The Basic Tenants of Nonprofit Governance: Roles and

Responsibilities/Defining Position Descriptions for

Committees, Task Forces, and Other Work GroupsA&WMA Leadership Training Academy

2015

Jayme GrahamBoard Member

What is it that I am supposed to be doing again???

Or…

Presentation Overview

•Overview of key functions and responsibilities

•Organization model•Detailed list of activities

for key positions•Guidance Manuals

Core Functions

•Reflect A&WMA’s vision, mission, and purpose

•Member services•Program delivery•Communication•Administration/operations•Provide networking opportunities

Member Services

• Recruitment• Membership types• Membership lists• Renewals• Chapter liaison• Welcome package• Awards/scholarship• Retention

• Work with Sections & Chapters Council Membership Committee

• ‘Lost’ member• Welcome at meetings

Program Delivery• International Meetings

▫ Conferences▫ Workshops▫ Annual Meeting

• Section/Chapter Workshops/Conferences

• Dinner/lunch/ breakfast meetings

• Venues for future events

• Resource guides• Public education• Joint meetings with

other organizations

Air Workshop

PlanningPlanning is important, but:

Planning• Strategic plan• Future trends and

directions• Nominations for:

▫ “replacements”▫ Key positions (Board,

chair)▫ Auditors▫ International awards

Communications

• Section/Chapter publicity• Work with program

committee on event publicity

• Newsletter• Section/Chapter directory

(?)• Website• A&WMA presentation

• Display booth• Promotional materials• Links to divisions, other

councils

Administration• Financial records• Budgets• Cash flow• Accounts• Taxes and

registration*• Minutes • Annual reports• Financial planning• Financial protocols

• Financial statement for annual report

• Bylaw review• Bylaw changes

* extremely important

Networking

•Breakfast/Dinner Meetings•Workshops/Conferences•Annual Meeting•Volunteer Leadership•Committees•Work Groups•Other meetings..ACE? Social? On-line?

Staffing your Team

“And as amoebas, you’ll have no problem staffing....just keep dividing and delegating, dividing and delegating”

Leadership Models

•Small group (4-5)▫Quick decisions▫Consistency▫Recruitment ▫Often quick way to “repair” or start▫Not a long term viable solution!

Load DistributionOverworking volunteers can be a problem:

Sustainable Staffing

•Structure and organization▫Shared workload▫Avoid burnout▫Better and more extensive services▫Opportunities for involvement▫Pool for future leadership▫Networking▫Fresh ideas▫Sustainable

Structure

•Officers

•Directors

•Committee Chairs

(Officers & Directors must be members of A&WMA)

StaffingMatching the right people for the job:

Duties of Chair• Fully aware of A&WMA

responsibilities, including programs and activities

• Direct Section/Chapter/committee, including training

• Communications with A&WMA Board and Executive Committee

• Chair Section/Chapter Board meetings

• Appoint/confirm chairs for committees

• Ensure legal requirements are met

Chair - Specific Tasks• Select committee chairs• Submit List of officers to

Headquarters• Initial planning meeting

to set schedule for year• Set goals

• Preside at all meetings• “Cheer lead” committee

chairs

• Training of board• Ensure annual report

is submitted on time

Duties of ChairSetting the right priorities can motivate people:

Duties of Vice-Chair

•Prepare and plan for following year•Attend all meetings•Preside meetings in absence of chair•Other executive functions as directed by

chair•Responsible for Planning and

Nominations committees (depending on your bylaws)

Duties of the Secretary

•Record and distribute minutes•Send out agenda for next meetings•Work with Chair on meeting schedules

and locations•Annual Reports

Annual Reports• Section Annual

Report/Minasian Award Application (includes Chapter reports)

• Chapter Annual Report/Chapter Cup Application

• Awards for membership growth

This is how we know you are active and doing well…where we focus efforts and where we send fees AND also for insurance purposes

Duties of the Treasurer• Finances of Committee or

Section or Chapter• Keep accurate records in

accordance with legal requirements

• Understands Money Policy and rituals

• Disburse monies as directed• Receive monies and deposit• Financial report to Board and for

annual report

Duties of the Treasurer

•Submit financial records for audit •Recommendations on financial

management•Work with Board to develop annual

budget

Possible Duties of Past-Chair•To stay involved•Sometimes takes communication

leads/special projects.•Responsibilities as directed by Chair and

Board (usually a specific senior liaison role)

Linkages to the “Rest of A&WMA”• Chair or appointee is member of Sections and

Chapters Council

• Membership Chair should work with the A&WMA Membership Committee, and interact directly with HQ on membership list

• Education Chair should interact directly with HQ on ERGs and delivery , and interact directly with Ed. Council on issues

• Young Professional Chair should interact with Young Professionals Advisory Committee

• Programs Chair could find much help working with Technical Council Committees

Linkages to the “Other”

•TCC; to their Divisions, possibly with a Section or Chapter on events

•YPAC all S&Cs, Ed Council, Tech Council

•S&C YP committees, to YPAC

•EC and S&Cs w.r.t. Student Chapters

Manuals• Officers Manual for Sections and

Chapters• YP –How to Start a YP Group• Tech Council: Guide for TCC• Ontario Section Guidebook (nth edition)• Louisiana Section Board & Chair Manual• PNWIS Section Manual• Available electronically upon request

Key recommendation: “living documents”

Organizational Model for “Living Manuals”

▫Calendar of events▫Structure▫Names and addresses of Board/Committee

Chairs/Key Persons▫Operating guidelines for Board/Committees▫Financial rituals▫Bylaws

Key Messages:• You can’t do it all yourself ….delegate

• You can’t do it all ….prioritize

(and enjoy the journey and smell the flowers along the way!)