Board Member Positions

The Board will support the work of Westhollow Society and provide mission-based leadership and strategic governance.

President of the Board

Rationale:
The board president’s main responsibilities are to manage, direct and supervise board members, and to preside over all board meetings and will act as the Executive Director of the Executive Committee. His or her responsibility also is to carry out policy made by the board and set objectives to meet the board’s long-range goals.

To effectively run meetings, the board president must work to prepare an agenda, keep meeting discussion and debate focused on the issues, and move board members to a decision.

The board president is also responsible for appointing board members to committees and other groups. To do this, he or she must know board members’ skills and interests.

The board president’s authority is granted to him or her only by the full board. He or she may speak publicly on behalf of the board only when given permission and only in support of the decisions of the full board. The board president should never give his or her personal opinion about a board decision to the public or the news media.

Purpose:

To supervise board members as the principal elected officer of the board and manages the day-to-day operation of the organization; formulates and carries out the short-term objectives to advance the board’s long-range plan; establishes operating procedures (in compliance with local, state and federal laws, and policies set by the board) and is responsible for the hiring, firing and evaluation of all Westhollow Society staff.

Duties and Responsibilities:

Preside over meetings of the board and as Chairperson of the executive committee.
Serve as ex-officio (“by virtue of office”) member of all committees.
Work to see that all orders and resolutions of the board are carried out.
Coordinate the work of board officers and committees of the board.
Call special meetings as the need arises.
Appoint all committee officers.
Facilitate the board’s decision-making.
Act as official spokesperson for the board.
Foster a sense of team spirit on the board.
Perform all other functions required by the office of president.
Attend all board meetings and board committee meetings.
Be directly responsible to the board.
Prepare the agenda for regular board meetings.
Initiate and direct the development of policies for board approval.
Take part in board and committee meeting discussions.
Provide the board with adequate information to help it reach sound decisions and establish policies.
Supervise the implementation of all board policies.
Supervise the hiring, firing and evaluation of all staff members.
Direct administrative staff members in their assignments and duties.
Prepare an annual budget and submit it to the board.
Provide adequate information to the board about the financial status of the Westhollow Society.
Provide relevant information
Represent the organization in all dealings with other organizations, individuals and the public.
Represent the organization to other organizations.
Work with the board on the organization’s long-range plan.
Develop short-range (one-year) objectives to meet the goals of the long- range plan.
Report regularly to the board on progress toward our objectives and other issues of concern to the board.
Signs all checks and approves any spending over $50 by the Treasurer.

Vice President of the Board

Rationale:

The board vice president’s main responsibility is to provide continuity of leadership in the absence of the board president. To prepare for this role, he or she should serve on the executive committee, chair at least one important sub-committee, and work closely with the board president. The vice president is an active player on the board leadership team and should encounter no real surprises when he or she assumes the duties of president.

Purpose:

To maintain leadership continuity by performing the duties of the board president in his or her absence.

Duties and Responsibilities:

To maintain leadership continuity by performing the duties of the board president in his or her absence and to support the overall operation of the board.

Attend all board meetings.
Know the Westhollow Society and the board president’s duties.
Be prepared to perform the board president’s duties when called to do so.
Serve on the executive committee.
Chair at least one important sub-committee.
Work closely as a consultant and advisor to the board president.
Develop rapport and a close working relationship with the Executive Committee and board president.
Carry out special assignments from the board president.

Vice President of Programs

Rationale:

The board Vice President of Programs main responsibility is to provide continuity of leadership in the absence of the board president or Vice President of the Board. To prepare for this role, he or she should serve on the executive committee, chair at least one important program sub-committee, and work closely with the board president. Primarily the VP of Programs will develop programs for the organization and handle the administration and implementation where necessary. He or she will also represent the organization as a board member.

Purpose:

To maintain leadership continuity by performing the duties of the board president in his or her absence.

Duties and Responsibilities:

To maintain leadership continuity by performing the duties of the board president or Vice President of the Board in his or her absence and to support the overall operation of the board.

Attend all board meetings.
Know the Westhollow Society and the board president’s and vice president’s duties.
Be prepared to perform the board president’s duties when called to do so.
Serve on the executive committee.
Chair at least one important Program sub-committee.
Oversee all programs of the organization, implementation and creation under direction of the President.
Develop rapport and a close working relationship with the Executive Committee and board president and the Public.
Carry out special assignments from the board president.

