Board policy handbook

Rules on this topic differ by state. Check your state's law before you use this template.

[District name] Board Policy Handbook

Adopted by the board of directors on [Adoption date]. Where state law, the district's governing rules or a funding agreement says something different, that rule controls over this handbook.

Policy 1. Purpose and use

1. These policies guide how the board and staff of [District name] carry out district business.
2. The board adopts, changes or repeals a policy by a motion passed at a properly noticed meeting.
3. The board reviews this handbook each year in [Review month] and records the review in the minutes.

Policy 2. Board officers and roles

1. The board chooses a chair, a vice chair, a secretary and a treasurer, or the officers state law names.
2. The chair runs meetings and signs documents the board authorizes. The vice chair acts when the chair is absent.
3. The secretary makes sure minutes are kept. The treasurer makes sure the board gets regular financial reports.
4. Directors act as a board. No single director speaks or commits funds for the district unless the board has delegated that authority.

Policy 3. Meetings

1. The board meets on a regular schedule it sets each year and gives public notice as state law requires.
2. A quorum is the number state law or the district's rules set. Without a quorum, the board takes no action.
3. Minutes record who attended, each motion, who made and seconded it, and the result.

Policy 4. Conflicts of interest

1. A director or employee who has a personal or financial interest in a matter tells the board before discussion.
2. That person does not vote on or try to influence the matter. The minutes record the disclosure.
3. Directors sign a yearly statement that they have read this policy.

Policy 5. Handling money

1. District funds are kept in accounts in the district's name. Two people take part in every payment: one who prepares it and one who authorizes it.
2. The treasurer or staff gives the board a written financial report at each regular meeting.
3. The board arranges an audit or financial review as state law and funders require.
4. District funds are never used for personal benefit or for political campaigns.

Policy 6. Purchasing

1. Staff may make budgeted purchases up to [Spending limit]. Larger purchases need board action first.
2. For larger purchases, staff seeks more than one quote when practical and keeps the quotes on file.
3. Purchases paid from a grant follow that grant's rules as well as this policy.

Policy 7. Personnel

1. The board hires and reviews the district manager. The district manager supervises other staff.
2. Pay, leave and benefits follow the district's written personnel rules, which the board adopts separately.
3. Employment law differs by state. The board has personnel rules reviewed before adopting them.

Policy 8. Records

1. The district keeps minutes, financial records, contracts and program files in an organized, secure way.
2. Records are kept and disposed of on the schedule state public-records rules set.
3. Requests for public records go to the district manager, who answers them as state law requires.

Policy 9. Equipment and property

1. The district keeps a list of equipment it owns and checks it each year.
2. If the district rents equipment to landowners, it uses a written rental agreement and a posted rate set by the board.

Policy 10. Speaking for the district

1. The chair, or a person the board names, speaks for the district on board positions.
2. Staff may share program information and answer questions as part of their work.

Adoption

The board of directors of [District name] adopted this handbook by motion on [Adoption date].

A starting draft, not legal advice. Have your attorney or agency review before use.