Formation Meeting

“The initial corporate meeting is the essential first step in forming a nonprofit organization. It is at this meeting that the initial board of incorporating directors is decided and officer titles determined. The minutes (notes) of this meeting should include a resolution that shows unanimous affirmation by the initial board to establish the organization and pursue both incorporation and federal tax- exemption. The purpose of the organization should be articulated in writing, as well.” (see purpose section of proposed Bylaws)

Sample of future meeting agenda and meeting process:

Initial Formation Meeting Agenda

Date, time and location of meeting: Monday, February 24 at 12pm. in Keaau at Café next to laundry mat on front picnic table if possible.

Welcome: (The board chair calls the meeting to order, welcomes attendees, introductions and roll call of board members, approval/changes of agenda)

Approval of previous minutes from: date_________________

Reports from officers and committees:

· Chair:

· Treasurer: (Presentation and review of financial statements, budget updates, and other financial matters. Board members may ask questions or seek clarification on financial performance and projections.)

· Committees

Old business: (Updates & follow-up)

New Business: (All items for this meeting * have * draft proposals posted on the website. For future meetings, directors introducing new business and/or making a motion will provide the Secretary with a detailed informational draft of the new business or motion to be included with the meeting minuets)

Web page with proposed documents: https://greatbarsofsoap.com/whoweare.html

· Propose and discuss options for how often to have directors meetings. {monthly, every other month, every three, four of six months, or once a year???}

· Discuss and determine who will be incorporating directors what position they will hold on Board of Directors. {a minimum of one is required for state incorporation application, a minimum of three required for 501c3 tax exempt filing, and five needed for business plan and grant applications}

· Discuss, edit and adopt *mission statement.

· Discuss, and edit Policies that will become the Policy and Procedure Manual. *Proposed roles of board members, *Decision Making Policy, *Conflict of interest policy, *Nepotism policy, * Statement of inclusiveness.

· Discuss, edit and adopt *Bylaws.

· Discuss possible business names and adopt *corporation name with motion to register name with state/county.

· Discuss Hawaii state form DNP-1 to fill out for articles of incorporation, with motion to proceed.

· Discuss and adopt *registered agent with motion for state form.

· Discuss membership classes, edit and adopt *membership applications.

· Discuss design planning for *website: page colors, text font…

· Discuss needs for *business plan development.

· Discuss next step after incorporation is accomplished. ( applying for non-profit status)

Strategic Discussions: (Review of strategic goals, objectives, budget reviews, next steps, proposal of new projects, fundraising… )

Announcements: (Upcoming events or activities )

Closing: ( Summary of Key Decisions and Action Items – Adjournment )