Building Organizational Capacity
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BOARD HANDBOOK:
THE INSTITUTIONAL MEMORY RESOURCE

The board handbook should be revised each year to update pertinent information and serve as an official record of the organization. Each board member should have a copy and review the information each year. The office should maintain the master copy, which should be available at all board meetings to answer questions or record updated information. One of the simplest ways to keep the information current and relevant is to use a binder with the information printed on 3-hole paper.

The board handbook should contain:
- history, vision and mission statement of the organization
- description of programs and services
- list of board of directors and officers with contact information
- list of board committees
- list of board meetings dates for current year
- board terms of service
- board duties and expectations or roles & responsibilities (see sample)
- sample outlines for board evaluation, development & transition
- If your organization has a conflict of interest policy related to board members that is not recorded in your bylaws, this would be included here.
- board meeting minutes
- staff written reports and/or recommendations
- committee written reports and/or recommendations
- financial policies & procedure (see sample); regular financial reports and the most recent annual audit; could include current list of funders
- personnel policies (see sample)
- sample staff evaluation forms
- organizational bylaws with any amendments
- organizational strategic plan
- organizational calendar and deadlines for grant and annual government reporting
- relevant institutional/regional reports such as economic impact study findings, community cultural plan, etc.

The Alliance of New York State Arts Organizations has a 28-year history as New York's primary service association for community based arts and cultural organizations. The Alliance provides leadership and vision, and delivers services, resources and tools that strengthen community cultural organizations. The Alliance monitors, informs and mobilizes the field on statewide and national issues affecting the arts and assists local arts agencies in building community support and developing effective grassroots public policy.

245 Love Lane, P.O. Box 96
Mattituck, NY 11952-0096
Phone (631) 298-1234 / Fax (631) 298-1101