Board Mentor Policy & Procedure

“Boards do not need to do anything different for people who are different. They do need, however, to build a board culture that is welcoming, uses the talents of its members and has clear standards and expectations for all board members.” Governance Matters

Purpose

Mentoring is an effective means of preparing new board members for full participation in the work of the board.  A complement to the board governance training and board orientation, mentoring is an efficient way to share knowledge and developing cross-functional understanding.  It reduces the learning curve of new board members and allows them to engage productively early in their board tenure.

Policy	

1.	New board member will be assigned a mentor within three months of board membership.
2.	Board governance committee will select mentor for new member.
3.	The mentor (experienced board member) will meet with mentee (new member) for a 6 month period of time up to 9 hours.
4.	This is a goal focused mentoring program and learning objectives will be followed as outlined in procedures.
5.	Pre and post evaluation survey will be completed by mentor and mentee upon start and finish of the program.

Procedure
Time	Up to Nine hours over 6 months	
Methods	In person, online and via telephone	
Month 1
2 Meetings	Meeting 1
In person – 1 hour
Topic: Introduction
Complete pre-evaluation- online	Meeting 2
Online or telephone – ½ hour
Topic: Bylaws, policies, directors’ creed, liability and officers insurance	
Goal
Get to know each other and the organization	•	Meet face-to-face and get to know each other
•	Share previous board experiences
•	Share expectations of each other
•	Mentor will review basic information about the organization and answer questions.
•	Explain board governance model
Clarifies roles of board and management.	•	Mentor arranges mentee to receive or be sure to review copies of bylaws, policies.
•	Clarify content and any questions	
Suggested  reading	Board Manual
Online pre-evaluation	
Month 2
1 meetings	Meeting 3
In person- 1 hour
Topic – Prepare for Board Meetings, Board Contacts, communication, roles and responsibilities, Committees		
Goals 
Board structure and membership	•	Review Organizational chart
•	Discuss board responsibly to oversee organization
•	Discuss fiduciary responsibility and legal duties as a board member
•	Answer questions and interpret Financial statements
•	Outline lines of communication and information flow between board members, committees, CEO, Management and staff
•	Discuss committees suitable for mentee to serve on
•	Introduce committee chair to mentee	•	Discuss the types of meeting including board and committee meetings.
•	Outline rules and procedures and agenda.	
Suggested Reading	Board manual, organizational chart, Committees, Board Manual, Consent agenda	
Month 4
2 meetings	Meeting 4 
In person 1hour  
Topic: Strategic and operational plans and reports		
Goal
Strategic and operational plans	•	Discuss organization’s vision, mission statement and values as they relate to the strategic plan
•	Discuss goals and objective of the board- board work
•	Discuss opportunities and moving forward.
•	Questions from last meeting.
•	Assess mentoring relationship – what is working, what is not
		
Suggested reading	Strategic plan, Board work plan & priorities, Board manual	
Month 5
1 meeting	Meeting 5
1 hour in person
Topic: HR Policies	
Goal 
Organizational Management	•	Review all HR Policies for employees and volunteers
•	Discuss any issues	
Suggested Reading	HR Policies, Board Manual	
Month 6 
1 meeting
	Meeting 6
•	In person – 1 hour
•	Topic: Evaluation and Closure	
Goal
Evaluation of Board Performance and Closure	•	Discuss board evaluation process
•	Celebrate mentoring relationship
•	Discuss any further trainings needed
•	Discuss what to do differently
•	Do post mentoring evaluation	
Suggested Reading	Current Board evaluation outcomes
Mentor/Mentee Evaluation form (online)