Add director onboarding and offboarding checklists

board/processes/director-onboarding-checklist.md

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+# RevolutionVA Director Onboarding Checklist
+
+Use this checklist for each new RevolutionVA director. Store the completed internal checklist and signed records in the restricted directors folder in Google Drive. Publish only appropriate public records in the `RevolutionVA/Organization` repository.
+
+## 1. Candidate preparation
+
+- [ ] Confirm the candidate has a meaningful connection to the 757 through residence, employment, community service, or sustained involvement.
+- [ ] Discuss the expected time commitment and the requirement to attend at least 75% of board meetings annually, allowing reasonable excused absences.
+- [ ] Discuss the expectation to actively support at least one RevolutionVA program, event, or board committee each year.
+- [ ] Discuss the expectation to support fundraising and sponsor relationships; clarify that there is no required personal donation or fixed fundraising quota.
+- [ ] Explain that board service is entirely volunteer and unpaid, with reimbursement available only for reasonable, documented, pre-approved expenses.
+- [ ] Confirm that the candidate can uphold RevolutionVA's mission, fiduciary duties, confidentiality requirements, nondiscrimination commitment, and Code of Conduct.
+- [ ] Identify potential conflicts involving employers, businesses, family relationships, vendors, sponsors, or other organizations.
+
+## 2. Pre-invitation materials
+
+Provide the candidate with current or proposed copies of:
+
+- [ ] RevolutionVA mission, history, and program overview.
+- [ ] Articles of Incorporation.
+- [ ] Bylaws.
+- [ ] Written board-member expectations.
+- [ ] Conflict of Interest Policy.
+- [ ] Whistleblower Policy.
+- [ ] Document Retention and Destruction Policy.
+- [ ] Organization-wide Code of Conduct and nondiscrimination commitment.
+- [ ] Most recent approved board minutes available for candidate review.
+- [ ] Current board roster and officer roles.
+- [ ] Current financial overview and explanation of the annual and event-budget process.
+- [ ] D&O insurance summary when coverage is obtained.
+
+## 3. Formal invitation and acceptance
+
+- [ ] Send a written invitation describing the proposed role, transition period, formal term dates, and expectations.
+- [ ] Receive the candidate's written acceptance.
+- [ ] Confirm the candidate has had an opportunity to ask questions before appointment.
+- [ ] Confirm the candidate still wishes to serve after reviewing all governance materials.
+
+## 4. Board appointment action
+
+- [ ] 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.
+- [ ] Record each director's vote in the minutes or written consent; director appointments are not anonymous officer elections.
+- [ ] Make the appointment effective only after the required DocuSign package is completed.
+
+## 5. Required DocuSign package
+
+Before the appointment becomes effective, obtain:
+
+- [ ] Written consent to serve as a RevolutionVA director.
+- [ ] Board expectations acknowledgment.
+- [ ] Confidentiality acknowledgment.
+- [ ] Conflict-of-interest disclosure.
+- [ ] Conflict of Interest Policy acknowledgment.
+- [ ] Code of Conduct acknowledgment.
+- [ ] Fiduciary-duties acknowledgment.
+- [ ] Any media, data-access, or other role-specific agreements that are genuinely necessary.
+
+For every completed DocuSign envelope:
+
+- [ ] Save the completed signed document in Google Drive.
+- [ ] Save the DocuSign completion certificate alongside it.
+- [ ] Confirm access is limited appropriately for confidential records.
+- [ ] Record the appointment's immediate effective date after all required signatures are complete.
+- [ ] Record the next formal term anchor: January 1 or July 1.
+- [ ] Record the formal three-year term's start and end dates.
+- [ ] Mark the period before the term anchor as a transition period that does not count toward the two-consecutive-term limit.
+
+## 6. Access and records
+
+- [ ] Add the director to the internal board contact list.
+- [ ] Give the director read access to governance records in Google Drive.
+- [ ] Give the director read access to board financial reports and approved budgets.
+- [ ] Give access to the public `RevolutionVA/Organization` repository as appropriate.
+- [ ] Add the director to board calendar invitations and board communications.
+- [ ] Explain that legal, personnel, donor-private, whistleblower, and executive-session records are restricted to people with a legitimate need for access.
+- [ ] Do not grant bank, QuickBooks, DocuSign administration, repository write, or other privileged access unless the director's assigned responsibilities require it.
+- [ ] Grant access only through organization-controlled accounts, groups, and 1Password vaults appropriate to the director's responsibilities.
+- [ ] For any critical account administered by the director, confirm multifactor authentication, organization-controlled recovery information, and at least one other authorized administrator.
+- [ ] Update the internal director roster, including contact information, appointment date, term anchor, formal term dates, and officer or committee assignments.
+- [ ] Update the public board roster after the appointment is effective.
+
+## 7. Formal orientation
+
+Complete before the director's first voting meeting when practical and no later than 30 days after appointment.
+
+### Organization
+
+- [ ] RevolutionVA's history, founders, 501(c)(3) status, mission, and long-term vision.
+- [ ] The 757 geographic focus.
+- [ ] Current and planned programs, including 757tech, the Hampton Roads Community Board Map, DevFest, the planned RevolutionConf return, and the planned job fair.
