No matter if it’s for an organisation, charity or community, the board documents are used to establish the structure and governance of the organisation. Without these documents there would be no direction regarding how to act and there would be no accountability for the organisation. These documents are not just to ensure that the board is performing its fiduciary duties as well as to provide transparency and accountability for all stakeholders.
It is important to have the appropriate documents available before a board of directors meeting. This will facilitate a productive discussion and make sure that all members arrive prepared. This can only be achieved by ensuring that the information in the documents is concise and clear, and if it is presented with a sharp emphasis on the three C’s – Clear, Concise, and Complete.
Some of the most important documents for board members include annual reports, agendas financial reports, as well as the board resolution outline. The organization’s requirements determine whether these documents are either public or kept secret, but all provide information to the public about the organisation’s development and direction.
Board policies are another important document that is often overlooked. They establish the guidelines and standards of how a board operates. This could include a self-evaluation, board-staff relationships, volunteer policy, or financial management practices.
The board documents that are included in an electronic board book, such as a BoardWorks portal is being increasingly utilized by organizations and can cut down on costs associated with printing, binding and mailing director’s files on paper. These platforms also facilitate greater participation by directors at meetings as they are able to easily access and locate documents on the platform.
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