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PRIMARY RESPONSIBILITIES OF BOARD MEMBERS
- Promote your Foundation! Be prepared to talk about your participation on the board. Sharing a grant story is a good way to introduce the foundation to your friends and family.
- Be available for conversations with current and potential donors, initiate conversations as appropriate. Always express appreciation for support when you speak with donors.
- Utilize your foundation’s printed materials, media releases and newsletter articles as appropriate. Invite others to follow your Social Media pages.
- Host a local event such as a meet and greet or a donor thank you reception.
- Connect with Fund Advisors of your affiliate’s component funds, thanking them for entrusting your foundation with their gifts and, as appropriate, reminding them of Spendable Balance notices and the Nov. 1 deadline.
- Maintain an overall understanding of financial status of the affiliate, especially its Operating Fund.
- Sign annual Compliance Documents.
- Be aware of your term dates, most boards allow for two consecutive 3-year terms in their Procedures of Operation. Provide terms of each board member to the CKCF Affiliate Coordinator for recording in CKCF’s database. It’s also important to develop a succession plan for officers so that the transition of board leadership goes smoothly.
HOW ARE AFFILIATE BOARDS ORGANIZED?
Building your board. Boards usually range from 5-11 members, including officers, and hold meetings monthly consistent schedule.
When recruiting potential board members:
- Strive for diversity of race, gender, age, talents, etc.
- Seek representatives from government, educators, faith groups, and business sectors
- Value time as much as a person’s capacity for financial contributions
- Consider a person’s flexible schedule, interest in the community, and willingness to roll up their sleeves
- Avoid “seat fillers”, “talking heads,” and “meeting attenders”
CKCF recommends that boards elect at least a chair and secretary/treasurer. See your affiliate’s Policies and Procedure agreement for details on board officers. Some affiliates have officers including vice chair and separate Secretary and Treasurer.
The board should maintain a calendar that includes:
- An Annual Meeting date to elect officers, recognize outgoing members, and celebrate achievements of the year.
- Dates of events such as grant/scholarship cycles, grant award ceremonies, CKCF Annual Summit, Kansas Association of Community Foundations Conference, Spendable Balance announcement and November 1 deadline for distributions, and other annual activities.
- Holding a dedicated Strategic Planning meeting with CKCF staff or outside facilitation, a good practice is bi-annual.
- Click here for an example of a Yearly Timeline – Goessel CF Year at a Glance
For more information on Chairperson, Secretary, Treasurer, and Board Member responsibilities, visit Board Leadership Responsibilities & Best Practices
Examples of guiding documents for your affiliate are below. Contact CKCF staff for your local copy.
