Annual board calendar
=====================

Annual board calendar: [ORGANIZATION NAME]

Fiscal year: [FIRST MONTH] to [LAST MONTH]

Board meets: [HOW OFTEN, FOR EXAMPLE "EVERY OTHER MONTH, SECOND TUESDAY"]

Prepared by: [NAME], [ROLE]. Approved by the board on [DATE].

Every board meeting

| Item | Who |
|---|---|
| Financial report, with budget compared to actual and differences explained | [TREASURER] |
| Approve minutes of the last meeting | [SECRETARY] |
| Ask for any new conflicts of interest | [CHAIR] |
| Executive director's report | [EXECUTIVE DIRECTOR] |

Month by month

| Month of fiscal year | Calendar month | What happens | Who | Done |
|---|---|---|---|---|
| Month 1 | [MONTH] | New budget starts. Board reviews this calendar. New directors' orientation. | [NAME] | [ ] |
| Month 1 or 2 | [MONTH] | Every director and officer signs the yearly conflict of interest disclosure. | [NAME] | [ ] |
| Month 2 | [MONTH] | Close the books for last year; start preparing the IRS return and any audit or review. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | Give employees and contractors any year-end tax forms that are due (see the annual compliance checklist). | [NAME] | [ ] |
| Month 3 or 4 | [MONTH] | Audit or review (if required or chosen) presented to the board or audit committee. | [NAME] | [ ] |
| Month 4 or 5 | [MONTH] | Board receives a complete copy of the Form 990 or 990-EZ before it's filed. | [NAME] | [ ] |
| Month 5 | [MONTH] | IRS return due on the 15th, or file Form 8868 for an extension. Form 990-N filers file their e-Postcard. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | State charity registration renewal (if you're registered). | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | State annual report or statement to the secretary of state. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | Insurance renewal: review cover, claims and limits with the broker. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | Executive director's annual review and pay decision, with comparability data, recorded in the minutes. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | Policy review: conflict of interest, whistleblower, document retention, gift acceptance, expense reimbursement and others. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | Board self-assessment, and recruiting for open seats. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | Annual meeting: elect directors and officers, review the year. | [NAME] | [ ] |
| Month [NUMBER] | [MONTH] | Calendar year-end giving appeal; thank donors and send written acknowledgments. | [NAME] | [ ] |
| Month 9 or 10 | [MONTH] | Draft next year's budget; finance committee reviews it. | [NAME] | [ ] |
| Month 11 | [MONTH] | Board approves next year's budget. | [NAME] | [ ] |
| Month 11 | [MONTH] | Extended IRS return due on the 15th (only if Form 8868 was filed). | [NAME] | [ ] |

Other dates for this year

| Date | What | Who |
|---|---|---|
| [DATE] | [FOR EXAMPLE: GRANT REPORT DUE TO A FUNDER] | [NAME] |
| [DATE] | [FOR EXAMPLE: LEASE RENEWAL] | [NAME] |
| [DATE] | [FOR EXAMPLE: DIRECTORS' TERMS ENDING] | [NAME] |
| [DATE] | [FOR EXAMPLE: STRATEGIC PLAN REVIEW] | [NAME] |

Notes

- State filings to check: [LIST STATES AND AGENCIES]
- Where signed conflict of interest disclosures are kept: [LOCATION]
- Where this calendar is kept: [LOCATION]