BOARD ORIENTATION Argonaut Rowing Club July 2011

Board OrientationArgonaut Rowing Club

July 2011

Topics

• Purpose• Vision, Mission • Goals, Org chart• Governing Documents• Board Responsibilities• Practical Board Tips

• The Officers• Portfolios• Board Meetings• Recruiting Leaders• Legal considerations• Ongoing Issues

July 2011 Argonaut Rowing Club 2

Ground Rules• Relax and be comfortable.• Listen so that your leadership years will be as effective

and powerful as possible.• Ask questions as they arise.• Think in terms of your role as a director; responsible for

the well-being and future of this organization.


Purpose of Board Orientation• To share key information about the organization.• To focus on the strategic direction, mission and goals of

the organization. • To encourage questions and to explore opportunities for

the organization.


Vision & Mission Statements

• Vision: The Argonaut Rowing Club will be a centre for excellence in rowing and will inspire a lifelong passion for the sport of rowing in all members.

• Mission: The ARC provides a wide variety of premier quality, rowing skills development programs, based on the fundamentals of the Long-term Athlete Development Model outlined by Rowing Canada. We are volunteer driven, proud of our tradition of rowing excellence, strengthened by our membership of highly skilled rowers and coaches.


Goals:

• Implement RCA’s Long-term Athlete Development model (LTAD) within all ARC programs

• Promote sportsmanship and camaraderie both on and off the water

• Provide top quality training facilities and access to high quality rowing water


Organizational Chart


The Governing Documents


The Tools of Governance

•The Bylaws•Policies & Procedures•Strategic Plan – 2009 - 2012•Budget for Current Year


By-law• Purpose, structure, operating procedures (meetings,

quorum, elections, voting)• Duties of executive & key committees• Membership (application, fees, suspension, expulsion)


Policies & Procedures1. Club Rules

2. Safety Policy

3. Penalties & Infractions / Collisions & Investigation

4. Waiver

5. Member code of conduct

6. Harassment and Human Rights Policy

7. Volunteering

8. Singles, doubles, private crew boats storage policy & contract

9. Volunteer Policy and Support fee refund

10. Fundraising

11. Communications

12. Lifetime Members


Strategic Plan (09-12)• See attached Word document


Budget• See Excel document


Board Responsibilities - 1

• Direction setting - Set and understand vision, mission values, strategic goals

• Managing financial resources• Managing human resources – volunteers and staff • Roles - Strengthen programs and services for

members - Determine, monitor and delegate as appropriate• Fiduciary - Ensure legal and ethical integrity; act honestly, in good

faith, best interests of organization • Recruit - new leaders (committee or Board members).• Promote the organization’s image.


Board Responsibilities - 2• Evaluate - Assess and measure organizational and staff performance.


Practical Steps for Bd. Service• Attend all board meetings.• Start and end meetings on time.• Study and understand the bylaws, policies and goals.• Prepare for meetings by reviewing the agenda and

supporting documents.• Treat information and discussions as “confidential.”


Practical Steps for Bd. Service• Promote the Club to others.

• Recruit future leaders to help govern the Club.

• Stay current on issues and trends impacting the Club and the membership.

• As a portfolio holder, form a committee and recruit helpers.

• Assist with fund raising as appropriate.


The Officers

• The officers have special duties described in the bylaws.

• In many Clubs the officers make up an Executive Committee


Role of the President• Serves as chief elected officer of the organization.• Presides over all meetings or designates a person to

do so.• Leads performance reviews of board at the end of

each year • Stakeholder relations (Trust, other Clubs, City, etc)• Administration (staff supervision)


Role of the Vice President

• Serves in the absence of the president.

• Performs such duties as identified in the bylaws or assigned by the president.


Role of the Secretary• Oversees the custody of all records, except financial

records.• Monitors the accuracy and timely distribution of meeting

minutes.• Performs such duties as identified in the bylaws or

assigned by the president.• Often chairs a bylaws, governance or nominations

committee.


Role of the Treasurer• Oversees all funds and financial records.• Prepares an annual budget for approval.• Keeps records of all income and expenses; oversees

audit• Undertakes investments• Signing authority on bank accounts• Responsible for filings required by law associated with

finances.• Recruits and trains Assistant Treasurer• Performs such duties as identified in the bylaws or

assigned by the president.


Financial Responsibilities• The board should carefully review all financial reports. • The treasurer should prepare and propose an annual

budget.• The treasurer will present a financial report for the

previous period, at each meeting.• An annual financial audit is performed by an independent

accountant & reported at the AGM


Portfolios• Each Director has responsibility for a portfolio and should

recruit people • They help the board get work done.• They identify potential leaders.• They serve as a way to segment and serve the interests

of subgroups of members.


The Portfolios

• Administration, Trust Committee & Stakeholder Relations

• Rowing • Communication & Media• Membership & Safety • Fundraising • Communications/Media • Facilities • Introductory Support Programs• Events


Board Meetings• The Preparation

• Notice and materials will be distributed a week in advance of meetings – 4th Monday

• Review the agenda to determine how you should prepare for the discussions.

• Prepare a portfolio report and provide to Secretary a week in advance of the meeting.

• Whenever possible, formulate and ask your questions before the meeting.

• Check annual Directors Calendar


Board Meetings• The Agenda

• The agenda is prepared by the Secretary with consideration of business arising, current issues, member needs and pending business.

• If you have input for the agenda, be sure to provide it to the Secretary well in advance of the meeting.


Board Meetings

• Minutes• Minutes are a legal record of the meetings.• They are not a record of side conversations or a reminder

document for Board members.• The minutes are to be approved at the next convened

meeting of the board.• Portfolio reports record activity of Directors’ portfolios—

advise members on action taken• Minutes and Portfolio reports are posted on the website six

weeks after the meeting has taken place


Board Meetings• The Rules of Order

• Procedural rules are used to maintain order at meetings.• All persons must be recognized by the chair before speaking.• Time limits may be set on certain topics.• Learn the basics of rules of order to be sure motions and

procedures are understood to your benefit.


Recruiting Leaders• A responsibility of board members is to identify future

leaders.• Every Board member has a key role by recruiting potential

new members for committee roles• Committees may be a source of future leaders.


Measuring Performance• “How do we compare?” is a common query of board and

staff.• There are numerous ways to measure performance.• How does the organization measure performance? • Consider these options…..


Measuring Performance• Compare the organization with the operating ratios

(budgets) of similar Clubs to measure income and costs. • Survey members to determine satisfaction.• Seek an outside performance review by a committee or

professional experienced in conducting operating assessments (York University Strategy Study - 2001).


Board Legal Considerations• Duty of Knowledge

• Good business judgment at all times.• Know the By-laws and follow them

• Duty of Care• Act honestly as would any reasonable person in a

similar circumstance.• Fiduciary Duty

• Act in good faith in the best interests of the Club• Duty to Avoid Conflicts of Interest

• Declare a conflict when one arises• Not participate in nor attempt to influence the decision-

making


Legal Considerations (2)• Indemnification • Directors and officers liability insurance


Current Issues


Thank You for Serving!

• The board experience should be a positive one.

• The board is the caretaker of the organization.• The board speaks as a whole, no board member should have more input or authority than others.

• Always ask questions as they arise.• Thank you for serving on the board!
