Board Job Descriptions

General Accountabilities for all USFR Board Members

General Accountabilities for all USFR Board Members

  • Regularly attends board meetings and important related meetings
  • Makes serious commitment to participate actively in board work
  • Volunteers for and willingly accepts assignments and completes them thoroughly and on time
  • Stays informed about board matters, prepares  well for meetings, and reviews and comments on minutes and reports
  • Stays informed about the organization's mission, services, policies, and programs
  • Keeps up-to-date on developments in the organization's field
  • Follows developments in the community, economy, government, etc. that may affect the organization
  • Gets to know other board members and builds a collegial working relationship that contributes to consensus
  • Is an active participant in the board's annual evaluation and planning efforts
  • Suggests nominees to the board who can make significant contributions to the work of the board and the organization
  • Participates in fundraising for the organization
  • Follows conflict of interest and confidentiality policies
  • Assists the board in carrying out its fiduciary responsibilities such as reviewing the organization's annual financial statements

President

Specific Duties:

  • Manages the USFR board and oversee the various Chairs’ job responsibilities
  • Plans, announces, and oversees monthly board meetings, and makes assignments as needed
  • Implements smooth transition of responsibilities, duties and information to President-elect, Treasurer, USFR Membership Coordinator, and others
  • Plans, implements and oversees annual June Board Retreat and Transition Meeting
  • Meets with the Executive Committee as needed
  • Provides welcome and/or announcements for the membership at the quarterly USFR luncheons
  • Writes the welcome letter and other articles for the quarterly newsletter
  • Completes various administrative duties
  • Serves on Utah Philanthropy Day Oversight Committee
  • Oversees duties of the USFR Membership Coordinator
  • Assists Communications Chair with management of web site content

Committees:

N/A

Treasurer

Specific duties:

  • Provides a report at each board meeting
  • Ensures compliance with federal and state laws regulating non-profit finance (including annual 990 and occasional audit)
  • Makes financial information available to the board and the public
  • Manages USFR’s bank accounts: checking, money market, and share accounts
  • Recommends investment opportunities
  • Pays all bills and reimbursements
  • Coordinates with President or other signers for checks requiring two signatures
  • Makes deposits as needed
  • Forwards expenditure records to USFR Membership Coordinator for entry and filing
  • Confers with USFR Membership Coordinator and Accountant to prepare monthly reports
  • Confers with Accountant and Tax Preparer for annual year-end statement and IRS 990 return
  • Renews and update USFR’s insurance policies and annual state registration and charitable permit
  • Maintains USFR historical financial records and reports

Committees:

Finance committee (USFR President and President-elect)

Secretary

Specific duties:

  • Assists Board President in preparing for board meetings and functions, including developing and distributing meeting agendas, and notification or reminders of board meetings.
  • Records minutes of monthly board meetings and ensures minutes are distributed to all board members within one week.
  • Records minutes of Executive Committee meetings.
  • Maintains all board records and ensures their accuracy and safety.
  • Attends all board meetings and functions, and is prepared to participate.
  • Is sufficiently familiar with legal documents (e.g. articles, by-laws, IRS letters) to note their applicability during meetings.
  • Assumes responsibilities of the Board President and President-elect in their absence, as needed.
  • Arranges venue and communicates location of board meetings.

Committees:

Executive Committee

Past President

Specific Duties:

  • Actively supports the President for the year following their presidency
  • Provides a sense of continuity and history to the President and Board generally
  • Serves on the Utah Philanthropy Day Planning Committee as a Member-at-large

Nominations Chair

Specific duties:

  • Develops a calendar and timeframe for nomination activities     
  • Receives nominations for elective offices according to the by-laws
  • Recruits potential candidates by calling chairs and other interested members to encourage interest in leadership
  • Collects biographies for candidates for consideration
  • Schedules and coordinates with the board the date for the selection of nominees
  • Presides at all nominating committee meetings
  • Ensures all potential nominees are notified of final ballot via phone, and all candidates on the ballot of elections results
  • Refers names of individuals not selected for the ballot to the president-elect for consideration for committees
  • Presents the election results to the membership at the annual meeting

