Board Member Position Description
Applications will be open in late summer 2023 for the 2024 incoming board class. Questions should be directed to the PA board at [email protected]
Vision-DRAFT
We envision an inclusive Durham with fair social and economic conditions. Each person and family will have the same rights and access to services that they need to thrive. Durham will lead the state and nation by partnering, energizing, and supporting progressive policy goals.
Mission-DRAFT
The People’s Alliance advances progressive issues and policies through research, advocacy, and democratic engagement.
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Position
The board member will support the work of People’s Alliance and provide mission-based leadership and strategic governance. While day-to-day operations are coordinated by People’s Alliance’s staff, the board plays an active and central role in the organization.
Estimated Time Commitment
~7 hours per month (includes monthly board meeting; as needed committee meetings)
Responsibilities
Leadership
- Serving as an advisor to the staff as they implement People’s Alliance’s strategic plan
- Contributing to an annual performance evaluation of the executive staff member (in coordination with President/co-Presidents)
- Reviewing outcomes and metrics created by People’s Alliance for evaluating its impact, and regularly measuring its performance and effectiveness using those metrics
- Serving on at least one board committee or task force or as an officer
- Attending race equity training
Governance
- Reviewing agenda and supporting materials prior to board and committee meetings
- Approving People’s Alliance’s annual budget, reports, and material business decisions
- Being informed of, and meeting all, legal and fiduciary responsibilities
Succession
- Assisting the nominating committee in identifying and recruiting other board members
- Ensuring People’s Alliance’s commitment to a diverse board
Community Representation
- Representing People’s Alliance to stakeholders and acting as an ambassador for the organization, in compliance with guidelines established by the organization
- Actively listening for, and make the make the board aware of, issues affecting the community
Fundraising
- People’s Alliance Board Members are expected to maintain active membership in the organization.
- People’s Alliance expects all board members to support efforts to fundraise and maintain financial sustainability of the organization.
Active Participation
- Board members are expected to attend all board meetings as well as meetings of chosen committees. Board meetings will be held monthly and committee meetings will be held regularly, often monthly. If board members are unable to make such meetings, they are asked to give advance notice to the President/Co-Presidents and/or Committee Chairs.
- Board members are also expected to make best efforts to attend the events hosted and/or sponsored by the People’s Alliance (including membership meetings, fundraisers, Progressive Issues Forums).
Board Terms
People’s Alliance’s Board Members will serve a two-year term to be eligible for re-appointment for two additional terms. Board members may serve no more than three consecutive terms. Terms begin January 1.
Specific Duties – Board President
Overview
The President is responsible for ensuring that the Board of Directors and its members: are aware of and fulfill their governance responsibilities; comply with applicable laws and bylaws; conduct board business effectively and efficiently; are accountable for their performance. The President presides over meetings, proposes policies and practices, sits on various committees, monitors the performance of Directors and Officers, submits various reports to the board, to funders, and to other "stakeholders"; proposes the creation of committees; appoints chairpersons of such committees. It is important to note that although the President ensures that these responsibilities are met, much of the work may be delegated to paid staff, vendors, or volunteers.
Estimated Time Commitment: 5 hours per week
Responsibilities
Meetings
The President ensures that an agenda is planned for board meetings. This may involve periodic meetings with committee chairpersons and the Coordinator to draft annual and meeting agendas and reporting schedules. The President presides over meetings of the Board of Directors. In this capacity, the President chairs meetings according to accepted rules of order for the purposes of encouraging all members to participate in discussion and arriving at decisions in an orderly, timely and democratic manner.
Board Committees
The President serves as an ex-officio member of board committees specified in the bylaws. In this capacity, the President's role is:
- to serve as a voting member of the committee
- to negotiate reporting schedules
- to identify problems and assist the committee chairperson to resolve them, and if necessary, to bring them to the attention of the Board of Directors
Board-Staff Relations
The President is the primary liaison between the Board and the Coordinator. In this capacity, the President:
- meets periodically with the Coordinator
- ensures that periodic performance reviews of the Coordinator are conducted
- participates in the hiring and evaluation of the Coordinator
Community Relations
The President ensures that the organization maintains positive and productive relationships with media, funders, donors, and other organizations. In this capacity, the President serves as primary spokesperson for the organization. Duties may include:
- representing the organization to the media
- representing the organization on governmental or nongovernmental organizations and committees
- timely and appropriate reporting of Board decisions and actions to members, funders and/or donors
Signing Officer
The President is normally designated as one of the signing officers for certain documents. In this capacity, the President may be authorized or required to sign or countersign checks, correspondence, applications, reports, contracts or other documents on behalf of organization.
