Twin Falls Senior Center Board Overview
MISSION: Participating and contributing to the Senior Citizen’s Activity within the Range of Civic, Cultural, Medical, Transportation and Nutritional Opportunities for the Older Individuals of our Community.
PURPOSE:Provide nutritional meals to homebound seniors and individuals at the center. Promote socialization by providing activities that enhance the quality of life and the mental, emotional, and physical health of individuals while allowing them to remaining independent and in their own homes.
BOARD MEMBERS ROLES AND RESPONSIBILITIES:
- Act as an advocate for the mission and vision of the Twin Falls Senior Center. (Hereafter referred to as TFSC.) Each individual board member should fully understand and support the mission, purpose, and vision of the TFSC.
- Willingness to share his/her talents and experience with the TFSC to maximize our ability to advance the Center’s mission, purpose, and vision.
- As stewards of the TFSC, members must attend and actively participate in monthly Board meetings and regularly scheduled Committee meetings. Board members are required to attend 80% of Board and Committee meetings.
- Will serve as a Committee Chairman by accepting and fulfilling a committee assignment(s). (See Board Committee Descriptions) Will prepare a committee report monthly to Board.
- Stay informed about Board & Committee matters, be well prepared for meetings, review and comment on minutes, and report to the Board in a timely manner.
- Members will also be required to actively assist in developing and implementing the TFSC Annual Strategic Plan and establishing yearly goals and well as long term goals.
- Serves as a role model for TFSC to achieve 100% Board participation.
- Considers TFSC one of their top three charities of choice.
- The Board will work in partnership with the Site/Financial Director, staff and volunteers to raise funds from the community.
- Actively participate in fund raising for the TFSC including special events, annual giving, major giving, planned/estate giving.
- Assist in the identification, solicitation and “asking” of prospective, past, and current donors and prospect referrals. Suggest possible nominees to the Board who can make significant contributions to the work of the Board and TFSC.
- Board members will attend lunches, activities, and fundraising events so congregate members know and have access to the serving Board members. (At least one per month)
- Participates in the Center’s stewardship program (i.e. personal phone calls, thank you notes or letters, etc.). Uphold the TFSC in high regard and promote the positive happenings at the Center to the community.
- Ensures confidential or privileged information (i.e. not publically available) is not disclosed inappropriately.
- Avoids conflicts of interest and appearances of conflict. Board members must immediately disclose any outside interests that may conflict with the interests of TFSC, including: relationships or responsibilities (personal, financial and others). Be available to address members concerns or questions with clarity in a timely manner.
- Being the TFSC’s primary link to the community, including congregate members, the public, and the media is the Board. Clearly articulating the Center’s mission, accomplishments, and goals to the public, as well as garnering support from important members of the community, including congregate members, are important elements of a comprehensive public relations strategy.
- The Board is to provide oversight to the Site/Financial Director to help determine which programs are the most consistent with the Centers mission as well as monitor programs’ effectiveness.
- Semi-Annually Board performance evaluations will provide a means of measuring the Board’s success in fulfilling its responsibilities, and recognizing The Board’s achievements. The Board will reach a consensus on which areas need to be improved and discuss the results of a self-assessment at a meeting to assist in developing a long-range plan.
- The Board, in order to remain accountable to its donors, the public, and to safeguard its tax-exempt status, must assist in developing the annual budget and ensure that the proper financial controls are in place.
- Except in the direst of circumstances, the Board must serve as a court of appeal in personnel matters. Establishing solid personnel policies, grievance procedures, and a clear delegation to the Site/Financial Director of hiring and managing employees will reduce the risk of conflict. All management of staff is to be handled solely by the Site/Financial Director. Any concerns/issues, and special requests involving staff shall be directed to said Director.
DUTIES OF TFSC’S BOARD MEMBERS:
The Board governs the life of the TFSC, meaning it holds the ultimate power of the organization. In addition to any other obligations, a Board is always accountable to the public trust and the members they serve.
