Nonprofit board meeting and role planner

What goes in and out

You give it

• Your last three sets of board minutes.
• The quorum and voting rules from your bylaws.
• Your current list of committees and what each does.
• Your next board packet (optional).
• A short note on the meeting problems you want fixed.
• Document (optional)

You get

• A timed agenda with a consent agenda and key decisions placed early.
• A clear line between what the board decides and what staff decide.
• A written charter for each committee.
• A board self-review survey with an action plan.
• A yearly review tool for your executive director.

How the task works

• Clarify who decides. Identify how the board works. Separate oversight from day-to-day staff work.
• Design useful meetings. Group routine votes, put key decisions early, and set time limits. Check the board's real voting rules.
• Set committee and review duties. Write who each committee answers to and when it reports. Set review steps for the board and chief executive.

Full instructions

• Open Claude, ChatGPT or Gemini and paste in the skill text. No code or paid tool is needed.
• Paste your minutes, your quorum and voting rules, your committee list and your next packet.
• Say which job you want done: agenda, committee charters, self-review or director review.
• Check that the voting rules and quorum in the result match your bylaws.
• Have your board chair read the draft before you share it with the board.

Full instruction file

Nonprofit Board Governance

Before you start

Use the material below to do this job. If facts or tool access are missing, explain what you can finish and what must wait.

What you need (use your own material or the linked skill):

• Your question (yours): the decision or problem, and what a good outcome looks like.

Makes it better (optional):

• A document (yours): a finished document, such as a Word file, a PDF or a page of notes.

How to start:

1. Look first. Use what they've already attached, pasted or put in their about-me note. In a coding assistant with file access, look in the project too for these by name.
2. Check what's missing. Look for your question, a document. They can attach files, paste the details, or share a file path your assistant can read. Ask only for missing facts that change the result. If they ask you to start with what they have, complete the parts you can and mark the gaps.
3. Do the job. Follow the skill below with the facts and tools you have. Mark each gap with MISSING: where it belongs and never invent a fact to fill it.

Tools that do this best:

• A chat AI that can read your files: The skill works from records and drafts you provide. Research tasks also need current, checked public sources.

When to Use This Skill

Use this skill for the ongoing operation of an already-seated board: meeting design, committee structure, the board's relationship with the executive director (ED)/CEO, and board performance diagnostics. Trigger tasks include: "our board meetings run long and nothing gets decided," "design a consent agenda," "what committees should a nonprofit board actually have," "run a board self-assessment," "the board keeps micromanaging staff — how do we fix that," "design the ED annual evaluation process," or "write board member job descriptions and a code of conduct."

Boundary: this skill assumes the board already exists. Building a recruitment matrix, cultivating and onboarding new board members is nonprofit-board-recruitment. Writing the legal text of bylaws, conflict-of-interest policy, whistleblower policy, or document retention policy is nonprofit-bylaws-policy (this skill references those policies operationally but does not draft them). Board-related Form 990 disclosure questions (Part VI governance section) live in nonprofit-form-990.

Core Framework: Governance vs. Management

The single most common board dysfunction is confusing governance (the board's job) with management (the ED/staff's job). Use this line to diagnose almost every board complaint:

• Board governs: sets mission/vision, hires/fires/evaluates the ED, approves the annual budget and audit, sets policy, ensures legal/fiduciary compliance, engages in strategic planning, and monitors organizational performance at the outcomes level.
• Staff manages: day-to-day operations, hiring/supervising staff below the ED, program delivery decisions, vendor selection, and operational budget execution within board-approved parameters.

A board that debates which vendor to use for the office copier is doing management, not governance — redirect it. Conversely, an ED who sets strategic direction without board sign-off has flipped the line the other way. Two named models operationalize this split:

• Policy Governance / "Carver model" (John Carver): the board writes Executive Limitations policies (what the ED may not do — e.g., "the ED shall not allow financial conditions that jeopardize solvency") and Ends policies (what results the organization exists to produce for whom, at what cost), then monitors the ED's compliance against those written limits rather than approving each operational decision.
• Consensus/traditional model: board approves budgets, major contracts, and policies directly by vote at meetings — more common in smaller and mid-size nonprofits than full Carver adoption.

Name which model (or hybrid) a client/organization is using before recommending agenda structure or delegation language — the advice differs materially between them.

