Nonprofit Board Meeting Preparation Checklist
Proper board meeting preparation protects nonprofit tax-exempt status and demonstrates fiduciary responsibility to donors, grantors, and regulatory agencies. This checklist ensures all governance best practices are followed before, during, and after every board meeting.
- Industry: Nonprofit
- Frequency: Monthly
- Estimated Time: 30-45 minutes
- Role: Executive Director / Board Secretary
- Total Items: 28
Agenda and Meeting Logistics
Verify agenda, notice, and meeting logistics.
- Written agenda distributed to all board members at least 5 business days before meeting?
- Meeting notice method compliant with bylaws (mail, email, or other specified method)?
- Meeting location accessible per ADA Title III if open to public?
- Remote participation option available and technical setup tested?
- All board materials (financial reports, committee reports, consent agenda) compiled and distributed?
Quorum and Attendance
Verify quorum will be met and attendance tracked.
- Quorum confirmed based on advance RSVPs or commitments?
- Attendance sign-in sheet prepared for physical signatures?
- Proxy voting rules reviewed if applicable per bylaws?
- Excused absence requests received and noted for minutes?
Financial Report Preparation
Verify financial reports are ready for board review.
- Current financial statements (income statement, balance sheet, cash flow) prepared?
- Budget vs actual variance report prepared and explained?
- Treasurer report summarizing financial highlights prepared?
- Bank reconciliation completed and available for review?
- Any audit or financial review findings or updates included?
Conflict of Interest
Verify conflict of interest disclosures and procedures.
- Annual conflict of interest disclosure forms current for all board members?
- Conflict of interest disclosures obtained from any new board members?
- Agenda reviewed for any items requiring conflict of interest recusal?
- Recusal procedure understood and ready to implement if conflict identified?
Minutes and Documentation
Prepare for accurate minutes and record retention.
- Prior meeting minutes included for approval?
- Minutes template or format ready for current meeting documentation?
- Open action items from prior meetings listed for follow-up?
- Board consent obtained if meeting will be recorded?
- Document retention policy in place for meeting materials per SOX principles?
Committee Reports and Action Items
Ensure all committee reports and votes are prepared.
- Written committee reports received from all active committees?
- Any required board resolutions drafted and included in materials?
- Consent agenda prepared with routine items for efficient processing?
- Executive session (if needed) properly noticed per bylaws?
- Next meeting date confirmed for scheduling?
Related Nonprofit Checklists
- Nonprofit Bylaws Annual Review and Compliance Audit
- IRS Form 990 Annual Filing Preparation Checklist
- State Charitable Registration and Renewal Compliance Checklist
- Nonprofit Executive Director Annual Performance Review
- Nonprofit Annual Conflict of Interest Disclosure Process
- New Nonprofit Board Member Orientation Checklist
- Nonprofit Board Governance Self-Assessment
- Nonprofit Whistleblower Policy Compliance and Implementation Review
Related Governance Compliance Checklists
- Nonprofit Bylaws Annual Review and Compliance Audit - FREE Download
- IRS Form 990 Annual Filing Preparation Checklist - FREE Download
- State Charitable Registration and Renewal Compliance Checklist - FREE Download
- Nonprofit Executive Director Annual Performance Review - FREE Download
- Nonprofit Annual Conflict of Interest Disclosure Process - FREE Download
- New Nonprofit Board Member Orientation Checklist - FREE Download
- Nonprofit Board Governance Self-Assessment - FREE Download
- Nonprofit Whistleblower Policy Compliance and Implementation Review - FREE Download
- Nonprofit Annual Reporting and Compliance Calendar Audit - FREE Download
- Nonprofit Document Retention Policy Compliance Review - FREE Download
Why Use This Nonprofit Board Meeting Preparation Checklist?
This nonprofit board meeting preparation checklist helps nonprofit teams maintain compliance and operational excellence. Designed for executive director / board secretary professionals, this checklist covers 28 critical inspection points across 6 sections. Recommended frequency: monthly.
Frequently Asked Questions
What does the Nonprofit Board Meeting Preparation Checklist cover?
This checklist covers 28 inspection items across 6 sections: Agenda and Meeting Logistics, Quorum and Attendance, Financial Report Preparation, Conflict of Interest, Minutes and Documentation, Committee Reports and Action Items. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed monthly. Each completion takes approximately 30-45 minutes.
Who should use this Nonprofit Board Meeting Preparation Checklist?
This checklist is designed for Executive Director / Board Secretary professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.