Board Orientation

Orientation of New Board Members

Effective orientation for new board members begins with a board manual that clearly describes the organization and outlines the responsibilities of board members. Of course, nothing can replace an orientation session combined with written materials, to clearly outline the new board members role.

A Comprehensive Manual

Below you will find a list of recommendations to include in a comprehensive board manual. You may not wish to include all the materials listed, in fact some items may not be applicable (i.e.: staff listing for an organization with no staff).

Remember, the manual should be concise and easy to read - a 150-page board manual will likely not be read! Include sample promotional materials such as brochures or newspaper clipping, without including every article ever written about the organization.

General Information
  • A description of the organization's mission and goals, services and programs and staff structure.
  • A list of other board members and their contact information
  • The organization's strategic plan
  • Staff listing
Roles and Responsibilities of Board Members
  • A "job" or position description for board members
  • Terms of Reference for the Executive Committee (President, Vice-President, Treasurer, Secretary)
  • A copy of the organization's Articles of Incorporation and Bylaws (where applicable)
Board Policies
  • Role of the Board
  • Conflict of Interest Guidelines
  • Risk Management Strategy
  • Nomination procedure for new board members
  • Travel Remuneration Procedures
  • Sexual Harassment/Gender Free Language Policy (if applicable)
  • Financial Structure and policies related to cheque signing
  • Insurance policy (Director's Liability information if applicable)
  • Media/Public Relations Policy
(A Board Policy manual is similar to an organizational/employee policy manual but specific to Boards of Directors)
  • Financial Management
  • Up to date audited financial statements
  • Copy of the current budget
  • Copy of the most recent Annual Report
Other Information
  • Goals for the upcoming year
  • Sample of minutes from previous board meetings
  • A form outlining the board member's commitment, role and responsibilities which the board member can sign and return
  • Brochures and other promotional materials

See also suggested contents listed in Toolkit 1

Encourage new board members to approach you or the board President if they have any questions after reviewing the manual. New board members may not feel comfortable voicing confusion or asking questions about policies and procedures at the first board meeting or board orientation session. However, it is important that they understand their role and responsibilities within the board.

(Source: envision.ca)

 

Resources - Websites and Documents

Orientation and Training of Board Members  - by createthefuture.com

The Effective Board Member's Orientation Manual - by Ginsler & Associates Inc.

Sample Contents of Board Member's Manual - by Free Management Library

Sample Board Job Descriptions - Toolkit 1


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