What Information Does Your Board Need Access To?
repost from Boardable | The Nonprofit Board Governance Guide
Agenda and Minutes: These items help your members always have up-to-date details on meetings and recent history. Check your state laws to see if there are requirements for how long you keep these records and whether they need to be publicly accessible.
Bylaws: These ensure your meetings run smoothly and that members know your expectations. They also spell out procedures for common issues from voting procedure to board member attendance.
Strategic Plans: Whether they are long-term or short-term, board members need to document strategic plans to be able to provide you with the best insight and assistance for moving forward.
Your History and Mission: Members should always know who your nonprofit serves, and why you do what you do. It’s a good idea to review your history and mission at board retreats and make sure everyone is on the same page.
Board Expectation Agreement: This essential document outlines exactly what you expect from board members in detail, avoiding miscommunication or unwanted results. It should include topics such as attendance, personal donations, fundraising support, ambassadorship efforts, and anything else your organization expects board members to do.
Board Member Job Description: Specific details of what board membership looks like and how directors serve your board helps prospective members decide if board service is for them.
Committee Charges: Details about what a committee does, who is responsible for it, and how decisions are made set this reporting structure up for success.
Legal Documents: From your articles of incorporation to your legal status and other essentials, have important legal documents available for board members to easily access.
Financials: Budget, financial statements, and your last annual audit results are among the important documents that boards need to make decisions. Again, check with local laws about requirements for what needs to be made public and how long documents need to be retained.
Contact Details: Maintain this information for the current board, any active emeritus members, and key executive employees. Identify who emergency contacts are in various situations and consider making contact info shareable (as desired) among board members.
Calendar: A clear, easy-to-understand calendar of your upcoming events, activities, and important dates for your nonprofit—updated every meeting—ensures better attendance.