Manual Contents
Updating
Orienting New Board Members
Conclusion

Board members who are knowledgeable about the organization they serve are better able to make wise decisions. New board members need to get "up to speed" quickly to be effective. You will save time if you have all your key documents in one convenient package.

Your organization should provide each board member with a board manual. Board manuals educate new members and provide current members with up-to-date information about the organization's history, mission, policies, and financial status.

Manual Contents

A typical board manual contains copies of the most important documents relating to the organization's daily functions, board procedures, and projects. It should be easy to update, well organized, and thorough.

Date the manual's contents and consider using a binder so that you can easily remove outdated papers and insert new ones. Divide it into sections such as those described below. Include a table of contents.

Every board manual should include:

1. Names, addresses, telephone and fax numbers, and e-mail addresses for:
   • Board members and committee members
   • Staff members
   • Key funders or supporters (optional)
2. Organizational Documents:
   • Mission Statement
   • By-Laws
   • Articles of Incorporation
   • 501(c)(3) determination letter from the IRS
3. Organizational Policies
   • Personnel policies and job descriptions
   • Conflict of interest policy
   • Purchasing policy
   • Sexual harassment policy
   • Other important policies
4. Programs and Contracts
   • Organizational Plan
   • Neighborhood Plan
   • Program descriptions
   • Government funding contracts
   • Grant agreements and successful proposals
   • Fee-for-service contracts
5. Financial
   • Current budget and previous year's budget
   • Most recent audited financial statements
   • Most recent management letter
6. Board Packets
   • Agendas, Minutes, Treasurer's reports, etc.
   • Newsletters, key correspondence, etc.

Also include other information you think might be helpful or informative such as board election results, project drawings, recent awards or news articles, and supportive letters. Customize your board manual to serve the needs and interests of your board.

As you assemble the manual, you may have to track down information you thought you wouldn't need. It may prompt you to consider issues and develop policies you had not thought about.

Updating

Don't let your Board Manuals gather dust after they are complete. Update them periodically.

If you have used a 3-ring binder, hole-punch all your agendas and other handouts for Board and Committee meetings so members can add them to the binder. Similarly, a new program description or contract can be copied and sent to board members, hole-punched to add to the binder.

You should update at least once a year, usually around the start of your new fiscal year. Either provide new sections, or a whole new binder.

Orienting New Board Members:

You can use your Board Manual effectively to help orient new members of your Board. Hold a meeting of new members and talk them through the manual's contents, highlighting your mission, primary programs, and financial statements. This will shorten their learning curve on the Board and help them become active, helpful Board members

Conclusion

A good Board Manual, regularly updated, can be an asset. Just remember your objectives:

• Create more informed Board members with a consistent base of knowledge.
• Quickly educate new board members so they can participate effectively.
• Have all your primary information in one convenient place.

Back to top