Transcript Board Orientation

BOARD
ORIENTATION
Argonaut Rowing Club
July 2011
July 2011
Argonaut Rowing Club
2
Topics
• Purpose
• The Officers
• Vision, Mission
• Portfolios
• Goals, Org chart
• Board Meetings
• Governing Documents
• Recruiting Leaders
• Board Responsibilities
• Legal considerations
• Practical Board Tips
• Ongoing Issues
July 2011
Argonaut Rowing Club
3
Ground Rules
• Relax and be comfortable.
• Listen so that your leadership years will be as effective
and powerful as possible.
• Ask questions as they arise.
• Think in terms of your role as a director; responsible for
the well-being and future of this organization.
July 2011
Argonaut Rowing Club
4
Purpose of Board Orientation
• To share key information about the organization.
• To focus on the strategic direction, mission and goals of
the organization.
• To encourage questions and to explore opportunities for
the organization.
July 2011
Argonaut Rowing Club
5
Vision & Mission Statements
• Vision: The Argonaut Rowing Club will be a centre for
excellence in rowing and will inspire a lifelong passion for
the sport of rowing in all members.
• Mission: The ARC provides a wide variety of premier
quality, rowing skills development programs, based on the
fundamentals of the Long-term Athlete Development
Model outlined by Rowing Canada. We are volunteer
driven, proud of our tradition of rowing excellence,
strengthened by our membership of highly skilled rowers
and coaches.
July 2011
Argonaut Rowing Club
6
Goals:
• Implement RCA’s Long-term Athlete Development model
(LTAD) within all ARC programs
• Promote sportsmanship and camaraderie both on and off
the water
• Provide top quality training facilities and access to high
quality rowing water
July 2011
Argonaut Rowing Club
Organizational Chart
7
July 2011
Argonaut Rowing Club
The Governing Documents
8
July 2011
Argonaut Rowing Club
The Tools of Governance
• The Bylaws
• Policies & Procedures
• Strategic Plan – 2009 - 2012
• Budget for Current Year
9
July 2011
Argonaut Rowing Club
10
By-law
• Purpose, structure, operating procedures (meetings,
quorum, elections, voting)
• Duties of executive & key committees
• Membership (application, fees, suspension, expulsion)
July 2011
Argonaut Rowing Club
11
Policies & Procedures
Club Rules
2. Safety Policy
3. Penalties & Infractions / Collisions & Investigation
4. Waiver
5. Member code of conduct
6. Harassment and Human Rights Policy
7. Volunteering
8. Singles, doubles, private crew boats storage policy & contract
9. Volunteer Policy and Support fee refund
10. Fundraising
11. Communications
12. Lifetime Members
1.
July 2011
Argonaut Rowing Club
Strategic Plan (09-12)
• See attached Word document
12
July 2011
Budget
• See Excel document
Argonaut Rowing Club
13
July 2011
Argonaut Rowing Club
14
Board Responsibilities - 1
• Direction setting - Set and understand vision, mission
values, strategic goals
• Managing financial resources
• Managing human resources – volunteers and staff
• Roles - Strengthen programs and services for
members - Determine, monitor and delegate as
appropriate
• Fiduciary - Ensure legal and ethical integrity; act honestly, in good
faith, best interests of organization
• Recruit - new leaders (committee or Board members).
• Promote the organization’s image.
July 2011
Argonaut Rowing Club
15
Board Responsibilities - 2
• Evaluate - Assess and measure
organizational and staff performance.
July 2011
Argonaut Rowing Club
16
Practical Steps for Bd. Service
• Attend all board meetings.
• Start and end meetings on time.
• Study and understand the bylaws, policies and goals.
• Prepare for meetings by reviewing the agenda and
supporting documents.
• Treat information and discussions as “confidential.”
July 2011
Argonaut Rowing Club
17
Practical Steps for Bd. Service
• Promote the Club to others.
• Recruit future leaders to help govern the Club.
• Stay current on issues and trends impacting the Club
and the membership.
• As a portfolio holder, form a committee and recruit
helpers.
• Assist with fund raising as appropriate.
July 2011
Argonaut Rowing Club
18
The Officers
• The officers have special duties described in the bylaws.
• In many Clubs the officers make up an Executive
Committee
July 2011
Argonaut Rowing Club
19
Role of the President
• Serves as chief elected officer of the organization.
• Presides over all meetings or designates a person to
do so.
• Leads performance reviews of board at the end of
each year
• Stakeholder relations (Trust, other Clubs, City, etc)
• Administration (staff supervision)
July 2011
Argonaut Rowing Club
Role of the Vice President
• Serves in the absence of the president.
