building the board manual presentation
Post on 20-Oct-2014
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DESCRIPTION
The Board Transformation Toolkits were developed by the Community Foundation for Monterey County and are intended to be used by and with the volunteer boards of nonprofit organizations. You are free to copy, distribute, transmit, and adapt the materials as long as you credit the Community Foundation for Monterey County and do not use the Toolkits for commercial purposes. The slides are intended to guide the presentation – they do not include all of the information contained in the toolkit. Each Toolkit contains: PowerPoint Presentation, Facilitator’s Guide, FAQ – Frequently Asked Questions, Handouts, Assessment, and Action Plan Worksheet. First, read the Facilitator’s Guide and review the toolkit elements prior to viewing the PowerPoint slides. The Center for Nonprofit Excellence thanks Judith Sulsona of Judith Sulsona Consulting and Marie Glavin of Renaissance Resources West for researching and developing the draft toolkits with input from over a dozen local boards. Thanks also to John Harp for curriculum review. The toolkits were funded in part by the David and Lucile Packard Foundation and the Community Leadership Project, a joint effort of The David and Lucile Packard Foundation, the James Irvine Foundation, and William and Flora Hewlett Foundation.TRANSCRIPT
Main Menu
Topic Slide #
Board Manual3
Format 4
Providing a Board Manual5
Updating the Manual6
Contents of a Board Manual7
Sample Table of Contents9
Additional Resources17
Discuss = stop and discuss topicUnderlined titles addressed in the FAQ document
Building the Board Manual / © Community Foundation for Monterey County
Board Manual
A well crafted board manual: Allows new board members to become better acquainted
with the organization.
Familiarizes new board members with their duties and responsibilities.
Provides an important resource available to all board members.
Building the Board Manual / © Community Foundation for Monterey County
Format
The board manual is generally kept in a loose-leaf binder or posted on the organization’s website.
The manual should include: A table of contents
Clearly identified sections that address major areas of board responsibilities
Relevant content
Building the Board Manual / © Community Foundation for Monterey County
Providing a Board Manual
It is best to provide new board members a copy of the board manual or the website link at their orientation. This should be accomplished prior to their first official board meeting.
Contents of the manual should be reviewed and key areas highlighted at new board member orientation.
Building the Board Manual / © Community Foundation for Monterey County
Updating the Manual
The board manual: Is designed to be a continually evolving document.
Requires periodic review to insure the materials are current.
Periodic review should be assigned to the governance committee or a special committee.
DiscussBuilding the Board Manual / © Community Foundation for Monterey County
Contents of a Board Manual
The following major categories are typically found in most board manuals: Brief history of the organization
Mission, vision, and values
Board member job descriptions
Legal documents such as the Articles of Incorporation and Bylaws
Board policies and procedures
Building the Board Manual / © Community Foundation for Monterey County
Continued: Budget, financial statements, latest audit report
Roster of current board members and a brief bio
Current strategic plan
Overview of programs and staff information
Committee information, assignments, board minutes, and orientation information
Board meeting and special events calendar
DiscussBuilding the Board Manual / © Community Foundation for Monterey County
Contents of a Board Manual
Sample Table of Contents
The Board Board members' names and contact information
Board members’ bios in a simple format – one paragraph is sufficient
Board members' terms
Board statement of responsibilities
Committee/Task force jobs and descriptions
Building the Board Manual / © Community Foundation for Monterey County
Sample Table of Contents
Historical Background of the Organization Brief written history and/or fact sheet
Articles of Incorporation
IRS determination letter
Bylaws
Listing of past board members
Building the Board Manual / © Community Foundation for Monterey County
Sample Table of Contents
Strategic Framework Mission and vision statement
Strategic framework or plan
Current annual operating plan
List and description of major programs
Minutes from recent board meetings
Items of significance
Building the Board Manual / © Community Foundation for Monterey County
Sample Table of Contents
Policies and Procedures Pertaining to the Board Policy on potential conflicts of interest
Whistle-blower policy
Document retention policy
Insurance policy coverage
Travel/Meeting expense reimbursement procedures
Meeting attendance policy
Building the Board Manual / © Community Foundation for Monterey County
Finance and Fundraising Prior-year annual report
Most recent audit report
Current annual budget
IRS Form 990
Banking resolutions and investment policy
Latest fund development and communications plan
Current funder list
Building the Board Manual / © Community Foundation for Monterey County
Sample Table of Contents
Staff Chief executive job description
Staff listing
Organization chart
Building the Board Manual / © Community Foundation for Monterey County
Sample Table of Contents
Other Information Annual calendar of board meetings and important dates
Website information
Promotional material (membership brochure, information brochure, advertisements, etc.)
DiscussBuilding the Board Manual / © Community Foundation for Monterey County
Sample Table of Contents
Facilitator’s Guide and Frequently Asked Questions (FAQs)
Handout: What to Include in a Board Manual
Assessment: Board Manual Assessment
Action Plan Worksheet
Material in this Toolkit
Building the Board Manual / © Community Foundation for Monterey County
PRINT Resources Available for Purchase The Nonprofit Policy Sampler, Second Edition (2006) BoardSource
The Governance Series (2007) BoardSource
The Nonprofit Board Answer Book: A Practical Guide for Board Members and Chief Executives (third edition) BoardSource
The Handbook of Nonprofit Governance (2010) BoardSource
Online Resources Center for Nonprofit Management-profit Resource Center:
Community Foundation for Monterey County’s Center for Nonprofit Excellence
California Attorney General’s Guide for Charities (California Attorney General’s Office)
Additional Resources
Building the Board Manual / © Community Foundation for Monterey County
The Board Transformation toolkits were funded in part by The David and Lucile Packard Foundation and the Community Leadership Project, a joint effort funded by The David and Lucile Packard, James Irvine, and William and Flora Hewlett foundations.
The Center for Nonprofit Excellence thanks Judith Sulsona of Judith Sulsona Consulting and Marie Glavin of Renaissance Resources West for researching and developing the draft toolkits with input from a dozen local boards. Thanks to John Harp for curriculum review.
The toolkits were developed by the Community Foundation for Monterey County and are intended to be used by and with the volunteer boards of nonprofit organizations. You are free to copy, distribute, transmit, and adapt the materials as long as you credit the Community Foundation for Monterey County and do not use the work for commercial purposes.Images courtesy of FreeDigitalImages.net
Acknowledgments
Building the Board Manual / © Community Foundation for Monterey County
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