- Duty of Care: One should attend meetings regularly, show independent judgment when voting, be informed about the TFSC, rely on trustworthy sources of information, delegate only to responsible individuals and follow up regularly.Display a positive demeanor when interacting with the public, community, congregation, staff and volunteers.
- Duty of Obedience:Ensure that the TFSC remains true to its central purpose(s). Purpose(s) are found in the Articles of Incorporation, Bylaws, and Policies and Procedures Manual.
- Duty of Loyalty:Standard of faithfulness to the TFSC. Give undivided allegiance to the TFSC when making decisions affecting it. Do not put personal interests above the interest of the organization. Make a conscious effort to avoid conflicts (and appearances thereof). Fully disclose any personal relationships, interests or responsibilities (personal, financial, and others). Do not discuss sensitive information pertaining to TFSC with outsiders; keeping private the dealings and information from board meetings and company business.
- Duty of Trust: Respect the authority of the Site/Financial Director in the management and direction of paid staff, volunteers and daily operations of the Center. Refrain from interceding or interfering in any way with the paid employees and volunteers in the performance of their duties.
IMPORTANT CHARACTERISTICS REQUIRED OF BOARD MEMBERS:
- Ability to:Listen, analyze, think clearly, and creatively, work well with people individually and in a group.
- Willingness to:Prepare for and attend board and committee meetings, ask questions, take responsibility and follow through on an assignment, contribute personal and financial resources in a generous way according to circumstances, open doors in the community, evaluate the actions of one self and the Board.
- 3. Develop certain skills if you do not already possess them, such as to:Cultivate and solicit funds, cultivate and recruit board members and other volunteers, read and understand financial statements, learn more about the substantive program areas of the TFSC.
- Possess:Honesty, sensitivity to and tolerance of differing views, a friendly, responsive, and patient approach, community-building skills, personal integrity, a developed sense of values, concern for TFSC’s development, and a sense of humor.
TERM OF OFFICE
Directors shall be eligible to serve up to two (2) consecutive two (2) year terms. A former director may be elected or appointed again to the Board of Directors after at least a two (2) year lapse in service.
In addition to monthly Board meetings, a minimum of four (4) hours monthly is a reasonable expectation.
Successful candidates will attend the regularly scheduled February Board meeting and will “be seated” after introductions. A first order of business will be the installation of officers (President, Vice President, Treasurer, and Secretary) and assignment of Committee (Finance, Volunteers, Grants, Publicity, Historian, Membership, and others if desired). Then the regular scheduled board meeting will take place.
- General: Ensures the effective action of the Board in governing and supporting the TFSC, and oversees Board affairs. Acts as the representative of the Board as a whole, rather than as an individual supervisor to staff.
- Community:Speaks to the media and the community on behalf of TFSC (as does the Site/Financial Director); represents the TFSC in the community.
- Committees:Recommends to the Board which committees are to be established. Appoints the chairpersons of Committees and coordinates individual Board member assignments other than those listed above. Stays in touch with committee chairpersons, to be sure that their work is carried out. Serves ex officio as a member of committees and attends their meetings when invited. Identifies committee recommendations that should be presented to the full Board. Determines whether executive Committee meetings are necessary and convenes that committee accordingly.
- Site/Financial Director:Establishes search and selection committee (usually acts as the President) for hiring a Site/Financial Director. Convenes Board discussions on evaluating the Site/Financial Director and negotiating compensation and benefits package. Conveys information to the existing Site/Financial Director during orientation.
- Board Affairs:Ensures that Board matters are handled properly, including preparation of pre-meeting materials, committee functioning, and recruitment and orientation of new Board members.
The President performs other responsibilities as assigned by the consensus of serving members of the Board.
Vice President: ___________________________
- General: Acts as the chair in his or her absence. Assists the chair on the above or other specified duties.
- Special Responsibilities: Frequently assigned to a special area of responsibility, such as a membership, publicity, special events and fundraising events.
The Vice President performs other responsibilities as assigned by the Board.
- General: Maintains records of the Board and ensures effective management of said records.