Committees:

Recruits and chairs a program committee to assist with specific duties listed above

Fundamentals of Fund Raising Day Chair

Specific Duties:

  • Selects location for conference and organizes facilities needed for breakfast, lunch and breakout sessions, including all special needs (i.e.: audio visual, supplies, and room set-up for each speaker). 
  • Establishes and manages a budget for the conference
  • Recruits and works with committee to manage the event
  • In conjunction with Underwriting Chair, works to obtain funding for the event
  • Manages registration of attendees at the event
  • Publicizes scholarship opportunities for event and selects and notifies recipient(s)
  • Organizes print and electronic communication of event, including:
  1. Acquiring mailing lists
  2. Overseeing mailings
  3. Providing electronic and print notification
  • Researches and recruits keynote speakers and breakout presenters
  • Organizes all speaker materials and signage
  • Promotes and administers awards given at the event
  • Solicits sponsorship for event, including recruitment of booth participants

Committees:

Selects committee to assist with coordination of event

Fundraising Day Chair

Specific Duties:

  • Selects location for conference and organizes facilities needed for breakfast, lunch and breakout sessions, including all special needs (i.e.: audio visual, supplies, and room set-up for each speaker). 
  • Establishes and manages a budget for the conference
  • Recruits and works with committee to manage the event
  • In conjunction with Underwriting Chair, works to obtain funding for the event
  • Manages registration of attendees at the event
  • Publicizes scholarship opportunities for event and selects and notifies recipient(s)
  • Organizes print and electronic communication of event, including:
  1. Acquiring mailing lists
  2. Overseeing mailings
  3. Providing electronic and print notification
  • Researches and recruits keynote speakers and breakout presenters
  • Organizes all speaker materials and signage
  • Promotes and administers awards given at the event
  • Solicits sponsorship for event, including recruitment of booth participants

Committees:

Selects committee to assist with coordination of event

Membership Chair

Specific duties:

  • Works with USFR Membership Coordinator  to ensure that membership database is current and updated
  • On a monthly basis, contacts USFR members and asks them to renew their membership, following up in person as needed
  • Actively recruits new members to USFR and appropriately welcomes them to USFR
  • Continually evaluates membership benefits for effectiveness and regularly communicates the value of these benefits to general membership.
  • Brainstorms potential new benefits for members and ways to enhance and add value to USFR membership. Recommends new benefits to USFR Board
  • Maintains a database of mentors and mentees, arranges mentoring partnerships, organizes mentoring events, communicates with mentoring pairs regularly, and evaluates success of relationships at end of mentoring year
  • Maintains the membership resource packet by evaluating and updating every year
  • Works with USFR Membership Coordinator to maintain and organize the “members only” section of the USFR web site
  • Regularly contributes articles regarding membership matters and benefits to the USFR newsletter
  • As needed, surveys general membership to evaluate the value of member benefits and assess the need for additional benefits.

Committees:

Recruits and manages an active membership committee

Partnership Chair

Specific duties:

  • Maintains relationships with USFR’s partner organizations. Currently identified partners include but are not limited to:
  1. Nonprofit Academy for Excellence
  2. Utah Nonprofits Association
  3. Utah Planned Giving Round Table
  4. Utah Commission on Volunteers
  • Seeks to identify potential new strategic partners and builds relationships as appropriate.
  • Ensures partner organizations are aware of USFR activities and plans, and requests support in promoting USFR through partner channels as appropriate.
  • Ensures USFR Board is up-to-date with activities and plans of partner organizations.
  • Works with Print Media Chair and Digital Media Chair to promote activities of partner organizations, and ensure any appropriate information about partner organizations is communicated to USFR members.

