As a director on a board, you are expected to act in the best interests of your organization.
All board members are required to do the following:
- Attend and participate actively in all board meetings, reading materials and agendas in advance.
- Read the board minutes to stay up to date on discussions and decisions, especially from meetings you were unable to attend.
- Keep up to date with relevant provincial legislation and the policies and bylaws of your organization. Avoid conflict of interest situations.
- Monitor and supervise operations.
- Assess the performance of the organization, board, and staff.
- Ask questions if you don't understand something or need more information.
Individual directors who serve on the executive committee will have additional responsibilities. Here are some of the responsibilities of the different roles:
- Provides overall coordination of the organization’s business and activities
- Ensures policies, agreements, rules, and constitution are adhered to
- Represents the organization at public functions
- Calls board meetings
- Prepares board meeting agenda with the Secretary
- Presides over all board meetings
- Signs binding documents on behalf of the organization, e.g. contracts
- Acts as president in their absence
- May sit on a committee and act as the executive liaison of the board
- Ensures meeting notices are sent out in a timely manner
- Ensures at least the minimum number of directors are present at board meetings in order for the proceedings to be valid
- Consults with the president on preparing the agenda
- Takes minutes of meetings, distributes them to residents and files them once they are adopted
- Acts as guardian of the organization’s seal
- Files required reports to the government
- As directed by the board, corresponds with residents and broader community members
- Ensures annual operating budget is prepared for the upcoming fiscal year
- Advises board and residents on implications of any contemplated financial transaction
- Ensures all funds received and deposited to appropriate accounts
- Ensures accurate financial records are maintained
- Regularly monitors and oversees finances to ensure requirements are met and opportunities for fraud or misappropriation of funds are minimized
- Ensures annual audited financial statements are prepared at the end of the fiscal year for a report to the board
Although the position of Housing Manager is not a board position (the person holding the position could be an employee, third-party contractor or a volunteer), all board members should have a solid understanding of what the housing manager’s areas of responsibility are.