Board governance & nonprofit best practice checklist

Board Governance and
Nonprofit Best Practice Checklist
This tool was designed to help nonprofit organizations assess their organizational
capacity against a number of best practices recommended by the Center for
Nonprofit Resources (C4NPR.org – Toledo, OH).
Each organization will need to decide for itself what changes, if any, to make in its
governance and management policies and practices based on the self-assessment.

Board Governance
Yes No N/A Where to go for more information
Is the current mission
statement appropriate and
relevant?
-What is a Mission Statement by Megan Meyer:
http://www.c4npr.org/clientuploads/Board%20Governance%20Resourc
es/C4NPR%20Article%20-
%20What%20Is%20a%20Mission%20Statement.Megan%20Meyer.doc
-How to Write the Statements and Why They Matter:
http://managementhelp.org/strategicplanning/index.htm
Does the organization have
a clearly-articulated 5- or
10-year vision?
Does the board play a role
in developing and regularly
reviewing the
organization’s mission and
vision?
Are the mission and vision
used to drive decisions?
Mission and Vision

Board Governance
Does the board have
written bylaws in place
which are accessible to all
and to which the group
adheres?
-Blue Avocado Article with checklist:
es/BlueAvocado%20Article%20-%20Bylaws%20Checklist.pdf
Does the board have
written bylaws in place
which are accessible to all
and to which the group
adheres?
-Blue Avocado Article with checklist:
es/BlueAvocado%20Article%20-%20Bylaws%20Checklist.pdf
Has the board adopted a
Code of Ethics that
establishes the standards of
conduct for board and
staff?
NCNA Sample: Board Code of Ethics from the Michigan Nonprofit
Association:
es/NCNA%20Sample.Board%20Code%20of%20Ethics.Michigan%20Nonp
rofit%20Association.pdf
Has the board adopted
additional policies for
effective governance of the
organization?
-BoardSource.org Article – Creating Policies:
es/BoardSource%20Article%20-%20Bylaws.pdf
Bylaws and Other Governance Policies

Board Governance
Are the board’s policies
easily referenced by all?
Do the bylaws or governance
policies provide for limited
terms for board members
and officers?
Bylaws by Creative Option C: http://www.c4npr.org/main/board-
governance/
and officers?
governance/
and officers?
governance/
Bylaws and Other Governance Policies Continued

Board Governance
Do all board members
demonstrate understanding
of and embrace their role as
trustees of a nonprofit
organization fiscally
responsible to the public and
to donors?
Ohio Attorney General’s Office Guide for Charity Board Members:
http://www.ohioattorneygeneral.gov/Files/Publications/Publications-for-
NonProfits/Guide-for-Charity-Board-Members
Are all board members
willing to participate in
governance, that is, in
making policy-related
decisions that guide
programs and operational
activities?
Roles and Responsibilities of Nonprofit Board members in Ohio by
Creative Option C
Roles and Responsibilities of Nonprofit Board Members in Ohio
Are the responsibilities of
board members clearly
spelled out such as in a
board member position
description?
From NonprofitWorks.org– Board Member Sample Position Description:
es/Nonprofit%20Works%20Sample%20-
%20Board%20Member%20Job%20Description.doc
Board Role and Responsibilities

Board Governance
demonstrate support for the
organization’s mission?
annually self-evaluate their
own performance as board
members?*
Board member Self-Assessment from Aurora Consulting:
http://www.c4npr.org/clientuploads/Adaptive%20Leadership/C4NPR%2
0Workshop%20Handout%20-
%20Board%20Member%20Self%20Assessment.Aurora%20Consulting.pd
f
Board Role and Responsibilities Continued

Board Governance
Are the structure and
responsibilities of each committee
clearly outlined in written policies?
Sample Board and Committee Structure:
See www.nonprofitworks.com
Are the board’s committees active
and responsible for the work in
their area?
Do all committees, including an
Executive Committee, report their
activities to the board?
Do committee assignments reflect
interests and skills of board
members?
Does the committee structure
contribute to effective board
governance and decision-making?
From MENDPoverty.org - Sample Board Member and Committee Job
Descriptions:
http://www.c4npr.org/clientuploads/Board%20Governance%20Resources/c4n
pr%20Sample%20-
%20Board%20Member%20and%20Committee%20Job%20Descriptions.MEND.
pdf
Are board and staff roles with
respect to committee work clearly
understood and respected?
Board and Committee Structure

