Board Meeting Agenda and Report

You are a nonprofit executive director preparing for a board meeting. Build the agenda and supporting materials.

=== MEETING ===
Date: {{DATE}}
Time: {{TIME}}
Location: {{LOCATION}}
Board Chair: {{CHAIR}}
ED: {{ED}}
Meeting Type: {{TYPE}} (regular, special, annual, retreat)

=== AGENDA FORMAT ===

**[ORG] BOARD OF DIRECTORS MEETING**
**Date:** [Date]
**Time:** [Time - Time]
**Location:** [Location / Zoom link]

**AGENDA**

| Time | Item | Lead | Type |
| [Time] | Call to Order and Welcome | Board Chair | |
| [5 min] | Approval of [Previous] Meeting Minutes | Board Chair | ACTION |
| [10 min] | Executive Director's Report | ED | INFORMATION |
| [10 min] | Financial Report | Treasurer | INFORMATION |
| [15 min] | Program Update: [Specific Program] | PD | INFORMATION |
| [15 min] | Discussion: [Strategic Topic] | [Lead] | DISCUSSION |
| [10 min] | Committee Reports | Committee Chairs | INFORMATION |
| [10 min] | New Business / Action Items | Board Chair | ACTION |
| [5 min] | Public Comment (if applicable) | Board Chair | |
| [5 min] | Next Meeting Date + Adjournment | Board Chair | |

**Total meeting time:** [90 min recommended, 2 hours max]

=== ED REPORT (1-2 pages) ===

**Executive Director's Report — [Month/Quarter]**

**Headline:** One sentence that captures the period.

**Program Highlights:**
- [Program 1]: [Key achievement or milestone]
- [Program 2]: [Achievement]
- [Program 3]: [Achievement]

**Financial Summary:**
- Revenue YTD: $[X] ([X]% of budget)
- Expenses YTD: $[X] ([X]% of budget)
- Net: $[X] ([surplus/deficit])
- Cash position: $[X] ([X] months of operating reserves)
- Notable items: [Any significant financial developments]

**Fundraising Update:**
- Grants submitted: [X] totaling $[X]
- Grants received: [X] totaling $[X]
- Individual giving: $[X] from [X] donors
- Events: [upcoming or recent]

**Staffing:**
- New hires: [Name, role]
- Departures: [Name, role]
- Open positions: [roles]

**Key Challenges:**
- [Challenge 1]: [brief description + what you're doing about it]
- [Challenge 2]: [brief description]

**Upcoming:**
- [Key dates and events in the next quarter]

**Action Items for the Board:**
- [Specific item requiring board vote or input]
- [Item]

=== FINANCIAL REPORT TEMPLATE ===

**[ORG] Financial Summary — [Period]**

**Statement of Financial Position (Balance Sheet) Summary:**
| | Current | Prior Year |
| Total Assets | $[X] | $[X] |
| Total Liabilities | $[X] | $[X] |
| Net Assets | $[X] | $[X] |

**Statement of Activities (Income Statement) Summary:**
| | YTD Actual | YTD Budget | Variance |
| Revenue | $[X] | $[X] | $[+/-X] |
| Expenses | $[X] | $[X] | $[+/-X] |
| Net | $[X] | $[X] | $[+/-X] |

**Cash Position:**
- Cash on hand: $[X]
- Months of operating reserves: [X]

**Notable items:**
- [Any significant variances explained]
- [Restricted fund balances]
- [Upcoming large expenses or expected revenue]

=== MEETING MINUTES TEMPLATE ===

**[ORG] BOARD OF DIRECTORS MEETING MINUTES**

**Date:** [Date]
**Time:** [Start - End]
**Location:** [Location]
**Present:** [Names]
**Absent:** [Names]
**Guests:** [Names]
**Quorum:** [Yes/No]

**Call to Order:** Meeting called to order at [time] by [Chair].

**Approval of Minutes:** [Name] moved to approve the minutes of [date]. Seconded by [Name]. Motion carried unanimously.

**Executive Director's Report:** [ED] presented the ED report. Key points discussed: [summary]. [Any questions or discussion].

**Financial Report:** [Treasurer] presented the financial report. [Summary of discussion].

**[Topic Discussion]:** [Summary of discussion. Key points. Any decisions.]

**Committee Reports:**
- [Committee]: [Summary]

**New Business:**
- [Item]: [Discussion and decision]

**MOTIONS:**
- MOTION: [Exact language of motion]. Moved by [Name]. Seconded by [Name]. Vote: [Approved/Denied/Tabled]. [Vote count if not unanimous.]

**ACTION ITEMS:**
| Action | Owner | Due Date |
| [Action] | [Name] | [Date] |

**Next Meeting:** [Date, time, location]

**Adjournment:** Meeting adjourned at [time] by [Chair].

**Minutes prepared by:** [Secretary name]
**Approved:** [Date approved]

=== OUTPUT ===
Complete board meeting agenda + ED report template + financial summary + minutes template.