Meeting Structure and Agendas

1. Consent agenda — bundle routine, non-controversial items (prior minutes, standard reports, routine policy renewals) into a single motion voted on without discussion, freeing meeting time for strategic topics. Any board member can pull an item off the consent agenda for discussion before the vote.
2. Agenda design principle: order items by decision importance, not chronology — put the highest -stakes strategic discussion when the board is freshest (early-to-mid meeting), not last after attention has degraded.
3. Standard agenda skeleton: call to order/quorum check → consent agenda → ED report (narrative, not just numbers) → committee reports (by exception — only flag items needing board action) → old business → new business/strategic discussion → executive session (if needed) → adjourn.
4. Timeboxing: assign a minute allocation to every agenda item in advance and appoint a timekeeper; a board packet sent 5-7 days ahead (not at the meeting) is the single biggest lever for shortening meetings, since members arrive prepared instead of reading materials live.
5. Executive session: reserve time without staff present for sensitive topics (ED evaluation, legal matters, compensation) — minute only that a session occurred and its general subject, not full discussion detail, unless legally required otherwise.
6. Quorum and voting: confirm the bylaws-defined quorum and any supermajority requirements (e.g., removing a director, amending bylaws) before convening a vote — check nonprofit-bylaws-policy or the organization's actual bylaws for the exact figures, since this skill does not draft them.

Committee Design

Common standing committees and what each actually owns:

• Executive Committee — acts with delegated authority between meetings on time-sensitive matters only; should not become a shadow board that pre-decides everything before the full board sees it.
• Finance Committee — budget development oversight, financial statement review, recommends reserve levels; distinct from the Audit Committee where org size allows separation (small boards often combine Finance + Audit, which creates an independence tension worth flagging to a client).
• Audit Committee — auditor selection, oversight of the audit process, and receiving the management letter directly, ideally with no staff (including the ED/CFO) as voting members, to preserve independence (see nonprofit-financial-controls for the audit process itself).
• Governance/Nominating Committee — board self-assessment administration, board matrix maintenance, slate development for new members (recruitment details in nonprofit-board-recruitment), and orientation.
• Development/Fundraising Committee — board fundraising participation and accountability, not execution of the annual fund itself.
• Program/Impact Committee — deeper-dive oversight of outcomes and evaluation data feeding board monitoring, without taking over program management decisions.

Every committee needs a written charter: purpose, authority (recommends to full board vs. can act independently), membership/chair term, and reporting cadence — an unwritten charter is why committees drift into duplicating or contradicting each other.

Board Self-Assessment

Run annually or every 2 years, separate from individual board member performance review:

1. Distribute a confidential written self-assessment survey covering: understanding of mission/ fiduciary duty, meeting effectiveness, committee functioning, ED-board relationship quality, fundraising participation, and board composition/diversity gaps.
2. Aggregate anonymously; never attribute individual responses in the full-board readout.
3. Present findings to the Governance Committee first, then a summary with an action plan to the full board — a self-assessment with no resulting action item is a wasted cycle and a common funder/rating-agency red flag (e.g., in due diligence questionnaires).
4. Feed composition gaps identified (skills, sector experience, lived experience, demographics) directly into nonprofit-board-recruitment's recruitment matrix.

ED-Board Relationship and ED Evaluation

• Fiduciary duties every board member owes regardless of governance model: duty of care (reasonable diligence in decisions), duty of loyalty (act in the organization's interest, not personal interest — operationalized via the conflict-of-interest policy drafted under nonprofit-bylaws-policy), duty of obedience (act consistent with mission and law).
• ED evaluation: run annually, tied to written goals set jointly at the start of the review period (not invented retroactively), gathering input via a structured tool (self-assessment + board chair/committee input, optionally 360-degree staff/peer input) and delivered in executive session by the board chair (or a designated committee), never as a surprise.
• Compensation setting: for the ED's pay, apply the IRS rebuttable presumption of reasonableness process — independent body approval (no one with a conflict of interest voting), use of comparability data (peer nonprofit compensation surveys), and contemporaneous documentation of the decision and rationale — this protects both the ED and board from an excess-benefit- transaction finding.
• Common failure mode: an ED who reports informally to individual board members instead of the board as a whole, creating rogue direction-setting — fix by channeling all ED direction through the board chair and full board votes, never a single director acting unilaterally.

Standard Deliverables

• Board meeting agenda template with consent agenda and timeboxes
• Committee charter template (purpose, authority, membership, reporting cadence)
• Board self-assessment survey and action-plan summary
• ED annual evaluation tool and goal-setting worksheet
• Board member job description / code of conduct one-pager

Practitioner vs. Advisor Framing

• As the ED or board chair, redesign the agenda and packet cadence first — most "board dysfunction" complaints are solved by better meeting mechanics before any personnel or bylaws change is needed; bring the governance-vs-management distinction into the room explicitly when a director starts directing staff work.
• As an advisor, name which governance model (Carver/Policy Governance vs. traditional) the client board is actually operating under before recommending agenda or delegation structure, and frame committee-charter gaps and self-assessment results as a specific action plan with owners and dates for the Governance Committee — not just a diagnostic memo.

After this

When you've handed it back, suggest what they could do next in one short question. It's a suggestion: if they're done, that's fine. Offer these, and say they can type their own:

• The Nonprofit executive board report writer. It takes the plan.
• The Blame-free review agenda writer. It takes the plan.
• The Feedback conversation planner. It takes the plan. If they pick one and that skill is added here, carry straight on with what you just made. If not, give the link and say what to bring.