One of the most essential tasks organizations face is getting a common agreement among General Body or Governing Body members or Board of Trustees or Board of Directors as to just what their responsibilities are. This is particularly evident in the area of fundraising. There are many management and organizational development techniques to help with this and related board problems. Their success depends on the group, and on the technique.
One technique many groups have used successfully is to develop a statement of agreement for General Body/Board members. This statement serves as a job description and clarifies board responsibilities and authority. This kind of statement is best used by a General Body/Board that is already committed and motivated. It helps channel their motivation and delineates agreements that may never have been verbalized. An example of such an agreement follows. Agreements like these should be developed by Authorised Body or General Body/Board members themselves and not imposed by staff members. Different Authorised bodies will have different agreements, although the ones suggested here are generic enough to be adapted to most General Body/Board situations.
Once a General Body/Board has developed an agreement, it can be used for internal evaluation and in recruiting new General Body/Board members and it can be read at regular intervals as a reminder to General Body/Board members. Going through the agreement point by point with each prospective General Body/Board member can help to ensure that no one comes onto the General Body/Board under any false illusions.
This agreement is not legally binding, and a statement should be included to that effect. The statement is morally binding. It is an expression of good faith and it provides common ground from which board members can operate.
Statement:
As a General Body/Board member of NGO, I understand that my duties and responsibilities include the following:
1. I am fiscally responsible, with the other General Body/Board members, for this organization. It is my duty to know what our budget is, and to be active in planning that budget, and planning the fundraising to meet that budget.
2. I am legally responsible, along with the other General Body/Board members, for this organization. I am responsible to know and approve all policies and programs, and to oversee the implementation of policies and programs. I know that if I fail in my tasks, and if the organization becomes the subject of a suit from a private person, or from the Centre or State Government, I may be held personally liable for the debts incurred.
3. I am morally responsible for the health and well being of this organization. As a member of the General Body/Board, I have pledged myself to help realize the mission which is: —————–.
4. I will give what is for me a significant donation. I may give this as a one-time donation each year, or I may pledge to give a certain amount several times during the year.
5. I will actively engage in fundraising for this organization, in whatever ways are best suited for me. These may include individual solicitation, doing special events, writing mail appeals and the like. There is no set amount of money that I must raise because I am making a good faith agreement to do my best, and bring in as much money as I can.
6. I will attend — General Body/Board meetings every year, and be available for phone consultation. I understand that commitment to this board will involve a good deal of time, and will probably not involve less than — hours per month.
7. I understand that no quotas have been set, that no rigid standards of measurement and achievement have been formed. Every board member is making a statement of faith about every other General Body/Board member. We are trusting each other to carry out the above agreements to the best of our ability, each in our own way, with knowledge, approval and support of all. I know that if I fail to act in good faith, I must resign, or someone from the General Body/Board may ask me to resign.
In its turn, —-Name of NGO—- is responsible to me in following tasks:
1. I will be sent, without request, quarterly financial reports that allow me to meet the prudent person section of the law.
2. I can call on the paid staff to discuss program and policy, goals and objectives.
3. Board members and staff will respond in a straightforward and thorough fashion to any questions I have that I feel are necessary to carry out my fiscal, legal or moral responsibilities to this organization.