Board Ready Materials and the Charge

Perhaps you have wondered how the AAMFT Board of Directors does its work, makes its decisions, and what informs the board in that important process. While most people have a general idea of how a board functions, every board and association has features that are unique to them. This association is no exception.

To unpack this idea, we must begin with one of the strengths of this board: the policies with which we govern. AAMFT Governance Policies inform us of the roles, tasks, responsibilities, limitations, and processes for board functioning. In other words, our policies scaffold our work. One such policy directly addresses what the board requires for making an informed decision and this is called “board ready materials.”

Guided by the Strategic Plan, the Board of Directors remains aligned to the compass of our association’s goals. From there, we rely on an information stream that comes through member feedback/questions, trends and information from both inside and outside our association, and finally through quantifiable and qualifiable data tendered to us through workgroups, staff, task forces and committees.

The board receives a motion for a decision reliant upon knowledge-based, informed data. Therefore, the board considers motions that are written, and must include essentials such as: A reflection of being well researched with documented history and rationale for the proposed motion; a summary of key issues; thoughtful recommendations; and fiscal/resource/staff implications.

Additionally, all governance units must reflect within their report a thoughtful process of the application of the Four Knowledge-based Questions and the Diversity and Inclusivity Policy questions. The scope of each of these policies, facilitate the board in ensuring well-thought-out factors pertaining to the specific recommendations and the equity we seek to ensure throughout our association. These considerations are required to be reflected in the written report in order for the board to bring a recommendation—or motion—to vote.

The board only considers written motions. These mostly originate as the result of work completed by a task force, committee or workgroup. Some task force/s and committees are standing (ongoing) while others are formed as needed. Each task force/committee receives a formal, written charge from the president of the AAMFT Board of Directors. The Charge Letter is submitted to the presidentially appointed chair of the task force/committee, who then leads the task force/committees in completing the work assigned. The charge details the work required, the rationale, the history for the specific work, and a framework for outcomes. Workgroups or the CEO may also present a motion, and all requirements for board ready materials apply. All final reports given to the board deemed as board ready materials reflect the entire group’s consensus; a minority report may also be submitted, if needed.

Consultants have frequently commented on AAMFT’s governance process and how our policies and management serve the association exceptionally well.  These are high compliments coming from external sources who have experience with many associations. The AAMFT Board of Directors strives to bring the best knowledge-based information to bear in preparing/reviewing all board ready materials. Guided by the Strategic Plan, defined by our roles and responsibilities within the Governance Policies, and articulated via the President’s Charge Letter, these practices help us fulfill our work with informed decisions to better our association as a leader in mental health.

Consultants have frequently commented on AAMFT’s governance process and how our policies and management serve the association exceptionally well.