Before You Become a Director
- Learn about the organization’s goals, objectives, and programs.
- Make enquiries about the organization and its image in the community.
- Gather as much information about the organization as possible, including policies, finances, and staff.
- Read and understand the organization’s bylaws, policies, and procedures.
Be an Active Participant
- Attend all meetings.
- Review the agenda package for each meeting (background material, reports, and minutes from the previous meetings).
- Obtain and keep copies of minutes for any meetings you have missed.
- Keep a copy of all minutes and other important documents.
- Insist that all committee meetings are reported at board meetings, either in written or oral form.
- If you disagree with decisions made in your absence, have your dissent recording the minutes at the next meeting.
- Make inquiries about the management and operation of the organization when necessary.
- Promptly complete any tasks you have agreed to do.
- Ask questions, when required, for clarification.
Take Care When Voting
- Fully understand an issue and its consequences before voting on it.
- Vote against spending money or incurring debts if you believe the organization will not be able to pay.
- If you dissent to a motion, request that it be recorded in the minutes.
- If necessary, keep your own notes.
Be Loyal to the Organization
- Always put the interests of the organization before your own.
- Don’t gain personal advantage from your position.
- Avoid and disclose all conflicts of interest.
Act Prudently
- Don’t allow the organization to take unreasonable risks.
- Be certain that the organization’s records are audited by a reputable firm of professional accountants (CA’s/ CGA’s).
- Be certain that the organization will be able to pay for expenses it incurs or money it borrows.
- Obtain outside expert advice when necessary ie. governance consultants, lawyers, engineers, or accountants (if acting on this advice, have it recorded in writing).
- Review the ED’s performance and board’s performance periodically.
- Do not act illegally or let staff act illegally.
Protect the Organization’s Legal Status
- Read the statute under which the organization is incorporated (if applicable).
- Ensure the organization fulfills all aspects of its non-profit and tax-exempt status.
- Ensure any legal obligations delegated to staff are completed.
Ensure That:
- Membership lists are up-to-date.
- Bank accounts and records are maintained.
- Annual general meetings are held, obligations are met, and a report is filed.
- Special general meetings are held if requested by the members.
- Bylaws and policies are up-to-date.
