Checklist for Board Members

This is a quick, easy to administer checklist for unpaid board members of non-profit organizations. The form is divided into specific board function sections, in order to identify special strengths and problem areas when the form is tabulated. A selection of items are presented as desirable conditions for optimum functioning of boards and advisory groups. Board members should complete the checklist and discuss results. General background for this checklist was provided by The Board Member: Decision Maker for the Non-Profit Organization by Pauline L. Hanson and Carolyn T. Marmaduke.

Checklist for Board Members. This checklist is for unpaid (volunteer) members of boards of non-profit organizations. A sampling is presented of conditions considered desirable for optimum functioning of boards or advisory groups.

Ideally, all or at least several members of the same board should complete this checklist, and compare and discuss results. If you are a member of more than one board, complete these checklist with only one of these boards in mind.

General background for this checklist was provided by The Board Member: Decision Maker for the Non-Profit Organization by Pauline L. Hanson and Carolyn T. Maraud.

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For each item below, please answer as follows unless other wise instructed:

Place two checks on each line if you’re sure it’s true for you
       Place one check on each line if you’re uncertain or if it’s only partly true
_____ Leave the line blank if it’s not true for your program

Mission and Roles

_____1.The mission, purposes, and goals of the non-profit organization are clearly defined and are in writing. I understand them completely.

_____2.I fully support the mission, purposes, and goals of the organization, as I understand them.

_____3.The role of the Board in reaction to the organization is clearly defined. I fully understand what is expected of the Board; what it should and should not do.

_____4.I know exactly what is expected of me personally on the Board: my role, responsibilities, and "job description" as a Board member. This role was fully explained to me prior to my joining the Board.

5_____.I think my role on the Board is appropriate in terms of my background, experience, capabilities, available time, and desire to serve.

SECTION TOTAL _____________

B. Membership

1.The number of board members on our roster is:

_____ 7 to 17 (2 checks)
_____ 5 to 6 or 18 to 24 (1 check)
_____ less than 5 or 25 or more (no checks)

_____2.Our membership is fully representative of the capabilities and constituencies needed for our purposes and responsibilities

_____3.Women are sufficiently represented on our Board (or, if a women’s organization, men are sufficiently represented.

_____4.Ethinic and racial minority groups are sufficiently represented on the Board.

_____5.Prospective Board members are carefully evaluated before hand and selected in accordance with Board needs and balance.

_____6. We have a nominating committee for this purpose, and a clear, well thought out board membership policy.

SECTION TOTAL _________

Board Organization and Process

_____1.We have a comprehensive set of written by-laws and other necessary charter papers (for example, if necessary, Article of Incorporation).

_____2.We have at least the following actually functioning elected Board officers: President or Chairperson; Vice-president or Vice-Chair person; and Secretary/Treasurer (may be two separate people).

_____3.The Board has at least several standing committees or task forces. They meet or otherwise communicate regularly outside of Board meetings and report back to the Board at all or most Board meetings.

_____4.Because taking minutes prevents the Board Secretary from participating fully in Board meetings, a competent person who is not a member of the Board takes accurate minutes. These are reviewed and approved at or before the next Board meeting.

_____5.Board deliberations consistently follow an orderly, rational process such as Robert’s Rules of Order.

_____6. Meeting length is neither too long or too short in relation to the planned agenda and other business we must conduct. We have enough time carefully to consider important decisions; we don’t waste time on trivia or unnecessary matters.

_____7.The board is appropriately organized to carryout its mission.

SECTION TOTAL _________

Level of Board Participation

1.At an average Board meeting (average from the last three meetings) the following percentage of member attend:
_____ more that 85% (2 checks)
_____ 65% to 85% (1 check)
_____ less than 65% (no check)

2.At an average Board meeting (average from the last three meeting) the number of members present who do not attend the full meeting (for example, come late or leave early) is:
____ none or perhaps 1 or 2 (2 checks)
_____ a few, several (1 check)
_____ more than a few, more than 2 or 3 (no check)

3.Of the past two Boar or Executive Committee meetings, I have attended:
_____ two meetings (2 checks)
_____ one meeting (1 check)
_____ none (no check _

_____ 4.I have one or more specific ongoing committee or individual task assignments for the Board. I work on these regularly. _____

5.Board directions are set and decisions made: _____ with full and balance participation of all (2 checks) _____ by distinctly less than all our memberships (1 check) _____ basically by one or two people (no check)

6. The proportion of Board meeting agenda items either suggested directly by Board members or derived directly from follow-through or regular Board activities (for example, committee or task force reports) is:
_____ ½ or more (2 checks)
_____ 1/3 to ½ (1 check)
____ less than 1/3 (no check)

SECTION TOTAL _________  

E. Support of the Board by the Organization

The Board receives the following kinds of support from the organization we serve.

