Getting the right information to the board

The chief executive is a key source of information to help the board carry out its governance role.

The chief executive can help the board understand its roles and responsibilities as trustees via the provision, for example, of information, induction packs and briefings.

The chief executive can also help the board keep up to date with latest developments in the charity – important given that trustees might not otherwise be involved in the charity’s day to day work.

A key role of the chief executive is to ensure the board receives the information and advice it needs to make decisions and that best use is made of board meeting time. The format and content of board papers is extremely important in this respect. 

Board papers should be focused on governance matters that assist the board in carrying out their roles and responsibilities. 

For example, if a new service or activity is proposed, what are the risks involved? How will the activity be financed and sustained over time? Is it within the charity’s objects or purposes? Do trustees have the necessary powers to carry it out? Is it within the charity’s strategic plan? Are there legal or regulatory implications?

Board papers that are too detailed or too focused on management or day to day issues are unlikely to help the board take a long term strategic view.  Ultimately, poor information might lead to the board making decisions that are not in the best interests of the charity, because the miss vital questions about risk, sustainability or legal implications.

If more than one member of staff is preparing papers for the board, the chief executive should ensure that ground rules exist. These could include:

• Maximum length
• Papers should have a summary or cover sheet focusing on how the issue affects the board’s role and the action required from the board (whether the paper is for information or for decision)
• Papers are checked by the chief executive before circulation
• Papers are circulated a clear week in advance of meetings and are not tabled on the day
• Papers will be taken ‘as read’ at meetings - staff presenting at board meetings will not re-present the paper but use the time allocated to assist and advise the board in their discussion.