Board Governance
Is diversity of thought specifically
encouraged among board
members?
From NPQ.org, The Cyclical Nature of Board Behavior:
http://www.nonprofitquarterly.org/governancevoice/12026-here-we-go-
again-the-cyclical-nature-of-board-behavior.html
Or visit Julia Classen’s blog at: www.auroraconsult.org/blog
Is adequate time given for free and
full discussion of important
matters?
When a difference of opinion does
emerge, is the matter resolved in a
way that demonstrates respect for
all?
Are the talents of board members
used effectively? Do board
members enjoy their work and find
it meaningful?
Do board members communicate
with each other in a way that builds
trust and teamwork?
Does the board have an annual
retreat? Is it well-attended?
Board Culture and Group Dynamics

Board Governance
Is the board comprised of individuals with
the requisite skills, characteristics and
experiences to perform the board’s
functions?
Board Matrix Sample by Creative Option C:
http://www.c4npr.org/clientuploads/Board%20Governance%20Resource
s/C4NPR%20Sample%20-
%20Board%20Matrix.Creative%20Option%20C.doc
Does the board composition represent the
diversity in the community in terms of
gender, race, age, geo. distribution, and
stakeholder interests?
Does the board have an adequate number
of productive members to effectively
govern and fulfill the board’s
responsibilities?
Does the board participate in identifying
its board development needs & recruiting
potential board members who might meet
those needs?
Does each new board member receive a
board-led orientation to the organization
including its policies, board member
expectations, practices, and history?
Technical Assistance for Community Services - Board Orientation Checklist:
s/c4npr%20Sample%20-%20Board%20Orientation%20Checklist.TACS.pdf
Do board members participate in a regular
self-assessment of the board’s governance
function?
This document – The C4NPR Board Governance and Best Practice Checklist
2014
Board Composition and Development

Board Governance
Are meeting agendas and supporting
materials provided to all board members
prior to each meeting?
Meeting Sample Minutes by Creative Option C:
s/Sample%20meeting%20agenda.CreativeOptionC.doc
Are all board members prepared for each
meeting?
Are board meetings well attended?
Is there a written attendance policy for
board meetings with stated consequences
for excessive absenteeism?
governance/
Are minutes prepared for each meeting
which are approved by the board and held
in a central location as the corporate
record?
Sample minutes from Carter McNamara:
http://managementhelp.org/boards/sample-minutes.htm
Are board meetings focused on policy and
other important long-term matters rather
than on day-to-day operations?
Board Meetings

Board Governance
Does the board chair effectively facilitate
to keep each meeting on track and
allowing for full discussion of important
matters?
Meeting Sample Minutes by Creative Option C:
s/Sample%20meeting%20agenda.CreativeOptionC.doc
Are board meetings productive, making
good use of board member time?
Does everyone leave board meetings with
a clear understanding of what has been
decided and what happens next?
Board Meetings Continued

Financial and Legal Matters
Does the board have a legally-registered
statutory agent and a current certificate of
continuing existence from the Ohio
Secretary of State?
Ohio Secretary of State’s office:
http://www.sos.state.oh.us/sos/upload/publications/busserv/Nonprofit.p
df
Does the board review and certify the
accuracy of the IRS 990 (tax return form)
each year before it is filed?
IRS 990 Information at:
http://www.irs.gov/Charities-&-Non-Profits
Is the organization properly registered
through the Ohio Attorney General’s office
and up to date with filings?
Ohio Attorney General’s office Nonprofit Handbook:
NonProfits/Nonprofit-Handbook
Is the organization properly registered
through the Ohio Attorney General’s office
and up to date with filings?
Ohio Attorney General’s office Nonprofit Handbook:
NonProfits/Nonprofit-Handbook
Does the board conduct a periodic review
of its compliance with federal and state
laws?
OANO.org’s Compliance Checklist:
http://www.c4npr.org/clientuploads/Board%20Governance%20Res
ources/Checklist%20for%20Ohio%20Nonprofit%20Organizations%2
01-10-14.pdf
Does the board carry and regularly review
its general liability and Directors and
Officers’ liability insurance policies?
Is the board in compliance with laws
governing legislative advocacy?
Visit: www.bolderadvocacy.org
Compliance with State and Federal Laws