• Performs such duties as identified in the bylaws or
assigned by the president.
20
July 2011
Argonaut Rowing Club
21
Role of the Secretary
• Oversees the custody of all records, except financial
records.
• Monitors the accuracy and timely distribution of meeting
minutes.
• Performs such duties as identified in the bylaws or
assigned by the president.
• Often chairs a bylaws, governance or nominations
committee.
July 2011
Argonaut Rowing Club
22
Role of the Treasurer
• Oversees all funds and financial records.
• Prepares an annual budget for approval.
• Keeps records of all income and expenses; oversees
•
•
•
•
•
audit
Undertakes investments
Signing authority on bank accounts
Responsible for filings required by law associated with
finances.
Recruits and trains Assistant Treasurer
Performs such duties as identified in the bylaws or
assigned by the president.
July 2011
Argonaut Rowing Club
23
Financial Responsibilities
• The board should carefully review all financial reports.
• The treasurer should prepare and propose an annual
budget.
• The treasurer will present a financial report for the
previous period, at each meeting.
• An annual financial audit is performed by an independent
accountant & reported at the AGM
July 2011
Argonaut Rowing Club
24
Portfolios
• Each Director has responsibility for a portfolio and should
recruit people
• They help the board get work done.
• They identify potential leaders.
• They serve as a way to segment and serve the interests
of subgroups of members.
July 2011
Argonaut Rowing Club
The Portfolios
• Administration, Trust Committee & Stakeholder
Relations
• Rowing
• Communication & Media
• Membership & Safety
• Fundraising
• Communications/Media
• Facilities
• Introductory Support Programs
• Events
25
July 2011
Argonaut Rowing Club
26
Board Meetings
• The Preparation
• Notice and materials will be distributed a week in advance of
meetings – 4th Monday
• Review the agenda to determine how you should prepare for the
discussions.
• Prepare a portfolio report and provide to Secretary a week in
advance of the meeting.
• Whenever possible, formulate and ask your questions before the
meeting.
• Check annual Directors Calendar
July 2011
Argonaut Rowing Club
27
Board Meetings
• The Agenda
• The agenda is prepared by the Secretary with consideration of
business arising, current issues, member needs and pending
business.
• If you have input for the agenda, be sure to provide it to the
Secretary well in advance of the meeting.
July 2011
Argonaut Rowing Club
28
Board Meetings
• Minutes
• Minutes are a legal record of the meetings.
• They are not a record of side conversations or a reminder
document for Board members.
• The minutes are to be approved at the next convened
meeting of the board.
• Portfolio reports record activity of Directors’ portfolios—
advise members on action taken
• Minutes and Portfolio reports are posted on the website six
weeks after the meeting has taken place
July 2011
Argonaut Rowing Club
29
Board Meetings
• The Rules of Order
• Procedural rules are used to maintain order at meetings.
• All persons must be recognized by the chair before speaking.
• Time limits may be set on certain topics.
• Learn the basics of rules of order to be sure motions and
procedures are understood to your benefit.
July 2011
Argonaut Rowing Club
30
Recruiting Leaders
• A responsibility of board members is to identify future
leaders.
• Every Board member has a key role by recruiting potential
new members for committee roles
• Committees may be a source of future leaders.
July 2011
Argonaut Rowing Club
31
Measuring Performance
• “How do we compare?” is a common query of board and
staff.
• There are numerous ways to measure performance.
• How does the organization measure performance?
• Consider these options…..
July 2011
Argonaut Rowing Club
32
Measuring Performance
• Compare the organization with the operating ratios
(budgets) of similar Clubs to measure income and costs.
• Survey members to determine satisfaction.
• Seek an outside performance review by a committee or
professional experienced in conducting operating
assessments (York University Strategy Study - 2001).
July 2011
Argonaut Rowing Club
33
Board Legal Considerations
• Duty of Knowledge
•
Good business judgment at all times.
• Know the By-laws and follow them
• Duty of Care
• Act honestly as would any reasonable person in a similar
circumstance.
• Fiduciary Duty
• Act in good faith in the best interests of the Club
• Duty to Avoid Conflicts of Interest
• Declare a conflict when one arises
• Not participate in nor attempt to influence the decisionmaking
July 2011
Argonaut Rowing Club
Legal Considerations (2)
• Indemnification
• Directors and officers liability insurance
34
July 2011
Current Issues
Argonaut Rowing Club
35
July 2011
Argonaut Rowing Club
36
Thank You for Serving!
• The board experience should be a positive
one.
• The board is the caretaker of the organization.
• The board speaks as a whole, no board
member should have more input or authority
than others.
• Always ask questions as they arise.
• Thank you for serving on the board!