- Minutes:Manages minutes of Board meetings. Ensures minutes are distributed to members shortly after each meeting and in time for review prior to Board approval of minutes.
The Secretary performs other responsibilities as assigned by the Board.
- General: Manages the Board’s review of, and action related to, the Board’s financial responsibilities. May work directly with Site/Financial Director in implementing financial procedures and systems.
- Reports:Ensures that appropriate reports are made available to the board. Regularly reports to the Board on key financial events, trends, concerns, and assessment or fiscal health.
- Finance Committee:Chairs the Finance Committee and prepares agendas for meetings, including a year-long calendar of issues.
- Helps prepare yearly Budgets.
The Treasurer performs other responsibilities as assigned by the Board.
BOARD COMMITTEE DESCRIPTIONS
Finance: Responsible Board member: __________________
- Help prepare yearly Budgets
- Review and access key financial statements and bank statements monthly
- Help with governmental reports including tax return, audit, W-2’s, and 1099’s
- Work with Director
Endowments: Responsible Board member: ________________
- Overseeing contributions to the Center’s endowment fund
- Help with planning short term and long term financial allocations
- Encourage others to contribute to the endowment fund
- Educating others about the endowment fund
Grants: Responsible Board member: ___________________
- Research Available Grant Opportunities
- Work with Director
- Note Application Deadlines
- Compile a List of Needed Documents
Volunteers: Responsible Board member: __________________
- Work with Director and Volunteer Coordinator
- Handle Annual Review of Volunteer Application Documents
- Organize Annual Banquet
- Oversee Complaints
Publicity: Responsible Board member: ________________
- Work with Director and Public Relations Representative
- Assist with Media including: Facebook, Radio, Newspapers, & Reader Boards
- Attend and represent the Center at Club, Service & Business functions
- Let others know about Center’s numerous activities and daily serves
Historian/Decorating: Responsible Board member: ____________________
- Compile Photos of Center Events
- Collect Newspaper Articles Regarding the Center and Members
- Assist with the Veterans Display
- Assist with Center décor for holidays and events
Membership: Responsible Board member: ____________________
- Have regular communicate with Home Meal Delivery (HDM) & Congregate Members
- Record Feedback and Relay Back to Director
- Share Upcoming Events and Encourage Participation
Facility: Responsible Board member: ______________
- Work with the Director
- Assist with long term improvements or needs to the Center
Facilitator: Responsible Board member: ___________________
- Assist with the communication between Board, Director, staff, and membership
- Promote group participation, mutual understanding, and respect
- Help build good relations and positive energy
- Be a good listener, communicator, and negotiator
Other _______________________: Responsible Board member: ____________________________
Other _______________________: Responsible Board member: ____________________________
Fundraising: ALL Board Members _____________________________
- Generate Ideas
- Contribute in hands on Preparation for the Fundraiser
- Assist in Carrying Out assigned duties for the Fundraiser
- Secure Donations and Charitable Items
- Post Advertising for Events in Community Locations
THE PHILANTHROPIC PROCESS
Identify people, business, and/or foundations that may have the interest or ability to make a major gift to the TFSC.
Determine the level of interest, capacity, and willingness to make a gift through personal contact, personal knowledge, or research.
Develop and implement a strategy (with staff) to cultivate and educate the prospect about the TFSC’s vision, need and philanthropic opportunity. Cultivation activities may include private tours, events, personal meetings, and lunches with the CEO, key administrators, or other members of the Board, phone calls, more involvement in committees.
Prospects and/or donors are asked to make a philanthropic investment in TFSC’s future for a specific program. There are several ways to accomplish the “asking”:
- Peer to Peer – Board members asking friends;
- Board member with friend – asking staff;
- Board member sets up meeting with friend for staff, staff asks for gift;
- Letter from board member to friend asking for gift, staff follow up;
- Staff send proposal to friend with follow up from Board member.
Activities that provide appropriate recognition and create an ongoing, positive relationship between the Center and the donor.
I have read the expectations of a TFSC Board Member and agree to fulfill my responsibilities as set forth above.
Signature: _________________________________________________ Date: _______________