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16 South Broadway, Suite 3 - Wind Gap, PA 18091
What Are the Different Board Member Roles and Responsibilities?
BOARD MEMBER ROLE #1: CHAIRPERSON
To function effectively, every group needs a passionate leader. The Chairperson referred to as the president—serves as your chief elected officer. As the leader of your board, there are many responsibilities that this individual takes on.
Here are a few duties that are commonly assigned to the chairperson:
- Presides at board meetings
- Creates a plan in collaboration with the Administrator and Plant Staff
- Serves as the primary point of contact for all Authority issues
- Sets goals and objectives with the board and ensures they are met
- Holds members accountable for attending meetings
- May take on some CEO responsibilities if the organization is comprised of all volunteers
This board role must be filled by a qualified individual.
BOARD MEMBER ROLE #2: VICE-CHAIR
The vice-chair—also commonly referred to as the chair-elect or the vice president—generally offers support for the board chair and other leadership when needed. Think of the vice-chair as the future leader of your organization’s board.
The vice-chair tackles the following duties:
- Prepares to assume the office of the board chair
- Fulfills the board chair’s duties when the presiding officer is absent or if that office becomes vacant
- Assists the board chair in the execution of their duties
- Serves on committees as requested to learn the operations of the board
- Works closely with the board chair to transfer knowledge and history to prepare for leadership
Ideally, this board member role will be filled by someone with similar qualifications to the current presiding officer. They’ll be able to step up whenever necessary.
BOARD MEMBER ROLE #3: BOARD SECRETARY
The role of a board secretary is critical for the smooth operations of the board. This individual usually ensures that board members are given appropriate notice of meetings and proactively records these meetings. However, their duties extend beyond this and vary from organization to organization.
Some of the day-to-day responsibilities of board secretaries are as follows:
- Assures that an agenda has been prepared by the board president and/or CEO and that the agenda is distributed in advance of the meeting
- Oversees the distribution of background information for agenda items to be discussed
- Prepares the official minutes of the meeting and records motions, discussions, votes, and decisions
- Prepares and provides the previous meeting’s written minutes to board members before the next meeting and records any changes or corrections
- Assures that documents (bylaws and roster of board members) are accessible to members
- Schedules and notifies board members of upcoming meetings
- Holds members accountable for their tasks
A board secretary must be on top of every task, which also means that this individual needs a fluid set of skills. Some desirable qualities for this position include strong communication skills and the ability to organize and prioritize tasks. This highly driven and detail-oriented individual should also be well-versed in administrative work.
For a smaller organization, the secretary could be just about anyone who can learn quickly and juggle many tasks. For larger organizations, the secretary is more likely to have a bachelor’s degree and to have previously served in a secretary position. This person often acts as the executive director and prepares board meeting documents, too.
BOARD MEMBER ROLE #4: TREASURER
The board treasurer deals with the organization’s finances and makes critical decisions regarding spending and investing. This role is a demanding and engaging one, with a lot of responsibility and opportunity to initiate change.
A treasurer typically takes on the following responsibilities:
- Reconciles bank accounts and produces financial statements, which they present at board meetings
- Ensures tax-related documents and legal forms are filed on time, such as the documents required to maintain a nonprofit organization’s tax-exempt status
- Serves as chair of the finance committee and financial officer of the organization
- Manages, with the finance committee, the board’s review of and action on its financial responsibilities
- Assists the chief executive or the chief financial officer in preparing the annual budget and presenting it to the board for approval
- Reviews the annual audit and answers board members’ questions
Usually, a board treasurer should be someone who already has experience in bookkeeping or accounting — but that’s not always necessary. A board treasurer may be highly trustworthy since they’ll be responsible for producing financial statements and handling the organization’s funds.
In larger organizations, the board treasurer may be in charge of staff who will directly manage the organization’s finances. Conversely, in smaller organizations, the board treasurer is more likely to do everything independently.
BOARD MEMBER ROLE #4: ASSISTANT TO THE LINES
- Assist Plant Staff with the ability and willingness to learn wastewater policy and procedures using manual and technological strategies
- Ability to use PC and software, write reports, and maintain written records
- Assist in the checking, cleaning, maintaining, and repairing of pumping stations, sewer lines, and equipment
- Assist Plant Staff with excavation or installation of sewer lines, digging, shoveling, backfilling, paving, handling concrete saws, jackhammers, and tamping equipment
- Assist Plat Staff with Inspecting and monitoring pumps contained within the wastewater pump stations and meter pits throughout the Township
- Assist Plant Staff with monitoring condition and operation of pipes with a video camera
- Performing other duties as assigned
- Communicate with the office, supervisor, and others. Respond to inquiries and complaints from customers and the general public