Board Of Directors Job Description

Heart of Texas Urban Gardening Coalition

Board of Directors Job Description and Expectations

Purpose of BOD: To advise, govern, oversee policy and direction, and assist with the leadership and general promotion of the Urban Gardening Coalition so as to support the organization’s mission and needs.

Mission or purpose statement: The Heart of Texas Urban Gardening Coalition (HOT UGC) partners with numerous community organizations in and around Waco – planting gardens and building relationships – at the grassroots level. Using the garden as our gathering grounds, the HOT UGC hopes to strengthen the local food system, improve access to healthy food, and empower folks to grow their own.

Expectations of board members:  Understand and articulate the UGC’s mission, vision, values, strategies, policies, programs, services, and financial/fiduciary needs.  Be alert to community concerns that can be addressed by the UGC’s mission and programs.  Help communicate and promote the UGC’s mission and programs to the community.  Financially support the UGC monthly or annually in a manner commensurate with one’s ability and assist staff, board, and community members with the fundraising activities of the UGC.  Attend and actively participate in all meetings on a regular basis, and special events as able.  Participate in at least one standing committee of the board, and serve on ad-hoc committees and task forces as necessary.  Volunteers for and willingly accepts assignments and completes them thoroughly and on time, including preparation for board meetings.  Maintain objectivity, fairness, thoughtfulness, and the highest standards of ethical behavior when providing leadership or making decisions for the UGC  Avoid or disclose all conflicts of interest or appearances of impropriety

*Major responsibilities:  Organizational leadership and advisement, including annual and strategic planning, as well as proper organization of the board of directors, officers, and committees  Formulation and oversight of policies and procedures for board governance and other strategic needs  Financial management, including adoption and oversight of the annual budget  Evaluation of the Executive Director’s performance at least yearly  Evaluation of overall board performance at least yearly  Review of organizational and programmatic reports, including those from committees  Promotion of the organization, including fundraising, outreach, and the development of new leadership for the organization and the board *Members of the board share these responsibilities while acting in the interest of the UGC. Each member is expected to make recommendations to revise these expectations and responsibilities based on his or her experience and vantage point in the community. Commitment: Terms for officers are currently for one year. However, at large board membership is for 2 years. There are currently no term limits. Board meetings are quarterly and Member Meetings are monthly. While attendance at all meetings denotes a small time commitment in and of themselves, adequate preparation for meetings and responsibilities assigned for work outside of meetings can often be very time consuming. The following outlines the various aspects of the commitment:

 Attendance: 100% attendance is required at Coalition quarterly board meetings, committee meetings, and at the annual Board retreat. 50% attendance is required of Coalition member meetings (monthly). Committees of the board meet an average of four times per year, depending on their respective work agendas. Task forces will be called as needed to deal with specific, time-bound issues. Meetings typically last for one hour.  Volunteering: Volunteer commitment to the Coalition on an on-going basis through any of the following events (approximately 20 hours/year): o Beyond the Backyard training series o MLK Day of Service o Harvest Celebration o Partner Gardens: mentoring and gardening

Rules Regarding Meetings:

 Board member is responsible for calling the organization if they will be unable to attend a meeting at least 24 hours prior to the meeting. Quorum is required on any votes, and this will assure quorum is present.  Board member is responsible for signing in at the board meeting. Minutes will include those members signed in on the attendance sheet.  After two board meeting absences, the Secretary of attendance will call the board member to remind them they have missed the maximum number of meetings.  After the 2nd meeting is missed, the board member is responsible for calling the Secretary of attendance to discuss extenuating circumstances regarding the absences. If no call is received, a call will be made to the board member. The Secretary of attendance will then bring the Board up to date on the situation for determination on board status.