Specific Duties – Board President
Board Development
The President ensures that structures and procedures are in place for effective recruitment, training, and evaluation of board members.
Fundraising
The President ensures that structures and procedures are in place for securing the resources required by the organization. This may require the President to play a leadership role in fundraising campaigns through personal contributions of services and money.
Delegation
Depending upon the organization's needs and its bylaws, the President may establish or propose the establishment of committees of the Board, and may assign tasks and delegate responsibilities to board committees and/or directors.
Position Description - Board Vice President
Overview
The Vice President acts as the president in their absence and assists the president in leading the organization. The Vice President is frequently assigned to a special area of responsibility, such as membership growth, board recruitment/nominations, or fundraising. The Vice President is generally considered to be next in line for the Presidency.
Estimated Time Commitment: 3 to 5 hours per week
Responsibilities
The Vice President performs the duties of the President(s) in their absence, as described below:
Meetings
The President ensures that an agenda is planned for board meetings. This may involve meetings with Executive committee members, committee chairpersons, and staff to draft meeting agendas and reporting schedules. The President(s) presides over meetings of the Board of Directors. In this capacity, the President(s) facilitates meetings in accordance with the agreed up norms and works to encourage all members to participate in discussion and arrive at decisions in an orderly, timely and democratic manner.
Board Committees
The President serves as an ex-officio member of board committees specified in the bylaws. In this capacity, the President's role is:
- to serve as a voting member of the committee (if specified in the bylaws)
- to negotiate reporting schedules
- to identify problems and assist the committee chairperson to resolve them, and if necessary, to bring them to the attention of the Board of Directors
Board-Staff Relations
The President is the primary liaison between the Board and the staff. In this capacity, the President:
- meets periodically with the Coordinator
- ensures that periodic performance reviews of the Coordinator are conducted
- participates in the hiring and evaluation of the Coordinator
Community Relations
The President ensures that the organization maintains positive and productive relationships with media, funders, donors, and other organizations. In this capacity, the President serves as primary spokesperson for the organization. Duties may include:
- representing the organization to the media
- representing the organization on governmental or nongovernmental organizations and committees
- timely and appropriate reporting of Board decisions and actions to members, funders and/or donors
Signing Officer
The President is normally designated as one of the signing officers for certain documents. In this capacity, the President may be authorized or required to sign or countersign checks, correspondence, applications, reports, contracts or other documents on behalf of organization.
Specific Duties – Board Vice President
Board Development
The President ensures that structures and procedures are in place for effective recruitment, training, and evaluation of board members.
Fundraising
The President ensures that structures and procedures are in place for securing the resources required by the organization. This may require the President to play a leadership role in fundraising campaigns through personal contributions of services and money.
Delegation
Depending upon the organization's needs and its bylaws, the President may establish or propose the establishment of committees of the Board, and may assign tasks and delegate responsibilities to board committees and/or directors.
Position Description - Board Secretary
Overview
Organizations are required by law and by custom to maintain certain records for several purposes, including: accurate recollection of decisions; determination of eligibility to vote; continuity of policies and practices; and accountability of directors and officers. The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board's business was conducted. In order to fulfill these responsibilities, the Secretary records minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, and maintains membership records. It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to paid staff, vendors, or volunteers.
Estimated Time Commitment: 3 to 5 hours per week
Responsibilities
Minutes
The secretary is responsible for ensuring that accurate minutes of meetings are taken and approved.. Requirements of minutes may vary with the jurisdiction but should include at a minimum: date, time, location of meeting; list of those present and absent; list of items discussed; list of reports presented; text of motions presented and description of their disposition. The Secretary signs a copy of the final, approved minutes and ensures that this copy is maintained in the corporate records.
Custodian of Records
Ensure that the records of the organization are maintained as required by law and made available when required by authorized persons. These records may include founding documents (eg. articles of incorporation), lists of directors, board and committee meeting minutes, financial reports, and other official records. The Secretary ensures that an up-to-date copy of the bylaws is available at all meetings.
