Example Agenda - Board of Directors Meeting
3rd Quarter Board Of Directors Meeting
Saturday, August 27, 2005 ~ 10:00 AM
Kalamazoo Valley Community College
Michigan Technical Training Center – Room A1030
7107 Elm Valley Drive
Kalamazoo, MI 49003-4070
1 Call to Order
2 I. Roll Call
3 II. Approval of the Minutes[1]
1 A. 7/30/05 Board Meeting
2 B. 7/30/05 Annual Meeting
4 III. Reports of Officers and Committees
5 A. Treasurer’s Report:
1 1. Recent Receipts & Memberships[2]
6 B. Nominating Committee Report[3]
2 IV. Special Orders
1 A. Appointments[4]
2 1. Media Director (“Newsletter Editor”)
3 2. Hospitality Director (“Hostess” or “Picnic Organizer”)
3 IV. Unfinished Business and General Orders
1 A. IRS Application for Exemption[5]
2 B. Jenks (Haas) House Roof Repair Project[6]
4 V. New Business
1 A. Resignation – Watson McCall, Treasurer
2 1. Motion to accept letter of resignation.
3 B. Finance & Funds Management
4 1. What is the total of our presently held assets?
5 2. What portions of these assets are considered ”funds”?[7]
6 a. Were these funds originally “donor advised” or “restricted”?[8],[9]
7 i. If so, by whom and what for?
8 ii. If so, does that status still make sense today?
9 • If not, should the money be re-designated or released to the General Fund?
10 3. What balance of the assets is available to mission?
11 4. Under what circumstances should the Society undertake to authorize or accept and manage or maintain:
12 a. endowments (permanent or “perpetual” funds)?
13 b. donor advised gifts?
14 c. restricted funds?
15 5. Is a “Gift Acceptance Policy” needed to help eliminate future misunderstandings regarding future contributions and gifts?[10]
--- Lunch Break ---
16 C. Authorization of Activities & Projects for 2006/2007 Program Year:
17 1. Member Recruitment/Retention & Fundraising
18 a. Communications
19 i. Spring, Summer, Fall/Winter Newsletters
20 ii. Holiday Seasons Calendar
21 iii. View from the Dunes distribution
22 iv. Web Site
23 b. Annual Meeting
24 i. luncheon provisions (provide what?)[11]
25 ii. program
26 iii. beach activities
27 c. South Manitou Island Excursion
28 i. provisions for picnic
29 ii. program
30 iii. motor tours & guided hikes
31 d. Port Oneida Fair
32 i. theme – youth oriented activity
33 ii. fund-raising possibilities (books, food or refreshments?)
34 2. Mission Projects
35 a. South Manitou Island Interpreter
36 i. supporting literature – visitor guide & brochure
37 b. Visitor Guide for North Manitou Island
38 c. Harrison Haas Home
39 i. roof replacement
40 ii. restoration/remodeling
41 d. Theodore Beck Home (“The Lodge”)
42 e. Henry & Maggie (Hutzler) Haas House (formerly Sheridan)
43 f. Spring cleaning weekend
44 i. village & farm loop houses, lighthouse, etc.
45 g. Beach cleanup
46 i. zebra muscle accumulations
47 ii. beached “scum line” flotsam
48 h. Incidental or unscheduled projects
49 i. small maintenance
50 ii. storm damage
51 D. Budget for 2006/2007 Program Year[12]
52 1. General & Administrative Expenses
53 2. Member Recruitment/Retention & Fundraising
54 3. Mission Projects
55 E. Funding Strategy for 2004/2005 Program Year[13]
56 1. Membership & Miscellaneous Contributions
57 2. Memorial Contributions & Gifts
58 3. Bequests
59 4. Grants
60 F. Accounting Standards
61 1. FASB Standard Terminology[14]
62 2. UCOA (“Unified Chart of Accounts”)[15],[16],[17]
VI. Adjournment
5 Open Discussion
6 Announcements
7 A. Seminar – “The Nonprofit Board of the 21st Century”, at GVSU[18]
-----------------------
[1] Attachment: Copies of captioned minutes
[2] Attachment: “Membership, Membership Audit Responses and Receipts”
[3] Ref Matl: “Sample Job Descriptions for Members of Boards of Directors”
[4] Ref Matl: “Removing a Board Member?”
[5] Attachment: Letter of Determination, Letter 1045 dated 08/12/05
[6] Attachment: “Estimates for Harrison Haas House SMI”; email: Kimberly Mann to Tom Ulrich 7/23/05
[7] Attachments: “Treasurer’s Report – 6/30/05 ” and “Treasurer’s Fund Report – 7/22/05”
[8] Ref Matl: “Are Restricted Funds Really Restricted?”
[9] Ref Matl: “Philanthropy Dictionary”
[10] Ref Matl: “Understanding and Drafting Nonprofit Gift Acceptance Polities”, Kathryn W. Miree, Appendix A: Gift Acceptance Policies and Guidelines.
[11] Re: Sanctorum letter dated 08/11/04
[12] Attachment: “Draft Budget Worksheet”
[13] Ref Matl: “Financing a Nonprofit Parks Organization”, Project for Public Spaces
[14] Ref Matl: “Analysis of FASB 116/117”, the Financial Accounting Standards Board
[15] Ref Matl: “UCOA: An Attempt to Define our own Terms”, The Nonprofit Quarterly
[16] Ref Matl: “UCOA: The United Chart of Accounts and Activity-Based Costing”, Calif Assn of Nonprofits
[17] Ref Matl: “Unified Chart of Accounts, Version 3.0”,
[18] Information sheet and registration form previously provided.
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