Nonprofit board sample
Sample nonprofit board minutes
A regular meeting of a 501(c)(3) board of directors — development and fundraising, a quarterly grant docket, and program review — formatted in the MinuteSmith structure, plus a matching resolution and a continuity brief.
Sample output — illustrative, not a real organization. This example is hand-crafted to show the MinuteSmith format. RIVERSIDE COMMUNITY FOUNDATION, its people, and its figures are fictional — not a customer, and not live AI output.
RIVERSIDE COMMUNITY FOUNDATION
Minutes of the Regular Meeting of the Board of Directors
Tuesday, April 14, 2026 · 6:00 PM – 7:25 PM
Foundation offices and by video conference
Directors Present
Absent: Ruth Kessler, Director (excused)
Also present: Executive Director; Director of Development (Items II–III)
Quorum Confirmed
7 of 8 directors present. Quorum established per the Bylaws, Article V, Section 5.3 (majority of directors in office).
I. Call to Order, Consent Agenda, and Prior Minutes
The Board Chair called the meeting to order at 6:00 PM and confirmed a quorum. The consent agenda — including the February 10, 2026 meeting minutes and the routine committee reports — was presented for approval, with no items removed for separate discussion.
Motion
To approve the consent agenda, including the February 10, 2026 minutes and the attached committee reports.
II. Treasurer's Report and Development Update
Treasurer Helen Park reported year-to-date operating results in line with budget, with the operating reserve at approximately six months of expenses. The Director of Development reported that the spring campaign had raised $312,000 against a $350,000 goal, and that two multi-year pledges were in final documentation.
The board reviewed the preliminary budget and sponsorship plan for the annual fundraising gala, projected at a net contribution of $180,000.
Motion
To accept the Treasurer's report and approve the annual gala budget and sponsorship plan as presented.
III. Q2 Grant Docket
Program Chair Carla Jimenez presented the Q2 grant docket recommended by the Program Committee: eleven grants totaling $475,000 across education, food security, and housing-stability programs. One applicant was deferred pending additional financials, and one director disclosed a conflict of interest on a single grant and recused from that portion of the vote.
Motion
To approve the Q2 grant docket of eleven grants totaling $475,000, excluding the deferred applicant (one director recused on Grant 7).
IV. Program Review and Impact Reporting
The Executive Director presented mid-year outcomes for the foundation's three program areas, including participants served and progress against the impact metrics adopted last year. The board asked staff to strengthen the data on longer-term outcomes for the housing-stability program and to bring a proposed evaluation approach to the next meeting.
V. Executive Session
The board met in executive session without staff present to discuss the annual executive-director performance review and compensation. Upon returning to open session, the Chair reported that the review had been completed and that the Governance Committee would finalize the compensation recommendation for approval by written consent.
Action Items
| Action | Due |
|---|---|
| Finalize documentation for the two multi-year pledges | April 30 |
| Issue grant award letters and payment schedules for the approved Q2 docket | May 5 |
| Request additional financials from the deferred grant applicant | May 12 |
| Draft evaluation approach for housing-stability outcomes | Next meeting |
| Circulate ED compensation recommendation for approval by written consent | April 25 |
Adjournment
There being no further business, the meeting was adjourned at 7:25 PM. The next regular meeting is scheduled for Tuesday, June 9, 2026.
Respectfully submitted,
Marcus Bell, Secretary
Approved: Grace Adeyemi, Board Chair
Board Resolution 2026-Q2-01
Approval of the Second-Quarter Grant Docket
The following resolutions were duly adopted by the Board of Directors of Riverside Community Foundation at its regular meeting held on April 14, 2026, at which a quorum was present and acting throughout:
RESOLVED, that the second-quarter grant docket of eleven grants, totaling $475,000, as recommended by the Program Committee and set forth in the meeting materials, is hereby approved for disbursement in accordance with the Foundation's grant policies;
RESOLVED FURTHER, that the grant to the applicant identified as Grant 7 was approved with one director having disclosed a conflict of interest and recused from the vote thereon, consistent with the Foundation's Conflict of Interest Policy; and
RESOLVED FURTHER, that the Executive Director is authorized to execute grant agreements and disburse funds consistent with the approved docket and the Foundation's policies.
Adopted April 14, 2026 · Vote: 7-0 (one recusal on Grant 7) · Certified by the Secretary. (Illustrative sample — not legal advice.)
What a board packet carries into the next meeting — assembled from prior records so the group knows where it left off before it sits down.
Still open
- •Multi-year pledge documentation in final review (Development, due April 30).
- •Deferred grant applicant — awaiting additional financials before reconsideration.
- •Housing-stability evaluation approach due at the next meeting.
- •Executive-director compensation to be finalized by written consent.
Recurring themes
- •Operating-reserve level tracked against the six-month target each quarter.
- •Grant docket conflicts and recusals logged under the Conflict of Interest Policy.
- •Program impact metrics revisited at mid-year and year-end.
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Illustrative sample output. Fictional organization; not a customer and not live AI output.