive Board meeting.
The purpose of this review is to ensure accuracy, clarity, and alignment with current bylaws and planned updates, and to provide incoming Board candidates with a reliable reference for the 2026–27 nominating cycle.
Handbook Editions Under Review
Two editions have been prepared:
2025 Edition (v2025.5)
Intended to take effect immediately upon adoption in January 2025.
Link: https://drive.google.com/file/d/1ws-FO-Y_E2pnqHrSS0377eiqyizvmljx/view?usp=sharing
2026 Edition (v2026.4)
Aligned with the proposed 2026 bylaws; intended to take effect July 1, 2026.
Link: https://drive.google.com/file/d/1ILwuiQ8CJjjlJvBf57OiGGdnS_IBTTYq/view?usp=sharing
Board members may review either or both versions.
If reviewing only one, the 2026 Edition is the priority, as it will be used by next year’s Nominating Committee to inform prospective candidates for the 2026–27 Board.
Relationship to the Bylaws Modernization Project
These Handbook editions were designed to reflect the structure and expectations outlined in the proposed bylaws updates. Board members wishing to compare the Handbook with the bylaws drafts may reference them here:
PFSO Bylaws Modernization Materials
https://www.foothilltechpfso.org/compliance-transparency/pfso-bylaws-modernization/
The 2025.5 Handbook corresponds to the proposed 2025 bylaws, and the 2026.4 Handbook corresponds to the proposed 2026 bylaws.
Structure of the Handbook
The Handbook is intended as a practical reference tool. It includes:
- Quick-reference resources for Board members
• Annual calendar and operational expectations
• Role descriptions for officers, representatives, and committee chairs
• Finance and compliance requirements
• Appendices containing all standard PFSO forms
Although the full document is extensive—approximately 118 pages including appendices—most Board members will only need to review the sections that apply directly to their responsibilities. Early in the Handbook, a navigation section identifies which parts are relevant to each role.
How to Submit Feedback
Feedback will be collected through a structured online form:
PFSO Board Handbook – Feedback Form
https://docs.google.com/forms/d/e/1FAIpQLSfULizkq0_XBdTgBdV0SvEmSUX_UPeRoBWzBjEGL_zl1Kn2-Q/viewform
Important Notes
• Submit one issue per entry to support accurate tracking.
• You may submit multiple entries as needed.
• Feedback may address clarifications, corrections, workload feasibility, missing content, or inconsistencies with current or proposed bylaws.
• Optional file uploads are available for annotated documents or screenshots.
All submissions will be reviewed and consolidated by the Parliamentarian.
Review Timeline
Now – January 1, 2025
Board review period. Feedback submitted through the online form.
January 2–10
Parliamentarian processes submissions, incorporates accepted revisions, and prepares a change log.
By January 10
Final Handbook drafts and the change log are distributed to the Executive Board.
January 13, 2025 Executive Board Meeting
Board discussion and vote on adoption of both Handbook editions.
Optional Drop-In Q&A Sessions
To support Board members during the review period, optional drop-in Zoom sessions will be offered for any questions or clarification regarding the Handbook. These sessions are informational only and are not Board meetings. Attendance is not required.
Drop-In Session Dates:
- Monday, December 15, 5:30–6:30 PM
- Friday, December 26, 6:00–7:00 PM
These sessions are intended solely to assist with understanding sections of the Handbook and to provide any context needed to help Board members submit clear, accurate feedback through the Google Form by January 1. They are informational only; no decisions will be made, and attendance is not required.
Zoom link: https://us06web.zoom.us/j/84622447311?pwd=61DLnBV2JbI43j3AjCm9ToeeB8IrqI.1
Meeting ID: 846 2244 7311
Passcode: y7NA5F
Frequently Asked Questions
Do I need to read the entire Handbook?
No. Board members are encouraged to read only the sections applicable to their role. The navigation guidance near the front of the Handbook identifies all relevant pages.
Which edition should I focus on?
The 2026 Edition (v2026.4) is the priority for review. It will directly support the 2026–27 nominating process.
May I comment on both editions?
Yes. If an issue appears in both versions, you may note that in your form submission or submit entries for each edition separately.
Can I compare the Handbook to the bylaws drafts?
Yes. The proposed bylaws for 2025 and 2026 are available on the PFSO website. Referencing the bylaws is optional but may help identify inconsistencies.
Can I submit feedback by email?
To ensure complete tracking, Board members should use the provided feedback form as the primary method.
What if I miss the January 1 deadline?
Feedback submitted after January 1 may not be included in the January 13 adoption drafts, but may be considered for future revisions.