+- [ ] Relationships that require careful distinction, including the independently managed 757 Developers Meetup and event-specific sponsorship of BSides Hampton Roads.
+
+### Governance
+
+- [ ] Board composition, the authorized five-, seven-, or nine-director structure, founding seats, rotating terms, term limits, and future expansion rules.
+- [ ] Founding-director amendment protections, mission and existential-action consent rights, accountability, and non-inheritable succession rules.
+- [ ] Individual director appointment voting, two-thirds approval, and the special requirement that both founders approve each of the first three rotating directors.
+- [ ] January 1 and July 1 term anchors and the non-term transition period before an anchor.
+- [ ] Quarterly meeting requirement, annual January organizational meeting, notice rules, agendas, minutes, quorum, and voting.
+- [ ] Anonymous voting applies only to officer elections.
+- [ ] Written-consent procedure for unanimous action between meetings.
+- [ ] Executive-session rules and public-minutes practice.
+- [ ] Committee authority and limits.
+- [ ] Removal, resignation, vacancy, holdover, and reappointment rules.
+
+### Duties and conduct
+
+- [ ] Duty of care.
+- [ ] Duty of loyalty.
+- [ ] Duty of obedience to the mission and governing documents.
+- [ ] Conflict disclosure, recusal, and related-party transaction procedures.
+- [ ] Confidentiality and appropriate handling of restricted records.
+- [ ] Whistleblower reporting and anti-retaliation protections.
+- [ ] Code of Conduct reporting, response, escalation, enforcement, and appeal procedures.
+
+### Financial oversight
+
+- [ ] Cash-basis accounting and calendar fiscal year.
+- [ ] TowneBank and QuickBooks Online workflows.
+- [ ] Monthly bank-reconciliation requirement.
+- [ ] Board financial reports: balance sheet, profit-and-loss statement, and budget-versus-actual report.
+- [ ] Board-approved annual and event budgets.
+- [ ] Second-director pre-approval for unbudgeted transactions of $500 or more.
+- [ ] Budgeted-expense exception for approved annual and event budgets.
+- [ ] Contract-signing authority limited to the President, Vice President, or a future Executive Director acting within delegated authority.
+- [ ] Debt-free preference and the two-thirds approval requirement for debt, guarantees, or security interests.
+- [ ] Board-designated operating and event-contingency reserves and the board-approval requirement for reserve spending.
+- [ ] Separate tracking and purpose restrictions for donor-restricted and grant-restricted funds.
+- [ ] Administrative acceptance of routine unrestricted cash donations and board review of unusual or heavily restricted gifts.
+- [ ] Form 990 preparation and board-review process.
+
+### Records and risk
+
+- [ ] Public records in the Organization repository; signed and confidential records in Google Drive.
+- [ ] Permanent and seven-year retention categories.
+- [ ] Legal-hold requirements.
+- [ ] General liability, event insurance, and D&O coverage when obtained.
+- [ ] Indemnification and its exclusions.
+
+### Communications and account security
+
+- [ ] Public-representation rule: directors do not speak for RevolutionVA unless authorized and clearly distinguish personal views.
+- [ ] Routine communications authority of the President and board approval for policy, crisis, legal, or significantly controversial statements.
+- [ ] Joint President/Vice President holding-statement authority in a genuine time-sensitive crisis, subject to prompt board review.
+- [ ] Shared email and 1Password practices.
+- [ ] Critical-account requirements: two administrators, organization-controlled recovery information, and multifactor authentication.
+- [ ] Same-day access removal when a person leaves and immediate review when responsibilities change.
+
+## 8. First board meeting
+
+- [ ] Introduce and formally welcome the new director.
+- [ ] Confirm completion of all required signatures and orientation items.
+- [ ] Record any initial conflict disclosures.
+- [ ] Assign at least one program, event, or committee responsibility.
+- [ ] Review upcoming board and event dates.
+- [ ] Confirm how to request agenda items and call attention to urgent concerns.
+- [ ] Record any officer or committee appointment separately from the director appointment.
+
+## 9. Thirty-day verification
+
+- [ ] Confirm orientation was completed within 30 days.
+- [ ] Confirm the director can access required governance and financial records.
+- [ ] Confirm no unnecessary privileged access was granted.
+- [ ] Confirm all signed records and DocuSign certificates are stored correctly.
+- [ ] Confirm the internal and public rosters show accurate term information.
+- [ ] Ask whether the director has unresolved questions, missing context, or barriers to participation.
+- [ ] Mark onboarding complete and record the completion date.
+
+## 10. Annual renewal
+
+At the January organizational meeting each year:
+
+- [ ] Renew the board-expectations acknowledgment.
+- [ ] Renew the confidentiality and fiduciary-duty acknowledgment.
+- [ ] Complete a new conflict-of-interest disclosure.
+- [ ] Confirm contact information and organizational affiliations.
+- [ ] Review attendance and active-participation expectations.
+- [ ] Confirm program, event, or committee involvement for the year.
+- [ ] Review policy or bylaw changes adopted since the prior acknowledgment.
+- [ ] Complete the annual access audit for shared accounts, administrators, 1Password vaults, recovery methods, MFA, banking, QuickBooks Online, GitHub, Google Drive, DocuSign, domains, websites, and social platforms.