Here is a detailed Board of Directors Policy for a masjid.
[Masjid Name]
The Board of Directors (the "Board") is the primary governing body of [Masjid Name], responsible for upholding the organization's mission, ensuring its financial stability, and providing strategic oversight in accordance with the Holy Qur'an, the Sunnah of the Prophet Muhammad (PBUH), the organization's Bylaws, and the laws of the State of Indiana. The Board's authority is granted by the Bylaws and the General Assembly of its members.
The Board acts as a unified body. No individual director has the authority to act on behalf of the masjid unless explicitly authorized by a Board resolution. The collective responsibilities include:
Upholding the Mission (Amanah): Ensure all programs, services, and operations are aligned with the Islamic mission and purpose of the masjid.
Strategic Direction: Develop and approve a long-term strategic plan with clear goals and objectives.
Financial Oversight:
Approve the annual budget and ensure adequate financial controls are in place.
Review regular financial statements (monthly or quarterly).
Ensure the organization has an annual audit (internal or external) as required by the Bylaws.
Oversee fundraising efforts and ensure resources are managed responsibly.
Imam & Staff Oversight:
Hire, support, and conduct annual performance evaluations of the Head Imam.
Approve the hiring and termination of other key staff upon recommendation from management.
Establish fair compensation and HR policies.
Legal & Ethical Compliance:
Ensure the masjid complies with all applicable federal, state, and local laws.
Uphold and enforce the organization's Bylaws and policies.
Oversee risk management and ensure adequate insurance coverage (e.g., liability, property, Directors & Officers).
Community Representation: Serve as ambassadors for the masjid, representing the interests of the entire community and ensuring transparency.
Every member of the Board is expected to fulfill the following duties:
Duty of Care: Act in good faith and with the care that an ordinarily prudent person would exercise in a like position and under similar circumstances. This includes coming to meetings prepared by reading agendas and reports beforehand.
Duty of Loyalty: Put the interests of the masjid above any personal, professional, or financial interests. This is further detailed in the Conflict of Interest section.
Duty of Obedience: Ensure the masjid remains obedient to its central mission and adheres to all applicable laws and governing documents.
Active Participation: Attend and actively participate in Board and assigned committee meetings.
Financial Support: Support the masjid financially through personal donations, according to one's means.
Confidentiality: Keep all discussions from confidential "executive sessions" and other sensitive Board matters private.
To ensure a balance of experienced leadership and fresh perspectives, the following term limits shall apply:
Term Length: A single term for a Board member shall be two (2) years.
Consecutive Terms: A Board member may serve a maximum of three (3) consecutive terms (a total of six years).
Mandatory Break: After serving the maximum consecutive terms, an individual must take a mandatory break of at least two (2) years before being eligible to run for a Board position again.
Filling Vacancies: A member appointed to fill a vacancy for more than half of a term shall have that period counted as one full term.
Board members are expected to embody the highest standards of Islamic character (Akhlaq) and professional conduct.
Respectful Dialogue: Engage in discussions with respect, courtesy, and adherence to the principles of Shura (mutual consultation). Disagreements should be handled constructively, without personal attacks.
Unified Voice: Once the Board makes a decision by a formal vote, all members are expected to support that decision publicly, regardless of their personal vote.
Professionalism: Represent the masjid professionally in all public and private interactions.
Confidentiality: Do not disclose confidential information regarding staff, members, or internal Board deliberations.
No Personal Authority: Do not attempt to direct staff or volunteers individually; all direction must come from the Board as a whole or through its designated liaison (e.g., the Board President).
Adherence to Policies: Abide by all masjid policies, setting a positive example for the community.
Violation of this Code of Conduct may be grounds for disciplinary action, up to and including removal from the Board, as outlined in the Bylaws.
Board members have a fiduciary duty to act solely in the best interest of the masjid, free from any conflicting financial or personal interests.
Definition of a Conflict: A conflict of interest exists when a Board member (or their immediate family member) has a financial or personal interest that could potentially compromise their impartial judgment in decisions affecting the masjid. This includes:
Financial Interest: Having an ownership stake in, or receiving compensation from, a company that does business with the masjid.
Transactional Interest: A Board member or their family member being a party to a transaction with the masjid (e.g., selling goods, leasing property).
Personal Interest: A decision that provides a unique personal benefit or advantage to a Board member or their family.
Disclosure:
All Board members must sign a Conflict of Interest Disclosure Statement annually, listing any known potential conflicts.
If a potential conflict arises during a meeting concerning a specific agenda item, the affected Board member must immediately disclose the conflict to the Board Chair.
Procedure for Handling a Conflict:
Recusal from Discussion: After disclosing the conflict, the Board member must leave the room during the discussion of the matter.
Abstention from Voting: The Board member must not vote on the matter.
Documentation: The disclosure, recusal, and abstention must be officially recorded in the meeting minutes.
Prohibition on Loans: The masjid shall not make any loans to its directors or officers.
