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Board member onboarding

Owner: Secretary
Time: ~1–2 hours first pass; ongoing quarterly meetings
Access: Invited account on Cloudflare Access — not shared role aliases for login

← Start here

This week (new trustee)

  1. Complete Access login test at docs.apexstem.org.
  2. Read mission — business plan executive summary (GitHub).
  3. Skim formation summary — wiki formation checklist (Phases 1–4, 8).
  4. Read latest milestone — formation progress log (incorporation, EIN, 1023-EZ submitted 2026-06-11).
  5. Review LLC separation — LLC ↔ nonprofit SOP.
  6. Schedule quarterly board cadence + portal hygiene (15 min on agenda).

Onboarding checklist

  • [ ] Added to Cloudflare Access with trustee email account — see Access setup and rbac-groups
  • [ ] Read business plan executive summary + mission
  • [ ] Read formation progress log — current next steps (bank, bylaws, Google for Nonprofits after IRS letter)
  • [ ] Read formation checklist Phases 1–4, 6, 8 (canonical)
  • [ ] Signed / filed conflict of interest disclosure (family, LLC, vendors, sponsors)
  • [ ] Understand LLC separation — llc-separation SOP
  • [ ] Calendar: quarterly board meetings + annual insurance/990 review
  • [ ] Bank access only after board resolution naming signers (treasurer implements)
  • [ ] Gift acceptance + document retention policies acknowledged (when adopted)
  • [ ] Board minutes: adopt portal plan launch gates (when ready)

Key documents

Topic Where
NJ formation (full) ridge_racers_nonprofit_formation_checklist_nj.md
Formation progress log apex_stem_formation_progress_notes.md
Formation summary (wiki) formation_checklist.md
Portal plan apexstem_portal_plan.md
Free tools stack nonprofit_free_tools.md
LLC separation llc-separation
Brand & sponsor tiers brand_and_trademark
Grant readiness (when IRS letter) grant_readiness_index

Tools (authoritative systems)

Tool Use Portal link
This wiki SOPs, policies, onboarding You are here
Google Drive Governance vault (articles, EIN letter, minutes, COI) Create Governance/ per integrations; upload 2026-06-11 filings
Freedcamp Season tasks (team) Project URL on integrations — add when live
Email board@, hello@, treasurer@ domain_and_dns

Do not store EIN scans, bank numbers, or signed waivers in git.

What board members do

Duty Cadence
Fiduciary oversight Always
Meetings Quarterly minimum
Approve budget, large expenses, Title sponsorships Per policy
Approve policies (fees, COI, sponsorship tiers) As needed
LLC / related-party transactions Recusal + majority of non-interested directors
Portal hygiene Quarterly 15 min agenda item

Do not: Run day-to-day team engineering or replace student enterprise roles.

Officers (if elected)

Role Focus
President / chair Agenda, external relationships
Treasurer Treasurer onboarding
Secretary Minutes, corporate records, Access invites

Compliance pointers

Topic Doc
501(c)(3) filing Approved 2026-06-16 (509(a)(2) public charity; effective 2026-06-11) — use approved public language on site and sponsor materials — progress log
Nonprofit bank account Next — treasurer + board resolution; see formation Phase 5
NJ charitable registration Phase 6
Sponsor tiers (org-wide) Business plan §5.2
Grant readiness folder grant_readiness_index

Artifacts (not in git)

  • EIN letter, articles, bylaws, insurance COI → org Drive Governance/
  • Signed minutes → Drive; index only in wiki