How to Start a Microboard

How to Start a Microboard: A Practical Guide for Families and Allies

A microboard is a small, person-focused board of directors—family, friends, and trusted allies—who come together to steward one person’s life plans with clear governance, transparency, and staying power. This guide walks you from idea to first meeting with checklists, scripts, and templates you can copy.

What a Microboard Does (in plain language)

• Keeps decisions person-directed (values-first, not system-first)

• Aligns funding to the plan (budgets tied to goals and outcomes)

• Documents accountability (roles, minutes, reviews, and safeguards)

• Survives change (succession planning and onboarding for continuity)

Microboard vs. Circle of Care: The microboard provides governance and oversight (why/what). The Circle of Care manages day-to-day support (how).

Quick-Start Checklist (10 steps)

1. Name the purpose (1-page charter: values, priorities, decision principles).

2. Invite 3–7 members (mix of family/allies; skills in health, education, finance, community).

3. Select a structure (unincorporated association, non-profit incorporation, or fiscal sponsorship).

4. Adopt lightweight bylaws (roles, quorum, decisions, conflicts, records, succession).

5. Set privacy & consent rules (who can see what, where data lives, how access is revoked).

6. Create a shared workspace (single secure folder; standard file names).

7. Approve person-centered plans (e.g., health & wellness, communication, life skills, community, work).

8. Build a simple budget (funding sources → plan categories → approvals & reporting).

9. Schedule regular meetings (monthly at first; publish minutes and action log).

10. Track a small set of metrics (person-reported outcomes, goal progress, timeliness, spending alignment, continuity).

A 30–60 Day Launch Timeline

Weeks 1–2: Purpose & People

• Draft the Charter (see template below).

• Confirm members, time commitment, and initial roles.

Weeks 3–4: Structure & Safeguards

• Choose legal form; open bank account if applicable.

• Approve Bylaws and Conflict of Interest policy.

• Set up consent practices and secure file storage.

Weeks 5–6: Plans, Budget & Cadence

• Approve initial person-centered plans (6–12 month goals).

• Build a budget tied to those plans; define monthly reporting.

• Put recurring meetings on the calendar; use the agenda template.

Copy-Ready Templates

1) One-Page Charter (example)

PurposeSupport <Person> to live, learn, and participate in community according to their values and preferences.

Values & Decision PrinciplesPerson-directed • Dignity & least-restrictive support • Evidence-informed • Privacy-respecting • Fiscally responsible

12-Month PrioritiesHealth & wellness routines; communication growth; life-skills at home; community participation; work-readiness exploration.

Scope of the MicroboardApprove plans and budgets, monitor outcomes, ensure continuity and consent, steward resources, and document decisions.

2) Bylaws (essential clauses to include)

• Roles: Chair, Secretary, Treasurer, Guardian of Values (one person may hold two roles in small boards).

• Quorum & Decisions: Quorum = majority; aim for consensus; simple majority if needed.

• Conflicts of Interest: Disclose, recuse, record in minutes.

• Meetings: Monthly/bi-monthly; minutes within 7 days; action log with owners/dates.

• Records: Central repository; finance retained 7 years.

• Succession: Maintain candidates list; 30-day onboarding checklist for new members.

3) Role Descriptions (short form)

• Chair: Sets agendas, runs meetings, timeboxes items, ensures follow-through.

• Secretary: Keeps agendas, minutes, decisions log, and document control.

• Treasurer: Prepares budget vs. actuals; flags variances and recommendations.

• Guardian of Values: Ensures decisions reflect the person’s will/preferences; checks plans against the Charter.

4) Sample Meeting Agenda (75 minutes)

1. Values check (2 min): “Does today’s agenda reflect <Person>’s priorities?”

2. Privacy/consent reminder (1 min)

3. Action items review from last meeting (10 min)

4. Dashboard snapshot (10 min): outcomes & spend vs. plan

5. Decisions (30 min): plan updates, allocations, approvals

6. Risks/barriers & owners (10 min)

7. Wins/next steps (10 min)

8. Schedule next review & close (2 min)

5) Budget Map (starter)

Categories:Health & Wellness • Communication • Life Skills • Community Learning • Work Skills • Equipment/Tech • Training/Coaching • Transport • Contingency (5–10%)

Monthly Report (one page):Spend by category • Progress notes • Metrics snapshot • Variances & recommendations

6) Consent & Information-Sharing Checklist

• Plain-language consent signed by the person/guardian.

• Access list (names/roles) and how to grant/revoke access.

• Data location (encrypted drive) and backup schedule.

• Email/text etiquette (no sensitive content; use secure links).

• Quarterly review of permissions and audit of shared docs.

Metrics That Matter (keep it small)

• Person-reported outcomes: “What got better for me?” (brief monthly note or emoji/mood scale)

• Goal progress: Routines completed, independence levels, participation rates

• Timeliness: Services launched on schedule; barriers resolved within agreed windows

• Financial alignment: Dollars flowing to the plans delivering the best gains

• Continuity: Docs current, roles covered, no single point of failure

Common Pitfalls—and Simple Fixes

• Scope creep (doing operations): Keep the microboard at governance. Route task management to the Circle of Care.

• Meeting sprawl: Cap at 90 minutes; timebox; defer non-critical items.

• Paper chaos: One folder, standard file names, minutes within 7 days.

• Drifting from the person’s voice: Start with the person’s update; use AAC/visual supports as needed.

• No follow-through: Public action log with owners and dates; revisit first on every agenda.

FAQ (fast answers)

Do we have to incorporate?Not necessarily. Many start informally, then incorporate or use fiscal sponsorship for banking, grants, and liability clarity.

How big should it be?Small and nimble (3–7 members) with complementary skills and a shared commitment.

How often should we meet?Monthly at launch; shift to bi-monthly as routines stabilize and reporting becomes predictable.

Is this legal advice?No. Laws and funding rules vary by region. Get local guidance when choosing a structure, managing funds, or signing contracts.

Your First Meeting—What “Good” Looks Like

• Agenda went out 48–72 hours prior with attachments (plan updates, budget snapshot).

• Roles confirmed; conflicts disclosed.

• Person’s voice leads (short update, preferences, goals).

• Decisions documented clearly (who/what/when/why).

• Minutes and action log sent within 7 days; files stored in the shared folder.

Bottom Line

A microboard turns good intentions into a durable system: clear purpose, simple rules, transparent funding, and regular reviews that keep the person’s life at the center. Start small, document lightly but consistently, and adjust as you learn—so supports stay person-directed, accountable, and resilient over time.