Secretary of the Board

Rationale:

The board secretary keeps track of the board documents and records, ensures the accuracy of meeting minutes, and keeps the board posted on meeting dates and times.

Just like any other board member, the board secretary should participate fully in board meetings.

The board secretary’s responsibility is to see that it is carried out in a professional manner.

Purpose:

To maintain all board records and ensure their accuracy and safety.

Duties and Responsibilities:

Attend all board meetings.

Make sure that board members are notified of the times and dates of all

meetings.

Maintain records of the board and ensure their safety.
Review board meeting minutes for accuracy.
Keep a register of board members’ and regular members’ addresses and phone numbers.
Assume the duties of president in the absence of the board president and vice president.
When necessary, obtain information from records and minutes to help board members in the decision-making process.
Should have a technological ability with record keeping a database or contacts.

Treasurer of the Board

Rationale:

The role of the board treasurer is to ensure the financial integrity of the organization. He or she accomplishes this primarily through a review of an independent audit performed by an accounting firm the board has chosen.

Under no circumstances should the board treasurer become involved in the day-to-day management of the organization’s finances. Neither should he or she approach staffers who have delegated this responsibility without being directed to do so by the Executive Director.

Purpose:

To help ensure the fiscal integrity of the organization by providing oversight of its financial activities and ensuring the accuracy of all financial records.

Duties and Responsibilities:

Attend all meetings.
Using the proper chain of command, work with the President to review and submit full and accurate financial data to the rest of the board.
Review the Westhollow Society’s annual audit and answer any questions other board members may have about it.
Ensure that the board’s financial policies are being followed.
Give regular reports to the board as to the financial health of the Westhollow Society.
Assist the President in preparing the organization’s annual budget.
Apply for IRS tax exemption status, fill out and file application
Keep books.
Keep track of all donations, member dues, receipts, tax receipts, donation receipts, etc.
Prepare taxes to be filed each year

Executive Committee

Rationale:

The executive committee handles routine board business when the board is not in session. This saves time and allows the full board to concentrate on major issues, like long-range planning, policy-making and new funding. The full board is responsible for approving decisions made by the executive committee.

The executive committee meets when an emergency needs to be dealt with immediately, and the full board can’t be convened.

The full board is liable for all actions taken by the executive committee. The executive committee should always keep the full board informed of its activities.

The executive committee also delegates responsibilities to the board’s standing committees and monitors their work.

Purpose:

To act in the name of the full board when it is not in session, or to deal with emergencies that require immediate attention.

Committee Guidelines:

Keep the full board informed about the executive committee’s activities.
The president of the board is the chairperson of the executive committee.
Members of the executive committee may include the vice president of the board or other board officers.
All actions of the executive committee are subject to approval by the full board.
Duties and Responsibilities:
Keep the full board informed about the executive committee’s activities.
Oversee the annual strategic planning process
Make sure the board performs an annual self-evaluation.
Oversee development and training.
Make recommendations to the full board for authorization on non-budgetary expenditures.
Review and recommend approval of the organization’s operating budget.
Recommend to the board the annual campaign goal based on the organization’s requirements and a realistic appraisal of the community’s fund raising potential.
Assign and monitor the work and recommendations of standing committees.
Meet in the event of an emergency.
Make decisions when the full board is not in session.

Publicity and Marketing Director

Rationale:

The role of the public relations committee is to help the Board President and Board in their responsibility to set formal direction and provide opportunities for the rest of the board to carry out this important duty.

Purpose:

To assist the Board President and Board in their responsibility to maintain a positive image of the organization in the community by planning for and monitoring public relations and publicity activities. The committee may be divided into sub-committees that work together to reach this goal.

Duties and Responsibilities

Assist the Board President by helping him or her to plan a year–round public relations program.
Work closely with the Board President to plan all publicity and promotion in support of the organization.

Help the Board President plan and develop marketing efforts that support the organization’s services and programs.
Serve as the organization’s speakers’ bureau and explain the organization’s services and/or programs to groups in the community.

Board Members

Board Member Positions