Committees:

N/A

Digital Media Chair

Specific Duties:

  • Responsible for managing all elements of digital communications, including the USFR website content, blog, email communications to members and social media site management.
  1. Writes and/or solicits content for USFR blog.
  2. Produces regular content for social media sites such as Facebook and LinkedIn.
  3. Regularly updates content on the USFR website www.usfr.org.
  4. Responsible for compiling, editing and proof-reading the weekly email update for members and communicates with those individuals providing content to make clear the deadlines, needs and expectations of their articles.
  5. Manages content submissions from board members, USFR members and partner organizations.
  • Responsible for maintaining USFR branding and messaging in digital communications.
  • Engages and manages a committee to assist in managing the various aspects of digital communications.
  • Manages the budget for digital communications needs, and maintains a relationship with vendors. Obtains approval for expenditures as appropriate.
  • Works closely with the Print Media Chair to share information in printed materials on the website and other digital communications.
  • Works in conjunction with the Print Media Chair to maintain consistent communication with USFR members, determine measures and methods to publicize USFR to a greater audience, and explore means of disseminating information and fostering a dialogue through all of USFR’s communication channels.
  • Works with fellow board members to ensure that clear, timely and accurate information is available to the USFR membership.
  • Develops assessments to evaluate the effectiveness of USFR’s digital communications.

Committees:

Recruits and chairs a committee to assist with specific duties listed above

Programming Chair

Specific duties:

  • Plans three to four luncheon programs for the fiscal year
  • Develops and manages a programming budget for the year, anticipating revenues and expenses
  • Secures high quality speakers and program presenters, communicating expectations about topic and presentation design
  • Negotiates contracts, including speaking fees, travel reimbursements, etc.
  • Secures a convenient, affordable venue for the luncheon, overseeing
  1. audio visual needs
  2. menu selection
  3. parking arrangements
  • Develops promotional and informational materials for distribution to USFR members, including
  1. e-mail and/or print invitations and reminders
  2. biographical information on speakers
  3. event photography
  4. newsletter  and Web articles announcing upcoming luncheons and recapping previous luncheons
  • Organizes and evaluates online surveys to ensure programming continues to meet needs of membership

Committees:

Recruits and chairs a program committee to assist with specific duties listed above

Underwriting Chair

Specific duties:

  • Recruits, supports, and manages sponsors for USFR events
  • Works with other board members to identify potential sponsors, solicitation plans, etc.
  • Evaluates sponsorship program regularly and offers suggestions for improvement
  • Works with USFR board members to determine additional sponsorship opportunities and sponsor benefits for each event.
  • Works with the Print Media Chair to develop sponsor recognition signs or other recognition materials for events as necessary.
  • Offers support to Fund Raising Day and Fundamentals of Fund Raising committees by becoming the sponsorship chair for the event, offering support to the Sponsorship Chair for the event, or as determined by discussions with the Fund Raising Day and Fundamentals of Fund Raising Chairs and USFR President
  • Attends Fund Raising Day and Fundamentals of Fund Raising committee meetings as necessary
  • Works with appropriate board members to ensure that USFR sponsor benefits are fulfilled and obligations met through the following:  
  1. Sponsorship solicitations
  2. Invoice generation, distribution as necessary
  3. Payment follow-up
  4. Sponsor cultivation and recognition
  • Coordinates with Programming Chair to determine upcoming luncheons/workshops and sponsor opportunities
  • Attends programming committee meetings as necessary

Committees:

Recruits and chairs a committee to assist with specific duties listed above

Utah Philanthropy Day Liaison Chair

Specific duties:

  • Represents USFR and its board at all Utah Philanthropy Day (UPD) meetings
  • Provides feedback to USFR on UPD developments and updates to keep USFR board generally informed as needed
  • Reports on UPD activity at USFR board meetings
  • Provides UPD announcements for USFR to deliver at luncheons preceding UPD
  • Circulates updates as they affect
  1. USFR web site content and links
  2. USFR newsletter
  3. USFR budget
  • Ensures that the policies and standards of the USFR are upheld throughout the planning and execution of Philanthropy Day
  • Assumes an active role in the committee for UPD as assigned by UPD committee
  • Participates in set-up, logistics, and wrap-up, as needed during UPD itself

Committees:

N/A