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Purpose of Manual
- An important element in the orientation and training of new and current directors.
- An indispensable tool and central resource during the Board’s work throughout the year.
Preferred Features
- The manual should be well planned (include essential items but not be a repository for everything)
- The manual should be organized (clearly marked sections and a table of contents).
- The manual should have pockets to hold brochures and similar items.
- All materials should be dated.
- The manual must be kept current.
- It must be updateable and allow for materials to be added and removed.
- The manual must be easy to use.
- It should be of a reasonable size and weight so it can be brought to meetings and used.
- Don’t include duplicate or similar items and, where possible, use summaries instead of longer documents (material that has a direct impact on potential liability of directors, such as letters patent or by-laws, should not be summarized)
- The manual may be prepared by staff, but it should be done with input by and in consultation with officers and directors. Board members should regularly evaluate its usefulness and provide suggestions for improvement.
Contents of Manual
- names of board members, their biographies, terms of office and a statement of their responsibilities;
- a list of committees and task forces, with their terms of reference, time frames and membership;
- a brief written history of the organization and/or a fact sheet about the organization;
- Letters Patent, supplementary Letters Patent and bylaws;
- mission and vision statements;
- strategic plan, and the current annual operating plan;
- minutes from recent board meetings;
- board policies (e.g., conflict of interest, insurance coverage, expense reimbursement);
- the prior year’s annual report and audit report;
- current annual budget and latest financial statement;
- banking resolutions and investment policy;
- current list of major funders or partners and/or stakeholder map;
- organizational chart and staff information;
- annual calendar; and,
- promotional material and Web site information.
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