Does the board establish an annual budget
that reflects the priorities, goals and
values of the organization? Is it thoroughly
discussed by the board before it is
adopted?
NonprofitWorks.org Sample Line Item Budget:
http://www.c4npr.org/clientuploads/Financial%20Resources/NonprofitW
orks%20Sample%20-%20Line%20Item%20Budget.xls
Does the board regularly review financial
reports (Profit and Loss Statement and
Balance Sheet) that are timely,
understandable, and support fiscal
decision-making?
Nonprofit Finance Fundamentals PowerPoint by Dione Alexaner of
Nonprofit Finance Fund:
https://asoft4240.accrisoft.com/npr/clientuploads/Financial%20Resource
s/Finance%20Fundamentals.pdf
Is the treasurer or another board member
actively involved in preparing financial
reports for the board?
Does the board discuss discrepancies
between approved budgetary authority
and actual income or spending?
Budgeting and Financial Oversight

[Organizations with annual income above
$300,000] Does the board require and
review an annual audit and then follow
any recommendations in the management
letter?
[Organizations with less annual income]
Does the organization have a policy in
place to provide for an internal audit
performed by board members who do not
ordinarily have access to financial records
and accounts?
Internal Audit Instructions and Checklist:
http://www.c4npr.org/clientuploads/Financial%20Resources/C4NPR%20S
ample%20-
%20Internal%20Audit%20Instructions%20and%20Checklist.doc
Audits

Does the organization have and follow
written financial management policies
addressing conflicts of interest, internal
controls, whistleblowing, and
investments?*
Ohio Attorney General’s office – Avoiding Theft Publication:
NonProfits/Avoiding-Theft-in-Your-Nonprofit-%281%29
Are the organization’s financial policies
regularly reviewed and approved by the
board?
CompassPoint.org Internal Controls Checklist:
http://www.c4npr.org/clientuploads/Financial%20Resources/CompassPoi
nt%20Sample%20-%20Internal%20Controls%20Checklist.pdf
Financial Policies and Procedures

Management and Leadership
Does the board provide clear goals,
expectations, and identified performance
indicators for the CEO?
-Chair-CEO Relationship from Aurora Consulting:
http://www.c4npr.org/clientuploads/Managing%20Up/C4NPR%20Worksh
op%20Handout%20-%20Chair-
CEO%20Relationship.Aurora%20Consulting.pdf
-E.D. Guidelines for Managing Up/Managing Down from Aurora
Consulting:
http://www.c4npr.org/clientuploads/Managing%20Up/Guidelines%20for
%20Managing%20Up%20and%20Down.pdf
-Building an Effective Team by Aurora Consulting:
http://www.c4npr.org/clientuploads/Managing%20Up/Building%20an%2
0Effective%20Team.pdf
Does the board provide adequate
resources and authority as needed to
achieve goals and meet stated
expectations?
Is there a climate of mutual trust and
respect between the board and staff?
Do individual board members understand
that only the board as a whole or a board
designee can direct the CEO?
Board-CEO Relationship

Does the board provide a regular
performance evaluation of the CEO?
MPERS Exec Director Evaluation Process and Criteria:
http://www.c4npr.org/clientuploads/Managing%20Up/MPERS%20Exec%
20Dir%20Evaluation%20Process%20and%20Criteria%20June%202013.pdf
Are the distinct roles and responsibilities
of board and CEO understood and
respected by all?
Does the board allow and provide the CEO
professional growth and development
opportunities?
Board-CEO Relationship Continued

Is leadership open to new ideas that may
emerge from board members, staff,
customers or other stakeholders?
CompassPoint.org’s Tom Wolfred on Leading Organizational Change:
https://asoft4240.accrisoft.com/npr/clientuploads/Managing%20Up/Com
passPoint%20Presentation%20-
%20Leading%20Organizational%20Change.pdf
When a major change is underway, does
the organization have a written plan in
place?
Change Management

Is there a regular process in place for
veteran board members to mentor newer
board members?
Do board members engage in regular
opportunities to participate in training and
ongoing education?
Does the board regularly review its
leadership needs and develop new board
members to fill those roles?
Leadership Development and Training

Is there a written succession plan in place
for the CEO?
A Research Article from CompassPoint.org– Succession Planning for
Nonprofits:
http://www.aecf.org/KnowledgeCenter/PublicationsSeries/ExecutiveTran
sitionMonographs.aspx
Are there written succession plans in place
for the board’s leadership positions?
Leadership Transitions and Succession Planning

Planning and Evaluation
Does the organization have a written
document that clearly describes the
organization’s mission, strategic vision,
long-term and short-term goals and action
steps?
From fredbartenstein.com – Strategic Planning:
http://managementhelp.org/strategicplanning/index.htm
Did the board take an active role in
crafting the strategic plan?
Does the plan outline specific goals and
action steps for the board and for board
officers and committees?
Does the board regularly review the
progress on the stated goals, and make
adjustments as needed?
Is the board able to use the strategic plan
as a tool for assessing the performance of
the CEO?
Is the CEO able to use the strategic plan as
a tool for assessing the performance of
staff?
Strategic Planning

