Running a nonprofit organization’s board of directors meeting can seem daunting, but it doesn’t have to be. By following a few simple steps and using templates for an agenda and the recording of minutes in the meeting, you can make the process easier for everyone involved. In this article, we’ll outline how to run a board meeting and we’ll offer templates to help get you started.
What Happens at Nonprofit Board Meetings?
So, what exactly happens during a board of directors meeting? The purpose of the meeting is for the board to discuss and make decisions about the organization’s strategy, finances, and operations. Board meetings are also a time for board members to receive updates from the Executive Director or other staff members.
Responsibilities of The Board Members
Each board member has a responsibility to participate in the meeting and contribute to the discussion. Nonprofit board members typically consist of a president, vice president, treasurer, secretary, and other directors.
President: The president is responsible for presiding over the meeting and making sure that it runs smoothly. A report will also typically be given regarding the state of the organization.
Vice President: The vice president takes on the role of president in the president’s absence. The vice president may also be responsible for leading committees and working with the board to set goals.
Treasurer: The treasurer is responsible for reporting the organization’s financial status. The treasurer may also be responsible for preparing the budget and overseeing financial transactions.
Secretary: The secretary is responsible for taking minutes of the meeting and keeping track of important documents. The secretary may also be responsible for sending out meeting notices and agendas.
Other Directors: Other directors may be responsible for leading committees or working on special projects. They may also serve as a liaison to the community or other stakeholders.
Frequency Of Board Meetings
Nonprofit board of directors may meet on a monthly basis, but the frequency can vary depending on the needs of the organization. Some organizations may hold board meetings more or less often, depending on the complexity of their operations.
Tips For a Successful Board of Directors Meeting
Now that you understand the purpose and frequency of board meetings, here are a few tips to make sure your meeting is successful:
– Develop an agenda: An agenda helps to keep the meeting focused and on track. It should be distributed to board members in advance of the meeting so the directors can preview it.
– Set goals: Before the meeting, take some time to develop goals for what you want to achieve. This will help to keep the discussion focused and make sure everyone is on the same page.
-Start and end the meeting on time: It’s important to start and end the meeting on time so that you are respectful of the schedules of others. This also helps to keep the discussion focused.
– Take minutes: A record of each board of directors meeting is a requirement of corporate law. A record of what was presented, discussed and decided at the meeting should be noted by the secretary. The minutes should be distributed to board members after the meeting.
-Focus on strategy: The board meeting is a time to focus on the organization’s strategy, finances, and operations. Avoid getting bogged down in details or other matters that can be addressed at other times.
-Ensure everyone has time to speak: Make sure that everyone has a chance to speak and share ideas. This helps to ensure that all voices are heard and that the best decisions are made.
– Follow up: After the meeting, it’s important to follow up with board members on any action items that were assigned. This will help to ensure that things get done and keep everyone accountable.
Agenda Template
If you’re stuck on how to write an agenda, we’ve put together a template to help you out.
Board Meeting Agenda Template
Date: ________________________
Time: ________________________
Location: ________________________
I. Call to Order
II. Roll Call
III. Approval of Agenda
IV. Approval of Minutes from Last Meeting
V. President’s Report
VI. Treasurer’s Report
VII. Old Business
VIII. New Business
IX. Adjournment
Board Meeting Minutes Template
We’ve also provided you with a board meeting minutes template to assist you during your meetings.
Date: ________________________
Time: ________________________
Location: ________________________
I. Call to Order
II. Roll Call
III. Approval of Agenda
IV. Approval of Minutes from Last Meeting
V. President’s Report
VI. Treasurer’s Report
VII. Old Business
VIII. New Business
IX. Adjournment
Conclusion
Running a successful board meeting requires some planning and preparation. But, with a little bit of effort, you can ensure that your meeting is productive, efficient, and informative. Use the tips and templates in this article to help you get started.