_____1.Board members receive full an prompt reimbursement of Board-related travel, subsistence, phone and other expenses _____2.When needed, staff services are provided for Board-related work, such as typing, clerical help, and research for Board work

_____3.Copmfortable and quiet working conditions and supplies for Board meetings and, if necessary, committee meetings are provided.

_____4.Thorough orientation to the organization itself, prior to beginning service on the Board are provided

_____5. At least once a year (once during the past year) training related to effective functioning as a Board member has been provided.

SECTION TOTAL _____________

F. Board Staff Relationships

_____1.The Board as a whole has a single staff liaison or contact person in the organization. This person attends all Board and Executive Committee meetings

_____2.This person is the top staff operating officer of the organization

_____3.The relationship between the Board and the person is one of smooth, cooperative teamwork, without significant conflict or adverse tension

_____4.Other senior staff regularly attend at least a significant part of Board meetings, to brief us on their accomplishment and problems, and to share information and ideas

_____5.I know these other staff and their work quite well, and have a comfortable, sharing relationship with them.

_____6.In general, our principal staff liaison and senior staff fully share problems as well as accomplishment with the Board. I don’t feel we hear only what they think is convenient for us to know.

7. During my term on the Board I have been approached privately with a policy issue or position by a senior staff person other than the regular staff liaison. This is outside of normal, open Board channels, as a "bypass."

_____ never (2 checks)
_____ once (1 check)
_____ more than one (no check)

_____8.Board members mutually respect each other; there are no ‘factions."

SECTION TOTAL ________

G. Scope of Responsibility and Decision

_____1.My legal responsibilities on the Board and potential liabilities have been clearly spelled out, and any liabilities have been effectively protected by bonding, insurance, etc.

_____2.We are asked for and reach real decision on a full range of important issues within the scope of the Board’s role.

3_____. Staff follows through conscientiously in attempting to implement these decisions

_____4.Staff provides excellent feedback on the implementation and impact of these decision (for example, a report at Board meetings)

_____5.In general Board decisions have a substantial positive impact on the direction and functioning of the organization.

_____6.I personally am listened to when I speak up. My ideas are welcome and seriously considered by other Board members.

7.In the interim between Board or Executive Committee meetings, staff makes decisions that fall within the state role of the Board:
_____ never (2 checks)
_____ occasionally (1 check)
_____ fairly regularly (no check)

SECTION TOTAL __________

H. Information Flow

_____1.Board meeting dates are set far in advance, in full consultation with Board members

_____2.We are again reminded of date and place, as meeting time draws near

_____3.Each Board member receives a planned, written agenda for the next meeting well before this meeting

_____4. This agenda is support by written background which is clear, relevant, without being overly voluminous. This is received early enough for study prior to the meeting.

_____5.Additional, more detailed resource material is available on request before the meeting or during it.

_____6.Each Board member is provided a complete up-to-date list of Board member addresses and phone numbers.

_____7.Board members regularly and routinely receive all new publications of the organization; for example, newsletter, Flyers, bulletins, brochures, and announcements

SECTION TOTAL __________

TOTAL NUMBER OF CHECKS ___________

Optional:

Name: _________________________

Date: __________________________

Name of Board __________________

Type of Organization served by Board ________________________

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B. SCORING
Simply count the number of checks in each of the eight sections, record each, and then record the total for all sections.

C. Norms
This form is quite new: it was first administered in September, 1976. Therefore, the number of responses is still quite low, 79 responses, and the norms can be approximates only. You may locate your total raw score range and approximate norm range in the following table.

Checklist for Board Members is divided into eight sections covering specific board functions such as Mission and Roles, Membership, Board- Staff Relationships, etc. Since these norms are based on fewer items each than total Checklist norms, they must be considered even less reliable, though still useful as rough approximations.

After tallying each section of Checklist, locate your raw score in each section of the following grid and circle it; connect the circled scores with straight lines. The resulting line graph will allow you to visualize the strengths and weaknesses of your board.