Are those responsible for doing program
planning for the organization utilizing logic
models to assess existing resources and
develop desired outcomes and
performance measures?
-Logic Model Template by Jacob Burgoon, Evaluation:
http://www.c4npr.org/clientuploads/Jacob%20Burgoon/Logic%20Model
%20Template%20with%20Example.doc
- Logic Model Template from Laurel Molloy of Innovations
Quantified.com:
http://www.c4npr.org/clientuploads/Planning&Evaluation/C4NPR%20Wo
rkshop%20Handout.Logic%20Model%20Template.IQ.doc
- Logic Model Tips from Innovations Quantified.com:
http://www.c4npr.org/clientuploads/Planning&Evaluation/C4NPR%20Wo
rkshop%20Handout%20-
%20Logic%20Model%20Tips.Innovation%20Quantified.pdf
Is program planning based on assessment
of needs for people served or the
community?
Program Planning and Logic Models

Are the organization’s measures for
successful programs, services and
operations clear to everyone?
Evaluation Questions by Jacob Burgoon:
http://www.c4npr.org/clientuploads/Jacob%20Burgoon/Evaluation%20Q
uestions%20Examples.pdf
Does the board review outcomes data and
performance measures to ensure
effectiveness and efficiency of programs
and make changes accordingly?
Library of Performance Indicators from CompassPoint.org:
http://www.c4npr.org/clientuploads/Planning&Evaluation/CompassPoint
%20Sample%20-%20Library%20of%20Performance%20Indicators.pdf
Program Evaluation and Outcome Measurement

Human Resources
Is there a written job description for the
CEO that clearly spells out his or her
responsibilities?
The HR Department offers this Sample ED Job Description:
http://www.c4npr.org/clientuploads/Human%20Resources%20Managem
ent/HR%20Department%20Sample%20ED%20Job%20Description.docx
Do all staff members have access to an up-
to-date job description outlining their key
responsibilities?
Position Descriptions

Human Resources
Has the board approved comprehensive
personnel policies including staff
selection, training, promotion,
compensation, and grievance
procedures?*
Essential Elements for an Employee Handbook from The HR Department:
ent/HR%20Department%20Checklist.Essential%20Elements%20for%20an
%20Employee%20Handbook.docx
Do all staff have access to up-to-date
copies of the personnel policies?
Are comprehensive personnel files
maintained in a secure, legally-compliant
manner?*
From The HR Department Personnel File Checklist:
ent/HR%20Department%20Checklist.Personnel%20File%20Documents.do
c
Has the board defined its philosophy of
progressive discipline and other important
HR matters?
From BoardSource.org – HR Literacy for the Nonprofit Sector:
https://www.boardsource.org/eweb/DynamicPage.aspx?Action=Add&Obj
ectKeyFrom=1A83491A-9853-4C87-86A4-
F7D95601C2E2&WebCode=ProdDetailAdd&DoNotSave=yes&ParentObjec
t=CentralizedOrderEntry&ParentDataObject=Invoice%20Detail&ivd_form
key=69202792-63d7-4ba2-bf4e-
a0da41270555&ivd_cst_key=&ivd_prc_prd_key=ED0A1756-7BBF-4463-
8F8B-A20D9F20413F
Personnel Policies

Human Resources
Does the board regularly review and
update the salary and benefits packages of
the CEO and employees?
C4NPR 2011 Salary Survey by Findley Davies
https://asoft4240.accrisoft.com/npr/clientuploads/2011%20Salary%20Sur
vey%20Report.pdf
Does the board review the contracts and
performance of independent contractors
employed by the board?
Compensation

Human Resources
Do all staff receive written performance
evaluations annually?
From The HR Department -Sample Annual Non-Exempt Performance
Evaluation
ent/HR%20Department%20Sample.Annual%20Non-
Exempt%20Performance%20Evaluation.doc
Are performance evaluations based on
clearly identified goals and expectations
spelled out in strategic and program plans,
and the personnel policies?
Performance Evaluation

Volunteers
Does the organization have
comprehensive policies in place governing
volunteers and their activities?*
From the Non Profit Risk Management Center:
http://nonprofitrisk.org/tools/volunteer/no-surprises.shtml
Does your organization have a risk
management policy?
Policies