Membership Records
Ensure that official records are maintained of members of the organization and Board. Ensure that these records (including databases) are secure and available when required for reports, elections, other votes, etc.
Communication
Ensure that proper notification is given of directors' and members' meetings as specified in the bylaws. Manage the general correspondence of the Board except for such correspondence assigned to others.
Meetings
The Secretary participates in Board meetings as a voting member. The Secretary provides items for the agenda as appropriate. In the absence of the President (and Vice-President, if the position exists), the Secretary calls the meeting to order, presiding until a temporary chairperson is elected or present. The secretary records meeting minutes as described above. The Secretary performs these duties for Member meetings and/or for an executive committee.
Filing of Documents
The Secretary is often the person upon whom legal notice to the corporation is served, and responsible for ensuring that documents necessary to maintain the corporation are filed.
Position Description - Treasurer
Overview
The Treasurer has a watchdog role over all aspects of financial management, working closely with other members of the board to safeguard the organization’s finances. It is important to note that although the Treasurer ensures that these responsibilities are met, much of the work may be delegated to paid staff, vendors, or volunteers.
PA has an experienced full-time staff person who is familiar with our systems. PA also has a robust Finance Policies and Procedures Manual as well as step-by-step How-To guide. The Treasurer will not need to create new systems from scratch, but will rather ensure compliance to existing policies and while helping the organization grow strategically.
Historically, the Treasurer has also served as a member of the board’s Executive Team.
Estimated Time Commitment: 5 hours per week
Responsibilities
General financial oversight
- Oversee and present budgets, accounts and financial statements to the executive committee and board
- Ensure that appropriate financial systems and controls are in place, and comply with relevant legislation
- Ensure that record-keeping and accounts meet the conditions of funders or statutory bodies
- Reviews all payrolls and is responsible for all personnel files
- Reviews and approves all reimbursements and fund requests
- Oversees expense allocations
Funding, fundraising and sales
- Advise on the organization’s fundraising strategy (especially by informing how the plans may fall short of budget and necessitate the use of reserve funds)
- Create budgets to support any proposals to donors (this is rare)
- Ensure use of funds complies with conditions set by funding bodies(we very rarely have temporary restrictions)
- Ensure fundraising and sales complies with relevant legislation (the most complicated of this is making sure we’re handling sales tax appropriately)
- Ensure effective monitoring and reporting
Financial planning and budgeting
Prepare and present budgets for new or ongoing work (generally, the annual budget is the only formal budget that is prepared. Other budgets are pro forma)
Advise on financial implications of strategic and operational plans
Present revised financial forecasts based on actual spending (generally pro forma)
Financial reporting
Present regular reports on the organization’s financial position
Prepare accounts for external compilation and review as required (PA does not conduct a formal audit at this time, though that may be worth considering in future years.)
Present accounts at appropriate board and membership meetings
Advise on the organization’s reserves
Banking, book-keeping and record-keeping
Manage bank account, including the addition/removal of other signers (generally, the executive team)
Treasurer is signatory for all bank accounts
Set up appropriate systems for book-keeping, payments, lodgments & petty cash
Ensure everyone handling money keeps proper records and documentation
Control of fixed assets and stock
Ensure proper records are kept.
Ensure required insurance is in place.
The People’s Alliance advances progressive issues and policies through research, advocacy, and democratic engagement.
What PA Looks For in a Board Member
This Board of Directors opening is ideal for an individual who is passionate about the People’s Alliance’s mission and who has a track record of community service and/or board leadership. Candidates best suited for this position will have:
- A commitment to and passion for the People’s Alliance’s mission;
- An understanding of how systemic racism shapes the social and economic challenges PA addresses in Durham and a commitment to applying an anti-racist framework to PA’s work;
- Personal qualities of integrity, credibility, and a passion for improving the lives of Durham residents;
- Record of leadership in community service, community organizing, business, government, philanthropy, or the nonprofit sector;
- Skills in cultivating relationships and convening, facilitating, and building consensus among diverse individuals.
Compensation
Service on the People’s Alliance’s Board of Directors is a volunteer role and does not include financial compensation.
Nomination Process
Nominees and applicants are engaged by the nominating committee to discuss the role and the candidate’s qualities. The nominating committee proposes a board slate for membership consideration on an annual basis, usually in late fall.
Interested Parties
Applications will be open in late summer 2022 for the 2023 incoming board class. Questions should be directed to the PA board at [email protected].
