- Welcome
letter signed by the executive director and the board
president
- Description
of duties as a member of the board of directors
- Board
meeting minutes for the last 12 months
- Strategic
plan
- Board
governing documents, including bylaws, policies, etc.
- Current
budget
- List
of all board officers and board members with addresses,
phone numbers and fax numbers
- Committee
descriptions, goals and list of members
Source:
Nuts &
Bolts Publishing.
What
Goes in the Board Manual?
The
Board Manual: An Orientation and Resource Tool
The
foundation of a committed, knowledgeable, and effective board
is orientation and education. As an essential companion to
orientation and education, every organization should have
a thorough, easy to use manual that board members can use
throughout their terms.
A
board manual serves two functions.
- For
the new board member, it is an orientation handbook that
provides useful information about the organization, board
structure and operations, and fellow board members and
staff.
- For
the balance of a member's board service, the manual then
becomes an indispensable working tool and a central resource
about the organization and the board.
Materials
can be added and removed to create an up to date reference.
The board manual is developed by staff in consultation with
the board chairperson and other officers. Present it to board
members in a durable, attractive loose-leaf notebook with
a table of contents and clearly divided and labeled sections.
Date every item and replace material when necessary. Insert
stationery, brochures, and similar items in pockets of the
notebook.
To
develop a working manual that board members use and rely
on:
- Don't
overwhelm new board members with too much information.
When several examples are available (e.g., current press
clippings), Include only one.
- Keep
each item brief. A two paragraph biography of the executive
director is preferable to a four page resume, for example.
- Use
the handbook as a "textbook" during board orientation.
- Encourage
board members to read and ask questions about the material.
Ask board members to evaluate the usefulness of the manual
each year.
- Revise
the contents or format based on their comments.
Board
Manual Contents Checklist
A thorough board manual can include the following materials.
(Remember to keep each item as concise as possible.)
The
Board:
- Board
members listing and bios a Board members terms
- Board
statement of responsibilities
- Committee
and task force job and descriptions.
Historical
references of the organization
- Brief
written history and/or fact sheet
- Articles
of Incorporation
- Bylaws
- IRS
determination letter
- Listing
of past board members
Strategic
framework
- Mission
and vision statement
- Strategic
framework or plan
- Current
annual operating plan
Minutes
from some recent board meetings
Policies
pertaining to the board
- Policy
on potential conflicts of interest Insurance policy coverage
- Legal
Iiability policy
- Travel/meeting
expense reimbursements
Finance
and Fund-raising
- Prior
year annual report
- Most
recent audit report
- Current
annual budget
- Banking
resolutions
- Investment
policy
- Current
funder list
Staff
- Staff
listing
- Organization/team
chart
Other
Information
- Annual
calendar
- Website
information
- Promotional
material (membership brochure, information brochure, advertisements,
etc.)
For
more information:
Hughes, Lakey and Bobowick`s The Board Building Cycle
features nine steps for your board to follow through the
board-development process.
|
|
K
