Board of Directors & Staff

[ Re-Affiliation Required Documentation ] 

Board – Minutes
Board – Board of Directors List & Contact Information
Staff Directory and Contact Information

Board – Minutes

In completing this section, you will need to submit board meeting minutes from the past 12 month period. Note, that if your affiliate held 12 meetings within the past year, you should submit 12 board meeting minutes. If your affiliate held 4 meetings within the past year, you should submit 4 board meeting minutes. 

Meeting minutes should include the following:

  • Date of the meeting
  • List of board members in attendance
  • Note about whether or not a quorum was established
  • Record of board actions (such as approvals, delegations of authority, etc.)
  •  Indication on all meeting minutes that the documents have been approved 

Sample Board Meeting Minutes Template

Reminder: You are not permitted to go back and revise meeting minutes after official approval of the documents.

Further, if past affiliate minutes are only missing one of the five required components of the Board meeting minutes, but your three most recent minutes include ALL required components, you can still be eligible for approval of your minutes (despite the 12-month parameter).

Board – Board of Directors List & Contact Information

Current list of all board members that includes the following:

  • Name
  • Address
  • Phone
  • Email
  • Position held
  • Term in office
  • Committees they are on (if applicable)
This can be as simple as creating a word document with a table formatted within it that includes the above items indicated. If you are looking for a quick way to set this up, you can copy out the table you completed in the Annual Affiliate Survey and fill in the necessary information from that – being sure to include anything else necessary

Example Template:

Staff Directory & Contact Information

For affiliate’s with paid staff, list the following:

  • Contact Name
  • Title
  • Phone
  • Email
  • Address

For affiliates with active volunteers* and members, include the following:

  • Include basic contact information and their roles as if they had paid titles (For example, a volunteer assisting with your website could be listed as a “Website Developer”)

*We are aware some of you have dozens to hundreds of volunteers so we want to be clear in making the distinction that active volunteers means those you work with on a regular basis. This would include any program facilitators, leaders, office help, interns, etc. basically, anyone who is regularly involved with your affiliate should be included.  

If listing on the same document, please be sure to indicate whether they are paid staff or volunteers somewhere on the form.

Example Template: