Becoming a member
Guide for members
Community guidelines
The basics
What ArtsPool does
What ArtsPool does: an overview
Financial Maintenance services
Financial Operations services
Workforce Administration services
Other services
Requesting changes to ArtsPool's scope of services
ArtsPool: an introduction
Training quick links
Requesting work from ArtsPool
Suggested titles, descriptions, and content for tasks
Requesting digital signature processing for a document
Share important events or deadlines with ArtsPool's calendar
Membership communication guide
New hire onboarding
Submitting a new hire task in the ArtsPool app
Guidance on creating offer letters
Employee benefits data management
Upload Proof of Vaccination
Employee Payroll Setup: A to Z Guide
Independent Contractor and Employee Definitions
Paying employees
Paying Employees and Approving Payroll
Employee reimbursements
Processing per diem
ArtsPool Retirement Plan
Actors Equity Payroll with a PEO
Revenue and expenses
Managing petty cash
How to submit receipts to ArtsPool
Submitting bank deposits
How to code expenses and respond to clarification requests
Requesting payment for a bill
Xero-compatible check stock
Grants and contributions
Managing your NY State Grants Gateway prequalification
Requesting a grant budget or financial report
Corporate insurance
BeyondPay training
General BeyondPay training
Updating your BeyondPay password
Homescreen: Understanding My Personal Info
Changing your name with ArtsPool
Homescreen: Understanding My Actions
Homescreen: Understanding My Forms
BeyondPay training for employees
BeyondPay training for payroll admin
Accessing reports in BeyondPay
Unlocking employee accounts in BeyondPay
Verifying I-9 Forms
Approving timesheets in BeyondPay
Understanding payroll and BeyondPay
BeyondPay: approve time entries
Homescreen: Understanding Employee Management
Submitting Timesheets
Submitting and approving employee time off requests
Uploading and downloading an employee document in BeyondPay
Payroll FAQs - a troubleshooting guide
Downloading Pay Statements
Submit time off request in the ArtsPool app
BeyondPay mobile app
Download W2 from payroll
Paying independent contractors
Compliance
Providing annual sexual harassment prevention training and materials
Understanding conflict of interest disclosures
Board actions for New York nonprofits
Understanding corporate policies
Fiscal control stopgaps: what NOT to do
COVID-19 Workforce Administration Reference Materials
Technology
The ArtsPool app
Managing your ArtsPool app user account
Getting started with tasks
Working with your task list
Searching for tasks
Commenting on a task
Adding a document to a task
Adding people to tasks
Member pages in the ArtsPool app
Feature requests
Keyboard shortcuts
Reassigning requests
Tasks and privacy
Approving a batch of requests
Google Drive
Setting up a Google account
Google Drive tips and tricks
Syncing Google Drive files to your desktop
Exporting a Google Sheet to PDF
Getting started with Google Sheets
Migrating data between Google Apps accounts
Gmail
Email like a champ with Gmail keyboard shortcuts
Submit tasks at lightning speed with email templates
Creating a Gmail filter
Adding a forwarding address to Gmail
Security
Data security guide for members
Security on macOS
Data Security Policy
1Password account setup
1Password account management
1Password basics
Importing passwords into 1Password
Additional 1Password accounts for members
Privacy Policy
Other technology resources
Working with documents
Accessibility statement
Governance and other goodies
Governance
Service agreements
Summary of changes to Terms of Service
What's changed: 2020 ArtsPool Service Agreement Update Summary
What's changed: 2024 Terms of Service Update Summary
Terms of Service
Dispute and Indemnity Summary
Annex A: Pricing and Billing
Annex B: Member Service Contact List
Annex C: Member Services List
Annex D: Onboarding Procedures
Annex E: Operating Agreement
Annex F: Privacy Policy
Annex G: Data Security Policy
Annex H: Limitations of Liability and Indemnification
Annex I: Dispute Resolution
Annex J: Improvement Process for Members not in Good Standing
Annex M: General Legal Provisions
Annex K: Termination Provisions
Annex L: Offboarding Procedures
Annex N: Defined Terms
External partners and vendors
Guidelines for a Successful ArtsPool-Auditor Partnership
Selection of vendors, consultants, software, and tools
How to choose software
Professional development resources
Table of Contents
- Knowledge Base
- Guide for members
- Compliance
- Board actions for New York nonprofits
Board actions for New York nonprofits
Updated by Max Dana
ArtsPool's relationship to your board
Because ArtsPool is not part of your organization, we do not interact directly with your Board without your participation or instruction, nor can we manage your Board or its processes. We can support your efforts by providing information or processing documents, but we rely on you to lead the process on Board matters. For more information, see our Member Board relations guidelines.
Board responsibilities
Board actions are required for certain activities (corporate policy adoption, budget approval, salary authorization for Executive Directors, etc.) and are considered best practices for many other areas such as approval of employee handbooks. The Board has a legal fiduciary responsibility to govern and direct the organization in accordance with Federal and state law. As such, it is responsible for keeping minutes of its meetings, documenting all Board actions, and ensuring that all financial reports required by law are filed on time. Boards should ensure that all of their members are educated regarding the roles and responsibilities of the Board as a whole and of each Board member individually.
Below are some useful links, but it's always best to speak to your lawyer or accountant if you have technical questions about Board matters.
Boardsource: Roles and Responsibilities
Boardsource: Fundamental Topics of Board Service
Boardsource: Board Responsibilities and Structures — FAQs
National Council on Nonprofits: Board Roles and Responsibilities
Right from the Start: Responsibilities of Directors of Not-for-Profit Corporations (NY Charities Bureau)
FAQs - Governance - Duties of Board Members (NY Charities Bureau)
Meetings and minutes
Boards must have at least one meeting per year, but many Boards meet quarterly. Some organizations' bylaws define specific Committees that meet quarterly, monthly, or on an ad hoc basis as issues arise. The Board and its Committees should keep written records of their calls and meetings, a.k.a. "minutes", and submit these minutes to the full Board for review and approval at the next meeting. The minutes should be kept on file and provided to the organization's auditor during audit. If you don't provide these to us during the fiscal year, your Financial Maintenance Lead will request them at the start of the audit (though we do like to read them so submitting them in advance is preferable).
Board actions
Taking action at a meeting
The easiest way to take a vote as a Board is to simply take a voice vote at a meeting at which a quorum of the Board is present, as defined by your bylaws. In such cases, a simple majority vote is required for the motion to pass unless your bylaws, Federal law, or state law say otherwise (e.g. when electing an employee as the Board Chair).
Taking action by Executive Committee
It is a fairly common practice for nonprofit bylaws to empower an Executive Committee to take action on behalf of the full board. That said, having an Executive Committee is not a requirement, and the Executive Committee's delegated authority to make decisions for the whole board should not be assumed. When in doubt, check your organization's bylaws.
Taking action by Unanimous Written Consent
Per the New York State Nonprofit Revitalization Act of 2013, Boards in New York State are permitted to take action electronically via Unanimous Written Consent (UWC). A UWC means:
- All Board members vote.
- All Board members agree.
Any abstentions or dissensions invalidate the vote, in which case the matter would need to be taken up at a meeting of the Board with a quorum present.
A UWC can be done via email or via a digital signature system if records are kept of all votes