National Volunteer Fire Council Board Orientation Manual
National Volunteer Fire Council Board Orientation Manual
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Table of Contents Mission .......................................................................................................................................................... 2 History of the NVFC....................................................................................................................................... 2 Governance ................................................................................................................................................... 2 Bylaws ....................................................................................................................................................... 2 Strategic Plan ............................................................................................................................................ 2 Board Member Responsibilities .................................................................................................................... 2 Code of Ethics ........................................................................................................................................... 2 Conflict of Interest .................................................................................................................................... 2 Communications ....................................................................................................................................... 3 Meetings ................................................................................................................................................... 3 Policies and Procedures ............................................................................................................................ 3 Board Member Job Descriptions………………………………………………………………………………………………………….5 Financial Management ................................................................................................................................. 3 Fiscal Year ................................................................................................................................................. 3 Annual Budget........................................................................................................................................... 3 Financial Reports....................................................................................................................................... 3 Board, Committees, Sections and Staff ........................................................................................................ 3 Distinction between Leadership and Management.................................................................................. 3 Board ......................................................................................................................................................... 4 Committees ............................................................................................................................................... 4 Sections ..................................................................................................................................................... 4 Staff ........................................................................................................................................................... 9 Membership Information ........................................................................................................................... 10 Affiliated Organizations .............................................................................................................................. 10 NVFC Foundation .................................................................................................................................... 10 NVFC 21st Century Fund .......................................................................................................................... 10 Conclusion ................................................................................................................................................... 11
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Mission The NVFC mission is to provide a unified voice for volunteer Fire/EMS organizations. This mission will be accomplished by:
Representing the interests of the volunteer Fire/EMS organizations at the U.S. congress and federal agencies Promoting the interests of the state and local organizations at the national level Promoting and providing education and training for the volunteer Fire/EMS organizations Providing representation on national standards setting committees and projects Gathering information from and disseminating information to the volunteer Fire/EMS organizations
History of the NVFC Founded in 1976, the National Volunteer Fire Council (NVFC) is the nation’s only 501(c)3 nonprofit membership association dedicated to representing the interests of more than one million volunteer fire, EMS, and rescue personnel in the United States. The NVFC is the unified voice for the nation’s volunteer first responders and has worked to protect the interests of these brave men and women through legislative initiatives, education and training, and the dissemination of vital information directly to volunteer fire/EMS organizations.
Governance Bylaws The NVFC is guided by its bylaws, originally created in 1976. They are updated as needed by the NVFC Board of Directors, following appropriate procedures as outlined within the document. Strategic Plan The NVFC Board of Directors annually reviews and updates the association’s strategic plan. A copy is included in your new director packet can also be obtained from NVFC headquarters.
Board Member Responsibilities Fundamental to achieving success in the volunteer leadership structure is to understand that Board members serve foremost as a leader of the entire organization with responsibility for meeting the needs of all NVFC members through achievement in your specific leadership duties and priorities. The NVFC Board serves in an advisory capacity. Code of Ethics Each Board member is required to abide by and sign the NVFC Code of Ethics. Conflict of Interest Each Board member is required to sign a Conflict of Interest statement annually. 2
Communications The majority of communications between/among board members and staff takes place via email. Board members should have access to an email account which they can check regularly. Phone calls to NVFC headquarters are always welcome. The NVFC also maintains a Board-only section of the web site where prior meetings minutes, reports, and other information pertaining to board operations are readily available. Login information is available through NVFC headquarters. Meetings Two face-to-face meetings are held each year in the spring and fall. Board members are expected to pay registration fees, travel, hotel, and expenses. The NVFC pays travel expenses for Executive Committee members for their two meetings taking place between the board meetings. Minutes from previous meetings are available in the board member area of the website. Policies and Procedures Board members are expected to abide by all NVFC’s policies and procedures, including employment polices, non-harassment and sexual-harassment policies, and others that may be adopted by the Council.
Financial Management Fiscal Year The NVFC’s fiscal year starts January 1 and ends December 31. Annual Budget The NVFC staff and Finance Committee develops the annual budget for review by the NVFC Board. The NVFC annual budget is approximately $3 million. Financial Reports The NVFC Executive Committee and the NVFC Finance Committee reviews the financial report monthly while the NVFC Board of Directors reviews the financial report as a whole semiannually at the spring and fall meetings. The NVFC Director of Finance participates in these meetings to answer financial questions. Audit The NVFC undergoes annual financial audits. The Audit Committee oversees this process and the culminating audit reports are reviewed by the board at the spring meeting.
