As a new nonprofit founder, your first board meeting might feel overwhelming. You're not just running a meeting – you're laying the legal and operational foundation for your organization's future. Let's break this crucial process down into manageable, well-explained steps.
Why This Meeting Is Different From Any Other
Your first board meeting isn't just a formality. It's a legally significant event where you'll establish the fundamental rules and structures that will govern your nonprofit . Think of it as building the operating system for your organization – everything else will run on top of what you create here.
Essential Pre-Meeting Preparation
Drafting Your Bylaws
Before the meeting, you need a solid draft of your bylaws. These aren't just any rules – they're your organization's instruction manual.
Please find here a Bylaws template that you can adapt to the specificities of your nonprofit.
Setting Up the Meeting
If board members are not located in the same area, it is totally fine to do this via video call (Zoom, Meet, etc.) Whether virtual or in-person, ensure it's:
- Accessible to all board members
- Conducive to serious discussion
- Equipped for proper documentation
Running the Meeting: A Detailed Guide
1. Opening Procedures That Matter
The way you start sets the tone. Here's how to do it right :Calling the Meeting to Order:
- Confirm you have a quorum (explain what constitutes a quorum per your bylaws)
If not done previously, appoint leadership:
- A temporary chairperson to lead the meeting
- A temporary secretary to record minutes
- Explain that these roles may change after official elections
2. Bylaw Review and Adoption
This is the heart of your meeting. Give it the time it deserves :
Presentation Process:
- Have copies available for all members
- Review each major section thoroughly
- Encourage questions and discussion
- Document all suggested changes
Key Areas to Focus On:
- 1. Board Structure
- Explain how many board members you'll have and why
- Discuss term limits and their importance
- Define the process for adding or removing board members
- 2. Officer Positions
- Detail each officer's responsibilities
- Explain the election/appointment process
- Discuss succession planning
- 3. Meeting Requirements
- Set regular meeting frequency
- Define special meeting procedures
- Establish notice requirements
3. Critical Organizational Decisions
After bylaws approval, several crucial decisions need attention (all these points are covered in our Minutes template, see below) :
Financial Foundation:
- Designate fiscal year dates (explain why this matters)
- Designate who can open the bank accounts and where those bank accounts have been opened
- Establish who can sign checks and financial documents
- Set initial budget parameters
Leadership Selection:
- Establish initial committees if needed
Documentation: Your Legal Shield
Proper documentation isn't just bureaucracy – it's protection.
Here's what you need as an output for this meeting:
- Signed Meeting Minutes summarizing the main decisions (get our template here)
- Signed Conflict of Interest statements (get our template here)
After the Meeting: Essential Next Steps
Your work isn't done when the meeting ends. Here's what needs to happen next:
- 1. Document Filing
- Create organized digital and physical files
- Store minutes in a secure, accessible location
- Make copies of all signed documents
- 2. Legal Requirements
- Most states require some form of initial report or registration after incorporation. This may include:
- 1. Annual Report
- 2. Statement of Information
- 3. Initial Registration
- 4. Charitable Organization Registration
- 5. Publication in Newspapers
- The specific form, timing, and fees vary by state. For example:
- 1. California requires:
- 1. an SI-100 form within 90 days after incorporation
- 2. a CT-1 form within 30 days after receiving your first donation
- 2. Pennsylvania requires:
- 1. to submit your Statement of Information to the Department of State within 90 days after incorporation
- 2. to register with the Pennsylvania Bureau of Charitable Organizations within 30 days of reaching $25,000 in gross national contributions
- 3. to publish your notice of incorporation in two newspapers (one of general circulation and one legal journal) in your county
- 3. Texas requires no initial report and no registration (unless you run a veterans organization)
- In all states, it is also important to complete the Beneficial Ownership Information (BOI) report with FinCEN. This new federal requirement applies to all corporations as of this year. It’s a simple process, and this short video can guide you through it.
- Make sure to learn more about the legal obligations in your state to ensure your organization starts on solid ground.
- 3. Operational Setup
- Implement the decisions made during the meeting
- Set up record-keeping systems
- Schedule regular board meetings
- Create a board communication system
Your Next Chapter
With your first board meeting completed, you've established more than organizational structures – you've created a launchpad for meaningful action.
The time you've invested in proper governance isn't just about compliance – it's about creating a resilient organization that can sustainably serve its mission. As you move forward, you'll find that these foundational elements support every program you launch, every grant you pursue, and every life you touch through your work.
Your careful attention to these initial steps demonstrates the kind of thoughtful leadership that effective nonprofits need. Now, with your governance framework in place, you can focus your energy on what inspired you to start this journey: making a real difference in your community.
