Policy Central: Board Meetings, Board Job Descriptions, and Rotation Policies
Boards that anticipate and plan for potential bumps in the road are far more likely to avoid difficult situations than those who create policies while in the middle of crisis. Included here are conflict of interest policies, board position descriptions, election and rotation policies, and much more.
- Please read our Samples Disclaimer Policy statement.
- Please submit your own policy or sample to share through the NCFP Knowledge Center.
- If you represent a foundation that has an updated version of a sample included here, please contact NCFP staff to update it.
- For assessment tools and other resources related to diversity, equity, and inclusion in family philanthropy, please see our Content Collection on Racial Equity, Diversity, and Inclusion.
Allocation of Board and Staff Responsibilities
- Allocation of staff and board responsibilities (Anonymous, 2012)
- Board and Staff Job Descriptions (The Leighty Foundation, 2011)
Board Chair Position Descriptions
- Board Chair Job Description (AVDF, 2017)
- Board Officer Roles and Responsibilities (Glenn FF, 2014)
- Board Chair Position Description (NCFP, 2002)
- Ten essential responsibilities of foundation board chairs (BoardSource, 2017)
Board Election, Classification, and Rotation Policies
- Foundation Governance and Leadership Structure (Bainum, 2021)
- Board Election, Rotation, and Membership Terms (Nord Family Foundation, 2005)
- Members Classification (Packard Foundation, 2004)
- Board of Trustees Classification (Packard Foundation, 2004)
Board Eligibility Criteria and Guidelines for Board Membership
- Trustee Job Description and Desirable Characteristics (Dobbs Foundation, 2017)
- Board Qualifications (AVDF, 2017)
- Guidelines for Board Membership (The Leighty Foundation, 2010)
- Director Agreement (Anonymous, 2014)
- Board Selection Criteria (LWFF, 2016)
- Board Practices and Standards (Dyson Foundation, 2009)
Board Meeting and Retreat Agendas
- Retreat Manual (Longbrake FF 2021)
- Board Member Attendance Policies
- Sample Family Foundation Meeting Agenda (Russell FF, 1999)
- Ground Rules for Family Retreat Working Sessions
- Junior Board Meeting Minutes Example (Frieda C. Fox Family Foundation, 2010)
- Creative Agendas for More Effective Family Meetings (NCFP Webinar Transcript, August 2010)
Board Meeting Evaluation and Feedback Surveys
- Board Meeting Evaluation Form (JF Maddox, 2020)
- Sample Family Foundation Board Meeting Feedback (Beker Foundation, 2021)
Board Member Orientation Manuals and Agendas
- Board Policy and Procedures Manual (William Bingham Foundation, 2005)
- Board Orientation Guidebook TOC (Glenn FF, 2014)
- Board Orientation Outline (Anonymous, 2012)
- Board Orientation Manual (GMA, 2009)
- Board of Directors Handbook (Morgan Family Foundation, 2012)
- Board Practices and Standards (Dyson Foundation, 2009)
Board Member Position Descriptions, Roles, and Responsibilities
- Board Roles and Responsibilities (Bainum, 2021)
- Director Expectations (Brinson Foundation, 2018)
- Trustee Job Description and Desirable Characteristics (Dobbs Foundation, 2017)
- Trustee Responsibilities (AVDF, 2017)
- Board Roles and Responsibilities (The Stocker Foundation, 2010)
- Board Expectations and Job Description (Morgan Family Foundation, 2004)
- Board Responsibilities Qualities of the Good Trustee (NCFP, 2002)
- Board and Officer Duties and Responbilities (William Bingham Foundation, 2003)
- Board Roles and Operating Guidelines (The Needmor Fund, 2012)
Board Self-evaluation and Self-assessment
