The Model Nonprofit Corporation Act states that regular meetings of the board of directors of a corporation may be held with or without notice as prescribed by the corporation's bylaws. Special meetings of the board of directors shall be held with notice as prescribed by the bylaws. Attendance of a director at a meeting constitutes a waiver of notice, unless the director attends a meeting for the express purpose of objecting to the transaction of any business on the ground that the meeting is not lawfully called or convened. Unless required by the bylaws, the business to be transacted at, or the purpose of, a regular or special meeting of the board of directors is not required to be specified in the notice or waiver of notice of the meeting.
Colorado Notice of a Regular Meeting of the Board of Trustees of a Nonprofit corporation
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How to fill out Notice Of A Regular Meeting Of The Board Of Trustees Of A Nonprofit Corporation?
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For example, a board with 16 members and a 40 percent quorum requirement means that a meeting can be held when seven members are present. Then, if the bylaws require a simple majority of a quorum to carry a vote, four members (a majority of the seven in attendance) can determine the fate of an issue.
Board meeting minutes do not need to be made publicly available and in many cases they should not be, because they detail confidential or sensitive issues. However, past board meeting minutes should always be readily accessible to board members and shareholders as they will provide a formal record of the proceedings.
Make the Meeting about Decisions & not Updates. Your nonprofit board members should be doing at least 80% of the talking during the meeting, and that talk should focus mostly on decisions and strategic discussions, not updates and staff reports (except for the absolutely necessary ones).
A board meeting should be held every month to review the previous month's financial results against your budget. Or forecast and identify what actions are needed in the next period. However, to do this you do first need to have a set of financial controls in place which allow you to do this.
Unless the nonprofit is a governmental entity, there is no obligation to open board meetings to the public. (Governmental entities would include school boards, state educational organizations, such as a state university, and quasi-governmental groups such as public libraries.)
In many states, nonprofits must hold at least one meeting a year, although most organizations go beyond the minimum requirement and hold monthly or quarterly meetings.
A minimum number of 4 meetings of its Board of Directors shall be held every year in such a manner that not more than 120 days shall intervene between two consecutive meetings of the Board.
A. Papers relating to confidential sessions of the Board and all committee meetings must not be copied by any member or shown to anybody who is not a member of the Board or that committee, nor can information contained within them be divulged to others unless the Board specifically decides otherwise.
Nonprofit boards don't have to share their meeting minutes, policies or audit results with the public. They don't have to share the contact information for board directors either.
Many nonprofit organizations have 10-12 board meetings each year. Often these meetings last several hours. It's an enormous commitment. Most organizations got into the habit of monthly board meetings with good intent.
