Welcome to this Seminar for Board Members

1

• Welcome to this Seminar for Board Members

2
Board Members and Staff Sharing of
Responsibilities

• Voluntary Organisations and Volunteers
• Responsibilities and Functions of the Board
• Board Members in General
• Meetings
• The Chairperson
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3
Board Members and Staff Sharing of
Responsibilities, cont.

• The Secretary
• The Treasurer
• Successful Board Meetings
• Role of Staff
• Board Staff Relations
• Meeting Procedures
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4
Voluntary Organisations

• General
• Common Features
• Differences
• Problems
• Volunteers
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5
Exercise

• Draw up a list of five Core Values you can agree
  on for your YMCA
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6
Success Factors

• Clear Values
• Sense of Vision
• Agreed Roles
• Listening
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7
Success Factors, cont.

• Evaluating
• Planning
• Confidence
• Enthusiasm
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8
??????Questions

• How would you describe the Mission of your
  YMCA?
• As an animal for example, a lion that controls
  all others
• As a plant for example, an old tree that needs
  cut
• As a mineral for example, iron that never
  changes
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9
Board Staff Cooperation

• Not only one Model
• Voluntary Organisations
• CEO Organisations
• The Strategic Board
• Clear Roles
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10
Board Responsibilities

• Representative Functionaries
• Personal Responsibility
• Financial Guarantee
• Laws and Regulations
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11
Functions of the Board

• Formulate Goals
• Formulate Policies
• Employ Staff
• Develop Financial Resources
• Monitor Budgets
• Perform Legal Responsibilities
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12
Board Members Responsibilities

• General
• Planning and Policy Decisions
• Finances
• Implementation of Decisions
• Various Responsibilities and Expectations
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13
Board Members Qualifications

• Enthusiasm
• Interest in People
• Willingness to give Time
• Special Skills
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14
Board Members Qualifications, cont.

• Ability to take Decisions
• Courage to state Ones View
• Willingness to accept Decisions
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15
Successful Board Members

• Attend Meetings
• Be prepared
• Know your Organisation
• Dont work for your Own Interest
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16
Different kind of Board Members

• Wheel-barrows
• Kittens
• Footballs
• Trailers
• Lights
• The North Star
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17
Questions

• Why did you come to YMCA?
• What excites you about the work of YMCA?
• What disappoints you about the work of YMCA?
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18
The Chairperson General

• Ideology
• Organisation
• Relationship with Members
• Representation
• Leadership at Meetings
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19
A Good Chairperson

• Shows Respect
• Make Space for All
• Summarises
• Consensus
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20
Board Involvement

• Reactions
• Long Speeches
• Questions
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Board Involvement, cont.

• Complex Points
• Summarise
• The Last Word
• Approval / Disapproval
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22
?????????The Secretary

• Preparing Meetings
• Recording of minutes and actions
• Filing Documents
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23
The Treasurer General

• Knowledge of Economics
• Economic Planning
• Supervision
• Economic Proposals
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24
The Role of the Treasurer

• Financial Planning
• Reporting
• Financial Documents
• Filing
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25
The Role of the Treasurer, cont.

• Administering Assets
• Contact with Auditors
• Supervise Financial Staff
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26
The Role of the Staff

• Executive Staff
• Support Staff
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27
Questions

• You are a Board Member and you hear that one
  Staff Member is unhappy in his/her job.
• How would you propose to deal with this?
  
  
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28
Questions

• A Staff Member has approached you as a Board
  Member about the Secretary General and has made
  some criticism about his/her management style.
• What are the potential problems here?
• How would you deal with them?
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29
Meetings

• Annual Meetings ?
• Membership Meetings
• Board Meetings ?
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30
Agenda for Annual Meetings

• Opening
• Voting Proxies
• Electorial Register
• Chair and Secretary
• Substitutes for those
• Checking Minutes
• Vote Counters
• The Summons
• Activity Report
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Agenda for Annual Meetings, cont.

• Financial Report
• Auditors Report
• Discharge of the Board
• Election of President
• Election of Vice President
• Election of Board
• Election of Substitutes
• Election of Auditors
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32
Agenda for Annual Meetings, cont.

• Election of Substitutes
• Elections Committee
• Activity Plan
• Budget
• Fees
• Proposals from the Board
• Proposals from Members
• Any Other Business
• Closing
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33
Procedures for Board Meetings

• Before
• Summons
• Agenda
• Documentation
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34
Procedures for Board Meetings, cont.

• During
• Minutes
• Assist the Chairperson
• Meeting Techniques
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35
Procedures for Board Meetings, cont.

• After
• Approval of Minutes
• Action List
• Information
• Realisation of Resolutions
• Follow-up
  
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36
Decision Making

• Decision Making Procedures
• Majority Rules
•