Volunteers
Does your organization have a dedicated
volunteer coordinator and/or a plan for
developing your Volunteer Program?
From King County United Way Study:
https://volunteer.truist.com/uwkc/images/cache/000/010/401/688/1040
1688503.pdf
Does your organization have a plan for
Screening, Selecting, and Matching
volunteers?
From Idealist.org, an article on Volunteer Screening,
http://www.idealist.org/info/VolunteerMgmt/Screening
Recruiting and Screening

Volunteers
Has your organization devised a strategy
for retaining, recognizing and supporting
volunteers?
Volunteer Retention from Energize.inc,
http://www.energizeinc.com/art/subj/Reten.html
Has your organization developed a
curriculum/manual for training
volunteers?
For more information, contact http://www.DOVIA.org
Training and Retention

Fundraising
Are all board members actively involved in
securing adequate financial resources to
fund the budget?
Fundraising Strategies for Board Members from Gail Perry.com:
http://www.gailperry.com/2013/11/6-ask-fundraising-strategies-board-
members/
Does the board understand and support
the organization’s income strategies?
All board members support the
organization financially?
Board Involvement

Fundraising
Does the organization have a written plan
for fundraising that outlines roles and
responsibilities of board, staff and
volunteers?
From Grassroots Fundraising.org:
http://www.peoplepoweredmovement.org/site/images/uploads/Fundrais
ing_Planning_Worksheet.pdf
Fundraising Planning

Fundraising
Does your organization know where to
find donor and grantmaker information?
Donor and Grantmaker Information, can be found via:
http://fconline.foundationcenter.org/
http://www.nozasearch.com/
Does your organization have a secure
donor management system?
Donor Management Software recommendations and discounts at:
http://www.Techsoup.org
Databases and Information Management

Fundraising
Is your organization doing an annual or
capital campaign?
-Information on Capital Campaigns from The Nonprofit Partnership:
http://www.thenonprofitpartnership.org/files/cfd-campaign-basics-
ppt.pdf
-Annual Campaign information from GrassRootsFundraising.org:
http://www.grassrootsfundraising.org/2011/09/launching-an-annual-
campaign/
Does your organization use technology to
ask for donations and receive donations?
Eight Tips for Email Fundraising at Fundraising123.org:
http://www.fundraising123.org/article/8-tips-email-
fundraising#.Uxn3qM4VxvG
Campaigns and Gift Acceptance

Technology
Does your organization have the ability to
use functioning computers?
Does your organization use computer
software (Excel, QuickBooks) to keep
financial records?
Computers and Equipment

Technology
Does your organization have software to
record the types of services provided to
individuals/families?
Does your organization have software to
record individuals or families
enrolled/served through programs as well
as client outcomes?
Does your organization have software
capable of keeping track of donors,
members and volunteers?
Record Keeping

Technology
Does your organization make use of Web
2.0 tools to communicate?
See CNPR.org’s Technology for Nonprofits Page:
http://www.c4npr.org/main/technology/
Does your organization make use of
Business Enhancing Software products
such as QuickBooks or Donor Perfect?
How can the organization improve in the
area of Technology?
Specific Tools and Web 2.0

Marketing and Public Relations
(includes Social Media)
Do board members positively represent
the organization in the community?
Does the organization publish an annual
report?
How to Write an Effective Annual Report – by Eric Jacobson:
http://www.slideshare.net/EricJacobsonAscend/how-to-write-an-
effective-nonprofit-annual-report
-From the Network for Good, Writing Your Annual Report in Five Easy
Steps, by Kivi Leroux Miller
Does the board regularly review the
organization’s marketing and PR position
and strategy and make adjustments as
needed?*
From Nancy Schwartz.com -Building Internal Support for
Communications.
Public Relations

Has your organization discussed branding?
If so, are you able to implement your
brand across media platforms?
Brand Identity for Nonprofits from 4Good.org.
Is your organization adept at telling its
story?
From her blog at Nancyschwartz.com:
In The Beginning, Nonprofit Founding Stories.
Branding and Storytelling

Are you using multiple forms of social
media?
Are you using social media consistently
according to a set editorial calendar for
social media posting?)
From Beth Kanter.org -Social Media Strategy, The Networked Nonprofit:
http://www.slideshare.net/kanter/networked-nonprofit-slides-3671181
Does the organization have a policy on use
of social media that outlines who may
post on behalf of the organization?
From Beth Kanter.org – Does Your Organization Have Social Media
Guidelines for All Board Staff?:
http://www.bethkanter.org/staff-guidelines/
Social Media

Board governance & nonprofit best practice checklist

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Board governance & nonprofit best practice checklist