What should the board do before summer?
June is a natural pause for many boards. The meeting calendar thins out, board members prepare for vacation, and day-to-day operations slow down. But before you wrap up for the summer, there are a few things worth checking off your list to ensure that the fall gets off to a strong start.
1. Make sure that spring is properly documented
The board year quickly fills up with decisions, discussions, and commitments. As summer approaches, it’s worth reviewing the spring meetings and making sure everything is in order:
- Have all the minutes been approved and signed?
- Are decisions made per capsulam documented and archived?
- Is there any information that was distributed but never followed up on?
It often takes less time than you think to tidy up, and it saves a lot of hassle when fall rolls around.
2. Check contracts and due dates
Summer is a time when it’s easy to miss important contract deadlines. Many contracts are automatically renewed if no one takes action in time, and with the entire board on vacation, it can be difficult to respond quickly.
Review the organization’s agreements and verify:
- Are there any contracts that expire or are automatically renewed between June and August?
- Is the right person in charge and aware of this?
- Do any contracts need to be terminated or renegotiated before summer?
A quick review now can save you both money and stress later.
3. Schedule your fall meetings now
It may seem early, but one of the most common sources of frustration in board work is finding dates that work for everyone. The more members there are, the harder it becomes to coordinate, especially if you wait until September when schedules are already starting to fill up.
Schedule at least the first three board meetings for the fall before the summer break. This gives the entire board a clear framework to fall back on and makes it easier to plan the work.
4. Make sure new members are ready
If the board welcomed new members at this year’s annual meeting or at a meeting this spring, are they truly ready to contribute from day one this fall?
Keep in mind:
- Have they been given access to the relevant documents and minutes?
- Do they understand the board’s work processes and current issues?
- Is there anyone who can properly introduce them—not just formally, but in a practical way?
A new board member who feels well-prepared contributes more quickly and effectively. It’s an investment that pays off as early as the first meeting of the fall.
5. Appoint someone to be in charge for the summer
Even though the board takes a break in July, the organization needs to have a plan in place for urgent matters. Who is the point of contact if something happens? Who has the authority to make decisions if necessary?
A simple, documented decision is all that is needed, but it should be made before everyone goes on vacation.
6. Make a rough plan for the fall
You don’t need to set the entire fall agenda right now, but it’s worth having a brief discussion about what lies ahead:
- Has the budget process been scheduled, and who is in charge of it?
- Are there any strategic issues that need to be prioritized after the summer?
- Has the annual calendar been updated with the most important activities?
A board that heads into the summer with a rough plan for the fall is in a much stronger position than one that starts from scratch in September.
A final thought
Board work is largely about continuity—ensuring that things don’t fall by the wayside when the pace slows down or members change. Summer is a natural time to ensure that continuity, so that the fall’s work can begin with energy and focus rather than starting by trying to figure out where things left off.
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