Code of Conduct
- Code of Conduct (Rockefeller Foundation, 2015)
- Code of Conduct (Packard Foundation, 2004)
- Code of Conduct (Dobbs Foundation, 2006)
- Code of Conduct (Anonymous, 2015)
Community and Independent (non-Family) Board Members
- Interview Reflection Template (Hill Snowdon, 2021)
- Process for Selecting Nonfamily Trustees (Mary Reynolds Babcock Foundation, 2003)
- A Place at the Table Non Family Board Members (NCFP, 2011)
- Adding Nonfamily Trustees (NCFP Webinar Transcript, March 2013)
- Independent Trustee (Nathan Cummings Fdn, 2020)
- Independent Investment Committee (Nathan Cummings Fdn, 2020)
- Independent Board Member (Volgenau Fdn, 2020)
- Independent Board Member (Jessie Smith Noyes Fdn, 2019)
Community Board Members: Panta Rhea Foundation Recruitment Documents
- Board Recruitment Timeline (Panta Rhea Fdn, 2020)
- Community Board Member Interest Form (Panta Rhea Fdn, 2020)
- Community Board Member Profile (Panta Rhea Fdn, 2020)
- Board Candidate Interview Questions (Panta Rhea Fdn, 2020)
Conflict of Interest Statements
- Conflict of Interest Policy (The Leighty Foundation, 2010)
- Conflict of Interest Overview (CMF, 2013)
- Conflicts of Interest Policy (JS Noyes, 2010)
- Conflict of interest (Annenberg Foundation)
- Conflict of Interest Policy (Packard Foundation, 2003)
- Conflict of Interest Policy (Lumpkin Family Foundation, 1999)
- Conflict of Interest Policy (Durfee Foundation, 1999)
- Conflict of Interest Policy (Self Family Foundation, 2002)
- Conflict of Interest Policy (Nord Family Foundation, 2003)
- Conflict of Interest Policy Sam L. Cohen Foundation (Sam L. Cohen Foundation, 2008)
- Conflict of Interest Statement (Andrus Family Fund, 2011)
- Conflicts of Interest IRS Sample Policy Annotated for Grantmakers (COF, 2010)
Discretionary Grants
- Board Discretionary Grants Policy (Bainum, 2021
- Discretionary Grants Policies (GEO and NCFP, 2018)
- Discretionary Grants Policy (Healthcare Initiatives Foundation, 1999)
- Discretionary Grants Policy (Council on Foundations, 2001)
- Discretionary Grants Policy (Kinsman Foundation, 2002)
- Board Responsibilities for Discretionary Grants (NCFP, 2002)
- Tips and Advice on Discretionary Grants (NCFP, 2002)
- Discretionary Grants Policy (Emily Hall Tremaine Foundation, 2003)
Diversity and Inclusiveness Statements
- Suggestions for Involving Others in the Family Foundation (NCFP, 2002)
- Board Statement on Racial Equity (HRK Foundation, 2017)
- DEI Self Assessment (Sample, 2013)
- DEI Assessment (Consumer Health Fdn, 2016)
- Commitment to Diversity (Packard Foundation, 2017)
- Statement of Inclusiveness (Z. Smith Reynolds Foundation, 2002)
- The Challenge of Diversity (Jessie Smith Noyes Foundation, 2003)
- Conversation on Diversity and Inclusive Practices (COF, 2010)
Ethics Codes
- Principles Workbook (Independent Sector, 2009)
- Code of Ethics (Richard and Susan Smith Family Foundation, 2004)
- Board of Trustees Code of Ethics (Homes A. and Mildred S. Scott Foundation, 2004)
- Ethics in Family Philanthropy (NCFP Webinar Deck, Novemeber 2011)
Exit Interviews for Board Members
Expense Reimbursement Policies
- Board Expense Reimbursement Policy (Bainum, 2021)
- Travel Entertainment Policies and Reimbursement Form (MRBF, 2011)
- Reimbursement Policy (Sample, 2015)
- Business Travel and Expense Reimbursement Policy (Anonymous, 2018)
- Travel and Expense Reimbursement Policy (Light a Single Candle Foundation, 2015)
- Travel Reimbursement Policy (Osborne Foundation, 2015)
- Expense & Mileage Reimbursement Form (Sample, 2016)