Board Leadership Responsibilities & Best Practice

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CHAIRPERSON

• Prepare your agenda – 5-7 days in advance of the meeting and, in coordination with the board Secretary, circulate the agenda to the board along with minutes from the last meeting and any documents that the board may be discussing. Copy the CKCF Affiliate Director and Affiliate Coordinator and CEO on this email.
  • Click here for a Sample Agenda
• Follow Robert’s Rules Basics.
  • Need a refresher? Click here
• How to lead meetings:
  • Keep the meeting moving and the discussion focused with a goal of completing the business in one hour.
  • Establish committees (they might be just two people) within the board to plan events or bring nominations for new members, for example. The board does not need to serve as “committee of the whole” when it will be more efficient to have a sub-committee bring a thoughtful recommendation.
  • Ask the Secretary to include any “assignments” made to individual board members in the minutes.
  • Table discussions that become belabored until the next meeting as necessary.
• Your Treasurer will generate financial reports, but the board chairperson and/or treasurer should be familiar with the financial reports. This involves a personal log-in for access to the online portal. Contact CKCF if you need assistance with this.

Become familiar with the Distribution Recommendation Form as you will sign for distributions, including any personal reimbursements requested by board members for expenses incurred for your foundation, for example, for an event.

• • CKCF Accounting Procedures

• If your foundation has a staff person, the chairperson will be informed of hours worked. It is recommended that the staff person provide a report of activities for each board meeting. The chairperson is required to approve staff expense reports.
• For Event Planning, see Event Planning/Fundraising Policy & Procedures.

SECRETARY

The main responsibility of the Secretary is to take minutes at meetings and send them to the board within one week after the meeting, copying the CKCF Affiliate Director, Affiliate Coordinator, and CEO.

• Minutes should include a list of those present, board motions or ratifications on all expenditures including grant recommendations, any change in board membership and board officers, and plans for any events.
• Anytime your board plans an event outside of a board meeting, complete and submit the CKCF Event Fundraising Form 60 days prior to any event.
• Keep a spreadsheet of board members and update it annually to prepare for recruiting new members.
• For Event Planning, see Event Planning/Fundraising Policy & Procedures.

 

TREASURER

Become familiar with the CKCF web-based financial reports, this involves a personal log-in to access.

• Monitor the affiliate fund balances and activities.
• Understand your Operating Fund and its uses. Maintain a balance that will cover anticipated costs for the next two-three years. As you grow, encourage donations to your operating fund.
• Ensure that each donor gets a hand-written thank you. CKCF will send a gift acknowledgment letter CKCF sends for IRS reporting purposes. Inform the board of donor names as part of your report.
• Double-check grants awarded from your funds.
• As treasurer, complete forms to accompany donations and ensure safe delivery of funds to CKCF office or designate this responsibility.

Accounting Processes and Event Information