Board documents form the foundation of any organisation, whether it’s a charity or a community. They establish the structure and governance for the organization. Without these documents there would be no guidelines regarding how to act and there would be no accountability for the organization. They are not just important to ensure that the board fulfills its fiduciary duties but also to provide transparency and accountability for those who are involved.
Having the proper documents on the ready before a board meeting is crucial to facilitate constructive discussion and making sure that the board members are prepared for the meeting. This is only possible when the information is presented in a clear, concise and complete way.
Some of the most important documents for board members include annual agendas, reports, financial reports and board resolution outlines. Based on the company, these documents are either published or kept secret. They all provide information on an organisation’s direction and progress to stakeholders.
Board policies are an additional important document that is often forgotten. They define the guidelines and standards of the way boards operate. These might include self-evaluation policy, board-staff relationship policy, volunteer policy or financial management practices.
Organizations are increasingly using electronic board books, like the BoardWorks portal. This can reduce expenses by eliminating the need to print, bind or mail paper documents. These platforms also https://swrc2.info/how-to-write-a-board-resolution/ facilitate greater involvement by directors during meetings as they are able to quickly access and find documents on the platform.