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Governance
For more information on Board Orientation please link to: www.nutsbolts.com.
How To Welcome a New Board Member
When a new volunteer joins your board of directors, send a "Welcome
Aboard Kit" as soon as possible. At a minimum, include the
following items in this kit:
- 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.
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