Keeping It Running: Governance and Compliance

The Microboard Guide: Part 5 of 5

Once a microboard is incorporated and operational, there are ongoing obligations. These are more extensive depending on whether the microboard manages funding, but even microboards that serve primarily as governance and advocacy structures have basic corporate obligations. With the right systems and supports, these requirements are manageable.

Regular Board Meetings

A microboard should hold regular board meetings.  Meetings can cover the individual’s supports and any changes in their needs, financial matters (if applicable), and any decisions requiring board approval.

Minutes should be recorded at every meeting. They do not need to be elaborate but should document who attended, what was discussed, what decisions were made, and any actions assigned. A facilitator (see Part 2) can lead these meetings, which allows family members to participate as directors rather than also running the agenda.

Financial Record Keeping

If the microboard manages funding, it must maintain careful financial records: receipts and invoices for all expenditures, regular bank reconciliations, a clear process for approving expenditures, and documentation showing spending aligns with the approved budget.

Annual Obligations

A T2 corporate income tax return (the standard Canadian corporate tax filing) must be filed with the Canada Revenue Agency each year. Annual returns must also be filed to keep the corporation in good standing through the Ontario Business Registry for provincial incorporations, or with Corporations Canada for federal incorporations. Failure to file can result in the corporation being dissolved.

If the microboard manages funding, annual financial statements must be prepared and may need to be reviewed or audited by a qualified external accountant, depending on the funding level and the terms of the funding agreement.

Costs

Operating a microboard involves costs: facilitation, bookkeeping, insurance premiums, legal and administrative expenses. Where the microboard manages government funding through a Transfer Payment Agency arrangement (see Part 3), administrative costs can be built into the funding agreement. Families should confirm specific eligible expenses with their Passport administrator or Microboards Ontario.

New Directors

New directors are invited to participate in the MSI program alongside the family, ensuring they receive a clear understanding of the Microboard's purpose, governance structure, financial status, funding agreements, insurance, and meeting schedule. The program also covers values and principles, governance, legal requirements once incorporated and supported decision-making.

Resources

A list of resources is provided in Part 1 of this guide. Key contacts for ongoing governance:

Microboards Ontario – microboardsontario.com – Governance guidance, foundational courses, insurance

Partners for Planning (P4P) – planningnetwork.ca – Professional Services Directory, Facilitators Directory

Ontario Independent Facilitation Network (OIFN) – oifn.ca – Facilitator directory

Developmental Services Ontario (DSO) – dsontario.ca – Adult developmental services, Passport referrals

Ontario Health at Home – 310-2222 – Home care, Family Managed Home Care