December 2018 – Lauriane Lebrun, Marketing & Communications Coordinator

According to Effective Governance, a board pack “is the key source of information for directors prior to a board meeting.  The board pack supplies the data and information necessary to ensure that the discussion and decisions at board meetings are as productive and effective as possible.”  Most of us wouldn’t try to cook a new dish without first reviewing a recipe; likewise, nonprofit boards need a straightforward way to review what is happening within their organization before having a board meeting. 

So, what is the “recipe” for a board pack?  While the specific components differ from one organization to the next, generally board packs should include the following:

  • An agenda for the upcoming board meeting
  • Financial reports
  • Minutes from the most recent board meeting
  • Contact information to help the board of directors keep in touch with one another
  • A calendar of the organization’s upcoming meetings and events

In addition to these basics, a board pack might also include items such as:

  • A report from the Executive Director or President
  • Committee reports
  • A report showing membership or donor-related updates
  • A list of board members with their term start and end dates
  • An attendance chart to ensure that all board members are attending meetings
  • Event-specific reports, when applicable
  • Copies of key policies and procedures

Timing of the board pack’s preparation, in addition to its components, is also an important factor.  While the board pack must be distributed early enough for the board to review its contents before meeting, the information included should be as up-to-date as possible – so, don’t prepare everything too far in advance. 

Furthermore, as any good Board Pack Chef will tell you, the presentation can matter just as much as the ingredients in the recipe!  Information in the board pack, whether displayed in paragraphs, pictures, or graphs, should be presented clearly and succinctly.  If the expectation is for board members to review each item in the board pack, then each item should be easy—and, ideally, quick—to comprehend.

After your board pack is compiled, distributed, and reviewed by all board members, everyone will be on the same page about the latest happenings within your organization.  Not only will this save time at board meetings, it will also stimulate more effective and meaningful discussions.  Bon appétit!

The Lexian Management newsletter is for informational purposes only.

Always consult your attorney, accountant, and/or insurance provider to obtain advice with respect to any particular issue or concern.