Board Meetings and Reporting Standard Operating Procedure (SOP)

I. Introduction
A. Purpose
This SOP outlines the procedures for conducting effective board meetings, reporting, and
documentation within the African American Empowerment Coalition (AAEC) to ensure
transparency, accountability, and productive governance.
B. Scope
This SOP applies to all individuals involved in organizing, participating in, or documenting
board meetings within AAEC.

II. Board Meetings

A. Meeting Schedule
Regular Meetings: Schedule regular board meetings, ensuring adequate frequency for
effective governance.
Notice Period: Provide advance notice of board meetings to allow for adequate preparation.
B. Agenda Preparation
Agenda Creation: Develop a comprehensive agenda for each board meeting, including key
topics, reports, and action items.
Distribution: Distribute the agenda to board members in advance of the meeting.
C. Meeting Conduct
Facilitation: Appoint a meeting facilitator to guide discussions and ensure adherence to the
agenda.
Time Management: Allocate sufficient time for each agenda item and enforce time limits for
discussions.

III. Reporting
A. Financial Reports
Regular Updates: Provide regular financial reports, including income statements, balance
sheets, and budget comparisons.
Audit Reports: Share external audit reports and findings with the board as applicable.
B. Programmatic Reports
Program Updates: Provide updates on the progress of ongoing programs, projects, and
initiatives.
Impact Assessment: Include assessments of the impact of programs and services on the
community.

IV. Decision-Making
A. Quorum
Definition: Define the quorum required for board meetings and decision-making.
Approval Thresholds: Establish approval thresholds for different types of decisions.
B. Voting Procedures
Voting Rules: Define voting rules, including mechanisms for proxy voting if applicable.
Recording Votes: Record and document all votes in meeting minutes.

V. Minutes and Documentation

A. Minutes Preparation
Scribe Designation: Designate a secretary or scribe responsible for recording accurate
minutes during board meetings.
Distribution: Distribute draft minutes promptly after the meeting for review and corrections.
B. Document Retention
Retention Policy: Establish a document retention policy for board-related documents and
meeting minutes.
Access Controls: Implement access controls for sensitive board-related information.

VI. Communication
A. Internal Communication
Post-Meeting Updates: Provide post-meeting updates to board members on key decisions,
action items, and next steps.
Committee Communication: Facilitate communication between board committees and the
full board.
B. External Communication
Stakeholder Communication: Share relevant board decisions and updates with external
stakeholders as appropriate.
Transparency: Foster transparency in communicating board actions and outcomes.

VII. Amendments and Review

A. Amendments
Changes: Any amendments to this SOP require approval by the Board of Directors.
Communication: Communicate changes to all relevant personnel.
B. Annual Review
Evaluation: Conduct an annual review of board meeting procedures for effectiveness and
relevance.
Adjustments: Propose adjustments to the SOP based on the review outcomes.
This Board Meetings and Reporting SOP is hereby adopted by the Board of Directors of the
African American Empowerment Coalition on [Date].