Board Officer Job Descriptions
In an email meeting between April 13, 2015 and April 15, 2015, the DPF Board adopted the following job descriptions for the Board officer positions:
The President is Chairperson of the Board. S/he "presides" at the teleconferences.
This is not just a formal function (although formalities have to be observed). The main objective should be to enable the board to come to unanimous decisions or to consent. It is therefore necessary for the President to carefully follow debates (whether per e-mail or voice) and find out where the consensus may lie.
The President initiates and closes special meetings via e-mail. Motions have to be worded so that yes/no-votes are possible. After all trustees have voted or the time set has passed the President states the result of the vote. (Formal minutes are prepared by the Secretary.)
The President is the primary liaison between the board and the General Manager. As the liaison the President is the sole trustee to contact the GM when resolutions of the board affect the GM.
The President is the official spokesperson for DPF. Her/His duty is to engage in contact with those persons or organizations who want to deal with DPF in general. This includes speaking to the press.
Financial contacts are the field of the treasurer, the day-to-day working of the site are the domain of the GM.
If the outside contacts involve more than the exchange of information, for example a request to partner with another organization, the President should immediately inform the board and get the input of the other trustees on how to proceed.
Organize meeting agendas, including:
- Tracking topics held over from prior meetings and scheduling them
- Suggesting new topics, based on:
- email from other Board members
- email from DP volunteers
- requests specifically to the Board in the Requests to the Board forum topic
- general forum discussion that seems relevant, and is in an area of Board responsibility
- Providing a draft agenda to the Board for review, ideally at least 8 days prior to the meeting (example: for a Saturday meeting, on the 2nd Friday preceding the meeting). [Note: The By-laws require notification at least 10 days (but not more than 60 days) before a regular meeting. That is normally satisfied by the minutes of the prior regular meeting, which list the date/time of the next regular meeting. For a special meeting the By-laws require at least 2 days notice, which will normally occur as a result of an email by the President which would specify the reason for the meeting.]
- Incorporating Board comments into the draft.
- Providing the updated draft of the agenda for a regular meeting to the DP volunteers for their review/comment, ideally at least 3 days prior to a meeting (example, for a Saturday meeting, on the Wednesday prior to the meeting).
Recording notes during the teleconference meetings with sufficient detail to prepare minutes, but at a minimum recording any important decisions, as well as the text of any motions and the results of any formal votes.
Recording notes/results from any specially scheduled meetings of the Board (e.g., for votes by email)
Preparing minutes of any meetings, with appropriate detail of discussions and results, and noting any areas where privacy or other concerns may dictate that portions of the minutes remain private to the Board.
Distributing draft minutes to the Board for review:
- Ideally, within 7 days after a meeting
- Allowing 5 days for review by the Board, ideally including both weekend and weekdays
- Incorporating appropriate revisions suggested by Board members
- Allowing re-review if needed
- Posting meeting minutes to the DP volunteers via the forums, edited for privacy if necessary.
- Ensuring that any new action items are highlighted in the meeting minutes.
Maintain all Bank Account Records in good order; report bank activity including receipts and expenses quarterly to the board and to volunteers. Shortly after the end of the Fiscal year (December 31), provide an annual report to the board for approval and provide the approved report to the volunteers. Report any unusual activity to the board at the earliest opportunity.
File all required tax documents to the IRS and to the state of NJ; provide 501C3 evidence to the volunteers or public as requested.
Provide appropriate response to donors for their contributions; maintain their privacy.
Monitor and respond to the DPF email account; third party organizations who serve as portals for donors (example: those who are linked to company match plans for employees); and to the DPF forums.
Provide a proposed annual budget for the board within 2 months of the end of the budget year (currently December 31). The budget should include anticipated donations and anticipated expenses that are paid from the DPF bank accounts and it should include those that are paid privately by volunteers.