Add director onboarding and offboarding checklists - #2
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Pull request overview
Adds two public-facing board process documents under board/processes/ to standardize director onboarding and role offboarding while keeping completed/signed internal records in restricted Google Drive storage.
Changes:
- Adds a director onboarding checklist covering candidate preparation, appointment, access provisioning, orientation, verification, and annual renewal.
- Adds a director/officer/volunteer offboarding checklist covering governance records, access revocation, responsibility transfer, and post-departure verification.
Reviewed changes
Copilot reviewed 2 out of 2 changed files in this pull request and generated 5 comments.
| File | Description |
|---|---|
| board/processes/director-onboarding-checklist.md | New onboarding checklist from candidate prep through annual renewal and access auditing. |
| board/processes/offboarding-checklist.md | New offboarding checklist including governance actions, access removal, transitions, and verification. |
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| ### Financial systems | ||
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| - [ ] Remove or modify TowneBank access and signing authority when applicable. |
| - [ ] Place the appointment on a properly noticed board-meeting agenda or written-consent action. | ||
| - [ ] Consider and vote on the candidate individually rather than as part of a slate. | ||
| - [ ] Confirm that appointing the director receives a two-thirds vote of directors currently serving. | ||
| - [ ] For one of the first three rotating seats, confirm that both Kevin Griffin and Linda Nichols affirmatively approve the candidate, regardless of how many initial directors are already serving. |
| - [ ] Preserve relevant email, chat, documents, logs, financial records, and account history. | ||
| - [ ] Do not delete or alter records merely because the person is departing. | ||
| - [ ] Restrict sensitive departure records to people with a legitimate need for access. | ||
| - [ ] Coordinate with Pierce Legal or another qualified adviser when the departure is disputed, disciplinary, or legally sensitive. |
| ### Financial oversight | ||
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| - [ ] Cash-basis accounting and calendar fiscal year. | ||
| - [ ] TowneBank and QuickBooks Online workflows. |
| - [ ] Update Virginia corporate or charitable-registration records. | ||
| - [ ] Update registered-agent or principal-office records. | ||
| - [ ] Update IRS responsible-party or tax records when legally required. | ||
| - [ ] Update TowneBank authorized signers. |
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Summary
board/processes/Notes
These checklists contain no credentials or private records. Completed internal copies and signed materials remain in restricted Google Drive storage. This PR is intentionally separate from #1 and can be reviewed independently.
Review checklist