Hi everyone - Folllowing our meeting, I took the liberty of drafting the SOP for New Board Member Onnboarding.  Please review and provide feedback. My plan it to implement asap and include new board members in our next meeting.  We can add to the agenda.  

90 Minds Board Onboarding SOP

Purpose:
To ensure a smooth, consistent, and welcoming onboarding experience for newly elected Board members, while clearly setting expectations, timelines, and engagement points before the annual conference.

Applies To:
Newly elected Board Directors of 90 Minds, Inc.

Owned By:
Executive Director (ED) in coordination with the Board President and Secretary

Phase 1: Election Close & Notification (Week 0)

1. Election Certification

• Responsible: Board Secretary + Executive Director

• Confirm election results and validate eligibility.
  

• Document results in Board records.
  
  

2. Individual Notification to Elected Candidates

• Responsible: Executive Director
  

• Timing: Within 48 hours of election close
  

• Send personal congratulatory email including:
  
  

• Confirmation of election and term start date
  

• High-level overview of onboarding steps
  

• Expectation to attend:
  
  

• February Board Meeting (required)

• Board Meet & Greet (virtual, pre-conference)
  
  

• Note that formal public announcement may occur before or after the conference, depending on timing
  
  

3. Acceptance Confirmation

• Responsible: New Board Member

• Confirm acceptance of the role in writing within 5 business days.

Phase 2: Public Announcement (Timing Flexible)

Key Principle: Announcement timing is flexible and should align with conference cadence.

Announcement Options:

• Option A: Announce immediately following election close
  
  

• Option B: Announce closer to or during the annual conference
  
  

Responsible: Executive Director

Channels:

• Member email
  

• Community platform
  

• Conference materials (if applicable)
  

Phase 3: Pre-Service Engagement (Weeks 1–6)

4. Board Meet & Greet (Virtual)

• Timing: 2–4 weeks before the annual conference
  

• Responsible: Executive Director
  

• Purpose:
  

• Informal relationship-building
  

• Introductions to current Board members

• Overview of Board culture and collaboration style
  
  

• Attendance: New Board Members + Current Board

Phase 4: Required February Board Meeting

5. February Board Meeting (Mandatory)

• Responsible: Board President + Executive Director

• Expectation:
  

• New Board members attend as full participants
  

• Agenda includes:
  

• Formal welcome
  

• Context on conference planning and priorities
  

• Board rhythm, cadence, and expectations

Phase 5: Formal Orientation (Post-February, Pre-Conference)

6. Board Orientation Session

• Timing: Within 30 days of February Board Meeting

• Responsible: Board President + Executive Director
  
  Format: Virtual (60–90 minutes)
  
  

Orientation Covers:

• Mission, vision, and strategic priorities
  

• Board roles vs. staff roles
  

• Governance model and decision-making flows
  

• Annual calendar & key milestones:
  

• Annual Conference
  

• Board Retreat (typically May)
  

• Committee cycles
  
  Review of:
  
  

• Process flows
  

• Financial oversight expectations
  

• Communication norms
  
  

Phase 6: Systems & Access Setup

7. Board Tools & Access

• Responsible: Executive Director
  

• Grant access to:
  

• Google Drive (Board folders, historical minutes, budgets)
  

• Board communication channels
  

• Calendar invites for:
  

• Board meetings
  

• Retreat dates
  

• Conference milestones
  
  

Phase 7: Mentorship & Integration (Optional but Recommended)

8. Board Mentor Assignment

• Responsible: Board President (in consultation with ED)
  

• Pair each new Board member with a current Board mentor for:
  
  Informal check-ins
  

• Questions about culture, norms, and expectations
  

• First-year support
  

Phase 8: Annual Conference Participation

9. Conference Integration

• Responsible: Executive Director
  

• Ensure new Board members:
  

• Are introduced appropriately (if announced)
  

• Understand expectations during the conference
  

• Are included in any Board-specific meetings or gatherings onsite
  
  

Phase 9: Board Retreat Integration (Typically May)

10. Board Retreat Participation

• Responsible: Board President + Executive Director
  

• New Board members are expected to:
  

• Attend the annual Board Retreat
  

• Participate fully in strategic planning and reflection sessions
  

Summary Timeline (At a Glance)

https://docs.google.com/document/d/1vaNaoH1M8dPtNa0ETV_Cs05xIbMUlXLMP72Oqs_yfNA/edit?usp=sharing

------------------------------
Anne Sawyer
90 Minds Inc.
Executive Director
anne.sawyer@90minds.com
CA
https://90minds.com
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I think this is a great tightening-up of what we currently do (or try to do) and makes sense to me so let's do it  For future years, I still question the timing of all this and believe a post-Conference election would make things easier (especially for the ED).

Oh, and for Phase 2, I vote Option A: Announce (the results) immediately following election close

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Steve Iwanowski, NextStep Technology Advisors, aka DSD Lancaster PA ¯\_(ツ)_/¯
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I agree with Option A, but after the winners are notified...

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Gary Feldman
Principal
I-Business Network
Marietta GA
16786270646
http://www-i-bn.net
------------------------------

Original Message:
Sent: 01-21-2026 08:59
From: Steve Iwanowski
Subject: SOP - Board Member Onboarding

I think this is a great tightening-up of what we currently do (or try to do) and makes sense to me so let's do it  For future years, I still question the timing of all this and believe a post-Conference election would make things easier (especially for the ED).

Oh, and for Phase 2, I vote Option A: Announce (the results) immediately following election close

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Steve Iwanowski, NextStep Technology Advisors, aka DSD Lancaster PA ¯\_(ツ)_/¯
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This is great!  And I definitely agree with Option A.

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Chuck Peddy
Smartbridge Partners
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