In every nonprofit where I have volunteered with or worked, the same question arises at board meetings: What documentation does a new board member need? The result is often haphazard and the board member rarely receives what they need to feel valued or be successful.
I propose a Welcome Letter that contains links to the key organizational documents. The letter should be “owned” by the Governance Committee (if there is one), even if a staff member is the one who sends it.
The letter should contain links to the following:
- The Onboarding Plan (This is a simple one-page document that clarifies what success will look like and includes a time frame)
Administrative Documents (to Read, Sign, and Return)
- Board Members Agreement
- Conflict of Interest Policy
- Grievance Policy
- Board Roles & Responsibilities
Core Documents to Review:
- Recent Financials
- RPN’s Budget
- Recent Annual Meeting Decks
- By-Laws
Additional:
- Gift Acceptance Policy
- Expense Reimbursement Policy
- Instructions for providing a biography and photo for the organization’s website
- Instructions about technical processes they might need to know
- Information about the location or point of contact is for the organization’s founding documents.