JOB DESCRIPTION ( Including do’s and don’ts)

BOARD MEMBERS-ROLES & RESPONSIBILITIES

A Board works on the principle of collective wisdom. The underlying principle for setting up of a board is that the collective decision making process minimizes risks and maximizes effectiveness.  In that context, the individual members play a very important part in enhancing the overall effectiveness of the board. Therefore, the board must be a fine blend of individuals drawn from different walks of life & diverse sections of community.

Board members set the strategic direction of the organization. Along with providing oversight and supervision to ensure that management and operations are legally compliant, effective and appropriate, the Board is supposed to make effective decisions.

To know about the reasons and responsibilities, read the complete article on “Board Members-Roles and Responsibilities”Click here.

In view of the above, the question that arises is “Why anyone should become a Board member of a NPO?”, “What are the roles and responsibilities ?”

JOB DESCRIPTION ( Including do’s and don’ts)

TREASURER-ROLES & RESPONSIBILITIES

Accountable and transparent financial management practices play a major role in enhancing the effectiveness of an organization. If the stakeholders lose faith in an organization’s ability to control and account for finances, the entire organization is seen in bad light. The Treasurer is the person who has to ensure that bank accounts are managed well, cash and cheque are deposited, bills are paid, records are kept, budgets are prepared and adhered to and incoming as well as outgoings are backed properly.

In large organizations, the Treasurer is usually supported by a Finance Committee and provides a link between the management and the Board on financial matters. The Treasurer maintains an overview on monthly finances to ensure that appropriate procedures are in place so that programs can be implemented without any delay or disruption.

To know more about the Treasurer and his/her roles & responsibilities, read the complete article on "Treasurer- Roles & Responsibilities" Click here.
"Is it advisable for the Treasurer of an non-profit organization (NPO) to perform both oversight as well as managerial functions?". Kindly share your views on this.

JOB DESCRIPTION ( Including do’s and don’ts)

SECRETARY- ROLES AND RESPONSIBILITIES

The overall administration and management of an organization vest with the duly elected Board as per the Bye-laws/Trust Deed/Memorandum of Association of the organization. To have smooth and effective Board processes, several positions are created within the board. Generally, the Board has a Chairperson, Vice-chairperson, Secretary and Treasurer and assigns them certain duties & responsibilities as per the governing documents of the organization.

The position of Secretary has wide-ranging responsibilities, requiring much more than simply being present at all board meetings. He/she is the one who has the role of disseminating information to all members and stakeholders, giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes. Additionally, the Secretary is the custodian of the organization’s records and related materials. The Secretary is expected to work in close co-operation with the Chair as he/she compliments the Chair’s work and helps him/her discharge the duties effectively.

To know more about the Secretary- Roles & Responsibilities, read the complete article on "Secretary- Roles & Responsibilities" Click here.

"Should the Secretary and the Chief Functionary be one and the same person?". Kindly share your views on this.

JOB DESCRIPTION ( Including do’s and don’ts)

VICE-CHAIRPERSON- ROLES AND RESPONSIBILITIES

Generally, the Board of a voluntary organization is structured responsibility-wise. In other words, the Board would have ordinary members and certain office-bearers like Chairperson, Vice-chairperson, Secretary and the Treasurer.

The Vice-chairperson is considered as the Chairperson-in-training. He/she should attend meetings of the Board regularly. He/she also has to obtain the consent of the Chairperson before making major decisions. The Vice-chairperson is accountable to the Board who is accountable to the members and other stakeholders. By electing the Vice-chairperson, the Board creates a second line in the governance process itself. This ensures broad based leadership and smooth transition in due time.

To know more about the Vice-chairperson's Roles & Responsibilities, read the complete article on "Vice-chairperson- Roles & Responsibilities" Click here.

"Vice-Chairperson is the leader in the making.". Kindly share your views on this.

JOB DESCRIPTION ( Including do’s and don’ts)

CHAIRPERSON- ROLES & RESPONSIBILITIES

The principle behind forming and making decisions through Board is to ensure that the experience and expertise of individual members can be collated and assimilated. In order to structure the decision making process through the Board, a method of facilitation is required. Normally, the facilitator is designated as the Chairperson of the Board. The Chairperson is required to call the meeting to order, lead in various discussions, move the meeting as per the agenda items proposed and ensure that there is discipline in the meeting. When the Board is not in session, the Chairperson also acts as a key representative of the organization to the outside world.

The role that the Chairperson of the Board plays is different from all the other roles on the Board. It is the Chairperson’s job to ensure that the Board operates as a team and everyone on the Board has a say.

To know more about the Chairperson's Roles & Responsibilities, read the complete article on "Chairperson- Roles & Responsibilities" Click Here

Chairperson is a "Leader" or "Leader among the equals"... Please share your views with us.

TOOLS FOR IDENTIFYING, RECRUITING AND DEVELOPING A BOARD

SOURCE FOR POTENTIAL BOARD MEMBERS AND CREATING A DATABASE

Board Members play a crucial role in any organization. They are the trustees who hold the organization in trust. At the same time, they are volunteers, don’t derive any benefit from the organization and have to act as the ultimate reference point. An organization faces a challenge to identify new members as there are no material benefits for being on the Board and at the same time, there are sacrifices of time involved. The motivating factor for a person to join the Board of an organization is the cause for which the organization works.

In an organization a General body and a Governing body is legally mandated and all the members are mostly volunteers. Some organizations also have an Executive committee that is above the governing body. However, it is very much necessary to create a supporter or volunteer base from where the organization can pick up its potential Board members. This volunteer base is not mandated legally but is a desirable practice that an organization may choose to follow.

To know how to create a support base, read the complete article on “ source for potential board members and creating a support base” click here

Does your organization have a support base and how do you engage your support base so that they become effective potential Board members. Please share your views with us..

TOOLS FOR IDENTIFYING, RECRUITING AND DEVELOPING A BOARD

BOARD SIZE

The size of the Board is often much debated subject in governance of NPOs. When Organizations initially
come into existence, they often start cautiously with a small number of members and expand as the
organization grows and programs diversify.

The size of board varies from organization to organization, depending on various factors such as the type,
size, the board culture and the nature of its work. Every organization is different and ideal board size may
not be recommended as a norm.


The Organization to function effectively needs a board that is small in size where every board member
has a significant role to play and also need a board which is large enough so that the work of the board is
done with diversity of experiences.

It is important not to stick on the board size, with which initially the Organization started. The board
should revisit its size and determine the right number to carry out effective and responsible governance in
the organization according to time and needs.

For reading the complete article on “Board SIZE” click here

How do we determine the right Board Size for our NGO? Please share your views/comments with us…