Board of Director Responsibilities

General requirements and specific duties for various board positions.

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:

President

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

Vice-president

Acts as president in their absence
May sit on a committee and act as the executive liaison of the board

Secretary

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

Treasurer

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.