A Job Description for Your Board

If you work for non-profit organization, it's very likely that every staff person, from the CEO to the receptionist, has a job description. And yet some of the most important and influential folks on your team - the people who define your corporate vision and goals - probably don't. 

We're talking, of course, about your Board of Directors. They're ultimately, legally accountable for everything your organization does - but they frequently have to make their own assumptions about their powers, functions and authority - all the things that go into a normal job description.

So why not give them one?

Earlier this year we were asked to develop a job description for a national non-profit organization. If you're a member of a Board, or considering Board involvement, you may find it useful.  


Title: Board Member
Under the direction of: the Membership

Roles

• Act as trustees on behalf of its donors/funding sources
• Work for and represent the general membership
• Determine goals and objectives of the organization 
• Establish policies, other general guidelines and limits for organizational operations
• Ensure continuity of operations from year to year throughout the life of the organization, and to facilitate orderly transfer of responsibilities in the event of staff or Board changes
• Be legally responsible and accountable for all aspects of the management, control and accountability of the organization
• Authorize programs and services sponsored by the organization
• Evaluate the results of the organization's operation

 Responsibilities

• Help the organization achieve credibility, accountability and visibility
• Set policies for the organization;
• Develop mission statement based on organizational mandate
• Ensure that all organizational policies and procedures are legal, effective, and clear; that they reflect and support the mission statement of the organization; and that they are followed
• Set organization goals and objectives for all functions in order to establish Board intent on directions which assure that appropriate goals are set
• Set strategic goals for 2-5 years ahead;
• Review and approve operational goals developed by staff;
• Establish the general types of service the organization will provide and guidelines for directing the services toward achieving the goals;
• Ensure that those involved in organization programs adhere to bylaws and policies;
• Establish guidelines for the appropriate use of organization resources;
• Periodically evaluate the policies of the organization to ensure that they're still appropriate and effective

Financial management

• Ensure adherence to fiscal policies;
• Ensure an annual independent audit;
• Review financial statements and audits;
• Ensure all legal financial requirements are carried out;
• Provide guidelines within which staff prepare revenue, expense and capital budgets;
• adopt budgets;
• Compare actual expenditures with budget allocations;
• Ensure the financial policies, procedures and reporting systems are adequate and appropriate;
• Provide guidelines for the appropriate use of the organization's assets including facilities and equipment, stocks and bonds, other investments;
• Ensure that the organization has adequate funding to meet its goals;
• Participate in developing resource development campaigns and plans which are consistent with organization's goals and purposes;
• Approve fund-raising budget;
• Monitor efficiency and effectiveness of fund-raising;
• Review sources of funding annually;

 Public and Community Relations

• Ensure that the public is aware of the purpose, plans, programs, services, value and achievements of the organization;
• Promote favorable recognition and widespread awareness of the organization;
• Ensure client and community input to monitor and assess ongoing and emerging needs;
• Represent the organization to government, funding sources, other organizations and the public at large;
• Inform the organization of the needs, plans and issues of the constituency they represent 

 Human Resources

• Ensure that bylaws, policies and procedures for selecting, orienting and replacing Board members are in place, are clear, are understood by all staff and Board, and are followed
• Select, oversee and evaluate Executive Director according to established guidelines
• Select skilled and committed board members and officers
• Ensure board members are adequately oriented
• Ensure that board members have the skills, knowledge and attitudes required by the organization
• Ensure board members meet required performance standards
• Establish committees and ensure that their mandates, commission, operations, accountability, and membership are appropriate and effective

Planning and Evaluation

• Ensure that clear, measurable objectives are set for all programs, services, and projects
• Ensure that evaluation systems are in place to monitor degree to which organization's programs, projects and services meet their objectives
• Ensure that strategic and operational plans are prepared, implemented, monitored and evaluated
• Review and approve strategic and operational plans

Operations

• Ensure that clear objectives are set for all staff and board activities
• Ensure that adequate controls, structures and reporting systems are in place to monitor degree to which organization's programs, projects and services meet their objectives
• Ensure that administrative, corporate and legal systems and structures are adequate and appropriate
• Ensure that fundamental management principles are adhered to within the organization
• Avoid self-dealing and situations that may be construed as conflicts of interest
• Act in good faith, exercising reasonable diligence and care by:
• attending all board and committee meetings, and ensuring adequate briefing on discussions and decision made at meeting in the member's absence
• reviewing documentation submitted to the Board
• reviewing minutes of Board meetings
• having a through knowledge of the duties and responsibilities of a Board, of Board members, and of the organizations bylaws, charter, policies, and procedures
• heeding corporate affairs, understanding the financial status and keeping informed of the general activities and operation of the organization
• ensuring that statutory and technical requirements are met
• expressing their opinion, participating in Board decision making, and registering dissents in the minutes of meetings or by letter
• avoiding any semblance of self-dealing or enrichment and discouraging any business transactions between directors and the corporation, unless conducted entirely openly and with stringent safeguards;
• making no pecuniary profit except that expressly provided in compensation or reimbursement with the bylaws;
• ensuring management staff and other employees are qualified and evaluated on a regular basis and that delegated duties are clearly defined and assigned;
• recording policies and practices of the organization in writing;
• conducting an external review of the organization on a regular basis through financial and operational audits;
• insuring board members;

• Protect the confidentiality of the Board by:
• respecting the confidentiality of board discussions on sensitive matters
• supporting the board's final decision in action and in conversation once consensus has been reached or a vote taken