Marin County Bicycle Coalition
DIRECTOR RESPONSIBILITIES POLICY
Approved in November 2008
The Board of Directors is the governing body for the Marin County Bicycle Coalition (MCBC), a 501(c)(3) non-profit membership organization. Directors are elected annually in staggered two-year terms by the organization's membership. When there is a mid-term vacancy on the Board, the remaining Directors may choose to appoint a replacement Director.
The Board is committed to the MCBC mission statement, "to promote safe bicycling for everyday transportation and recreation." Officers of the Board have additional specific duties that are described in the MCBC Bylaws. Each Director is expected to be understanding, tolerant, and have mutual respect for and from all of those serving on the Board of Directors.
If a Director's membership lapses for more than two months, that Director will automatically be removed from the Board, as per the MCBC ByLaws, Article V., Section 4 (c).
Each Director is expected to do the following, which are typical responsibilities of most non-profits’ Directors:
- To participate in a board meeting for approximately three hours on a monthly basis, or participate in Board committee meetings in months when full Board meetings do not occur. Directors are expected to attend a majority of full Board meetings per year, review Board memos, agendas, minutes, reports and financial statements prior to Board meetings, and to be actively engaged in Board discussions. Regular dates and times of Board meetings are usually determined for three months at a time, and the meetings typically occur on the second Monday of each month.
- To spend approximately 8-10 hours a month on MCBC business, in addition to the monthly meeting.
- To read and respond to MCBC related emails. A Director should be on-line at least three times a week to be able to respond to MCBC emails and inquiries from the other Directors, executive director, and the staff in a timely fashion.
- To support the organization’s fundraising in the following ways:
- Work in collaboration with the executive director, to develop funding adequate to fill MCBC's fiscal needs, as per the adopted annual budget.
- Encourage others to become members of the MCBC.
- Make a personally significant annual gift to MCBC that is one of the three largest gifts you give to any non-profit each year.
- Actively seek contributions from business sponsors, Spoke members, foundations and/or fee for service opportunities.
- Help staff with annual fundraising efforts by attending fundraising events, calling major donors to thank and cultivate them, mailing letters with personal notes, providing membership Gift Certificates to interested prospects, etc.
- To participate in a daylong Board Retreat whose focus is determined annually by the Board to address strategic planning issues. The Retreat is planned around the schedules of the Directors.
- To lend their time and talents to help advise staff in areas of expertise. Directors respond to staff when there are inquiries, and act as a sounding board for the executive director and other staff.
- To perform leadership tasks for the MCBC between board meetings on a regular basis. Tasks include: fundraising, serving on a Board committee, setting up or attending a meeting with a community, agency or elected official, being a local point-person on infrastructure projects, or any other task in which one is actively engaging members to become involved with the Coalition or working to ensure the vitality of the MCBC.
- To serve as ambassadors of the Coalition and work to actively promote its values through proactive interactions with the public. Directors lend their name and personal credibility to MCBC. Their names are used on letterhead, the website, brochures, grant proposals, and in other material formats.
- To represent the MCBC’s interests on programs and projects that are already in place, or have been agreed-upon by the Board. Individual Directors should not initiate new programs or set policy for the organization.
- To represent the community's interests within the organization, and to ensure that the organization is responsive to our mission and needs, members, and the community at large.
If any Director feels another Director is not fulfilling their responsibilities, a Board Officer should be notified. After review by the Executive Committee, either the President or a Director chosen by the President will talk to the Director to address the alleged inadequate participation.
In addition, the Board of Directors collectively has responsibility for the following aspects of the organization:
- Adopting a budget every year, and revising that budget on an as needed basis. The Board must establish and monitor fiscal controls and develop a sound financial strategy. The main concerns are for effective use of funds and accountability.
- Hiring, evaluating and supervising the executive director of the organization. Additionally, the Board adopts and updates the MCBC Employee Handbook, which contains Personnel Policies for all staff.
- Setting policy for the organization, representing the community's interests, and ensuring that the organization is responsive to our mission and needs. The Board of Directors determines overall program priorities for the organization and evaluates these programs.
- Ensuring compliance with federal, state, and local regulations.