Voluntary Board Roles & Responsibilities Facilitator: Derek O’Reilly, Training & Support Services.
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Transcript of Voluntary Board Roles & Responsibilities Facilitator: Derek O’Reilly, Training & Support Services.
Voluntary Board Roles & Responsibilities
Facilitator: Derek O’Reilly, Training & Support Services
OverviewBoard Roles & ResponsibilitiesLegal responsibilitiesCharities Act 2009Good governance
Jargon alert!Operations/Management/GovernanceCommittee/BoardConstitution/Memorandum and ArticlesRegistered Charity/Company Limited by
GuaranteeMission Statement/Objects
Organisational roles
GovernanceDirectionAssetsAccountabilityLegality
Direction
Mission
Planning
Policies
AssetsPeopleMoneyProperty
AccountabilityFunders
Members / service users
Wider community
LegalityCompany lawEmploymentHealth and
SafetyEqualityData
ProtectionCharities ActOthers?
ChairPlan meetings with the Secretary or StaffKeep order at meetingsEnsure decisions are madeSummarise decision at the end of each
agenda itemMake sure decisions are implementedEnsure the organisation is represented
externallyEstablish clear reporting lines with the
CEO or equivalent
SecretaryPlan meetings with the Chair or StaffEnsure correspondence is dealt withEnsure appropriate arrangements for
meetingsEnsure agenda is prepared and circulatedEnsure accurate minutes are takenEnsure contact details of members are
kept
Company SecretaryLegally required under company lawKeep the company’s registers of members and
directorsEnsure the AGM is run in accordance with
articlesEnsure accounts are prepared and audited in
conjunction with TreasurerFile the annual return with the CRO and keep
copiesNotify CRO of change of company
directors/addresses
Company SecretaryEnsure cert of company incorporation is
displayedEnsure name of company is displayed outside the
premisesEnsure company name, registered number,
directors’ details appear on letterheadsNotify CRO of changes to Memo & ArticlesEnsure legal agreements and contracts are
agreed by the board and kept in a safe placehttp://www.cro.ie/en/downloads-information-
leaflets.aspx
TreasurerPresent budgets, accounts, financial reportsAlert Board/committee to any cash flow
problemsEnsure accounting procedures and controls
are in placeLiaise with Staff about financial mattersAdvise on financial implications of new
projectsMake sure appropriate insurance is taken out
All membersEnsure organisation sticks to its purposeGive organisation direction by setting aims
and objectivesEnsure legal requirements are metEnsure organisation is accountable to
members and fundersEnsure organisation is financially stable and
has enough moneyEnsure the administration of the organisation
runs smoothlyEnsure any property is protected and managed
Committee meetings
What is the purpose of committee meetings?What makes an effective committee meeting?
Physical environmentRoom layoutEquipmentLightingHeating
Chairing the meetingsKnow the rules: standing ordersKeep order, keep to timeAllow for discussion, know when to wind upAvoid hasty decisionsUnderstand confidentialitySummarise, clarify decisions, actions
AgendasThe importance of a clear agendaItems for approval, discussion, information,
decisionBeware AOB!Realistic time-frameCirculate in advanceStick to it!
Role of the Minute-taker• Understand the agenda• Record date (including year), time and location• Record apologies, absentees• Record attendees and in what capacity they attend• Be prepared to listen and ask for clarification• Take accurate notes during the meeting• Ensure DECISIONS and ACTIONS are recorded• Note if/when a meeting becomes inquorate• Note declarations of conflicts of interest and what
action taken• Note proposals put to vote and results• Write up minutes asap after the meeting• Get the Chair to approve minutes before
circulation
Charities Act 2009 – The Implications
A charity regulatorA register of charities A definition of charitable purposesAnnual activity/financial reporting by charitiesRegulation of FundraisingFines for non-compliancehttp://www.carmichaelcentre.ie/sites/default/
files/Charites%20Act%20Summary_update2010.pdf
Five Principles of Good Governance:Leadership Control AccountabilityEffectiveness Integrity
http://www.governancecode.ie/
Your governing documentCheck your Constitution or Memorandum
and Articles of AssociationYour governing document helps you to run
the committee/meetings effectivelyIt helps you to clear up confusion/clarify
issuesIt may be legally binding
ReviewNext steps for your committeeCarmichael Centre support:http://www.carmichaelcentre.ie/training-
program
Good luck!