This policy is designed to protect the integrity and reputation of the masjid and to ensure that all Board decisions are made with fairness and objectivity.
Date Approved: [Date]
Approved By: [Masjid Name] Board of Directors
Next Review Date: [Date]
Here is a detailed Executive Committee Policy for a masjid.
1.0 Purpose
This policy defines the scope, authority, limitations, and responsibilities of the Executive Committee of the Board of Directors of [Masjid Name]. The purpose of the Executive Committee is to provide focused leadership and facilitate efficient decision-making between regularly scheduled meetings of the full Board of Directors, ensuring the operational continuity and strategic responsiveness of the masjid.
2.0 Scope and Composition
2.1 Composition: The Executive Committee shall be a standing committee of the Board of Directors. It shall be composed of the elected officers of the Board, which include the President, Vice President, Secretary, and Treasurer. The Head Imam shall serve as a non-voting, ex-officio member to provide religious counsel and operational insight.
2.2 Chair: The President of the Board of Directors shall serve as the Chair of the Executive Committee and shall be responsible for convening meetings and setting the agenda.
2.3 Quorum: A quorum for any Executive Committee meeting shall consist of a majority of its voting members (i.e., three of the four officers). No official business may be transacted without a quorum.
3.0 Authority
The Board of Directors delegates to the Executive Committee the authority to act on its behalf in specific, defined circumstances. This authority is a trust (Amanah) and must be exercised with prudence and in the best interest of the masjid.
3.1 Operational Decision-Making: The Executive Committee is authorized to make timely decisions on operational matters that arise between full Board meetings and which do not require a full board vote as outlined in Section 4.0. This includes, but is not limited to:
Approving unbudgeted emergency repairs or expenses up to a pre-approved limit (e.g., $5,000).
Addressing urgent staff or volunteer management issues that cannot wait until the next board meeting.
Responding to time-sensitive community needs or external opportunities.
3.2 Board Agenda Setting: The Executive Committee shall act as a steering committee for the full Board. It is responsible for reviewing committee reports, identifying strategic priorities, and preparing the agenda for upcoming Board of Directors meetings to ensure they are focused and productive.
3.3 Advisory Role to the Imam: The Executive Committee shall serve as the primary advisory body and point of contact for the Imam on administrative and operational matters, providing support and guidance.
3.4 Crisis Management: In the event of an emergency or crisis affecting the masjid (e.g., a security threat, building damage, or major public relations issue), the Executive Committee is empowered to act immediately on behalf of the Board to manage the situation, protect the community, and safeguard the organization's assets and reputation.
4.0 Limitations
The authority of the Executive Committee is not a substitute for the authority of the full Board of Directors. The Executive Committee is explicitly prohibited from taking any of the following actions, which are reserved solely for a vote by the full Board of Directors:
4.1 Amending Governing Documents: The Committee cannot amend the masjid's Articles of Incorporation or Bylaws.
4.2 Board Composition: The Committee cannot elect, appoint, or remove any member of the Board of Directors.
4.3 Major Financial Decisions: The Committee cannot:
Approve the annual budget of the masjid.
Authorize the sale, purchase, mortgage, or lease of any real estate property.
Take on new debt (loans) on behalf of the organization.
Approve any expenditure that exceeds the pre-approved limit set by the Board or that materially alters the approved budget.
4.4 Major Strategic and Legal Decisions: The Committee cannot:
Change the fundamental mission or strategic direction of the masjid.
Authorize the dissolution or merger of the organization.
Initiate legal action on behalf of the masjid (except in an immediate crisis requiring a temporary restraining order or similar urgent measure).
4.5 Hiring/Firing of Key Personnel: The Committee cannot hire or terminate the Head Imam or any other key executive staff as defined by the Board. It may suspend staff pending a full board review if the situation warrants immediate action.
5.0 Procedures and Responsibilities
5.1 Meetings: The Executive Committee shall meet as needed, typically on a monthly basis or more frequently if circumstances require. Meetings may be called by the Chair or any two members of the committee.
5.2 Decision Making: All decisions of the Executive Committee shall be made by a majority vote of the members present at a meeting where a quorum is established.
5.3 Documentation: The Secretary shall keep accurate minutes of all Executive Committee meetings, documenting all decisions made and actions taken.
5.4 Reporting and Transparency: This is a critical function to maintain the trust of the full Board.
All actions taken and decisions made by the Executive Committee must be reported to the full Board of Directors no later than the next scheduled board meeting.
The minutes of all Executive Committee meetings shall be included in the board packet for the next full board meeting for review.
The full Board of Directors has the authority to ratify, modify, or rescind any decision made by the Executive Committee, where legally and practically possible.
6.0 Policy Review
This policy shall be reviewed by the Governance Committee every three years, or as needed, and any proposed amendments must be approved by a full vote of the Board of Directors.
Date Approved: October 18, 2025
Approved By: [Masjid Name] Board of Directors
Next Review Date: October 2028