Board, Committees, Sections and Staff Distinction between Leadership and Management 3
It is important to note that the Board’s responsibility is governance and strategy while the job of the staff is implementation of day-to-day operations. Board The NVFC Board consists of two directors from each of the 49 state association members. Officers of the Board include a Chairman, First Vice Chairman, Second Vice Chairman, and Secretary/Treasurer. Board member duties are outlined in the NVFC Bylaws. Committees The board reviews and approves the committee listing twice a year and on as-needed basis. Committee chairs are appointed by the NVFC Chairman. Committees meet during the Board meetings and via conference call and communicate through email between meetings as necessary. Committee work is essential to the success of the organization. Sections The EMS/Rescue Section is comprised of NVFC members but focuses specifically on issues pertaining to the volunteer emergency medical and rescue services. Board Job Descriptions Expectations of the Board As the highest leadership body of the organization, the board is responsible for:
Determining the mission and purpose of the organization Strategic planning Ensuring fiduciary oversight Ensuring financial stability Membership growth Monitoring the organization’s programs and services Enhancing the organization’s public image Assessing its own performance as the governing body of the organization
Expectations of Individual Board Members Each individual board member is expected to:
Know the organization’s mission, bylaws, policies, programs, and needs Fulfill the duties of care, obedience and loyalty to the organization Read and understand the organization’s financial statements Serve as active advocates and ambassadors for the organization and fully engage in identifying and securing the financial resources and partnerships, in concert with the CEO, as necessary for the organization to advance its mission Promote and advocate NVFC membership Prepare for, attend, and participate in board meetings Participate in one or more committees Participate in strategic planning activities Participate in the election process for NVFC leadership 4
Participate in regular assessments to improve board performance Sign an annual conflict of interest form and update it during the year if necessary, as well as disclose potential conflicts before meetings and actual conflicts during meetings Maintain confidentiality about all internal matters of the organization Work to develop new leadership in the NVFC and develop board member succession within the state association Follow the Code of Ethics, submit the Conflict of Interest form annually or when there is a perceived conflict, maintain the highest level of cooperation, governance and leadership Maintain individual membership
Desired Skills and Experience Have knowledge of the organization’s history, mission and goals Working knowledge of bylaws and policies Ability to handle organization business with tact, enthusiasm and commitment Ability to communicate effectively Ability to motivate committee members Ability to take responsibility and follow through on assignments Ability to work well with people individually and in a group Previous nonprofit board, committee and leadership experience Ability to work with diverse groups Executive Committee (EC) In addition to the above responsibilities, Executive Committee members’ responsibilities are: Develop long-range planning which includes the strategic planning process for the board, financial stability, governance, advocacy, membership growth and cultivating relationships with other organizations, government and corporate partners Conduct necessary Council business between board meetings while reserving decisions for the board when possible Attend and participate in EC meetings. All travel expenses for the two in-person meetings each year are reimbursed by the NVFC. Other meetings, typically two-four per year, are conducted via conference call Serve as liaison members to designated committees and report back regarding trends and activities Follow the Code of Ethics, submit the Conflict of Interest form annually or when there is a perceived conflict, maintain the highest level of cooperation, governance and leadership Work to build consensus and transparency within the committee and board Select and evaluate the performance of the chief executive officer (CEO)
Chair Responsibilities The NVFC chair coordinates the board’s activities so the board achieves its goals and operates in accordance with its mission, bylaws and policies. Overarching Duties Understands the organization – is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and CEO; understands the external forces that affect the organization 5
Knows his/her responsibilities and authority –develops and manages relationships with the board and CEO Creates a safe environment for decision making – takes the lead in establishing the tone Ensures the board is functioning effectively and meeting high standards for effective governance Holds the board accountable for executing key board functions Facilitates all meetings of the board and other meetings or events as necessary Ensures all board actions and board members meet and understand legal and ethical requirements regarding board service Develops board meeting agendas in partnership with the CEO that reflect the organization and board’s priorities, drives strategic conversation and decision making, and keeps the board’s work focused on the goals Ensures that the board conducts a self-assessment each year and addresses areas for improvement
Committee Work Sets clear expectations for committee operations and communication with the board Holds committees accountable for achieving their goals Serves as chair of the Executive Committee CEO Relationship Builds a constructive relationship with the CEO Participates in regularly scheduled check-ins with the CEO to discuss strategic issues, monitor progress toward goals, and identify opportunities where he/she needs support from the board Guides the Executive Committee through the process of hiring, evaluating, and supporting the CEO Leadership Skills Effectively networks with members and stakeholders by serving as the board’s ambassador Champions diversity and inclusion on the board Supports and recognizes board members who make positive contributions to the board Builds a working culture – respects contributions of board members; puts organization’s needs over personal rewards Builds consensus Maintains focus; stands by decisions and adheres to board decisions Takes the lead in dealing with persistently disruptive or disengaged board members Understands basics of Roberts Rules of Order to facilitate effective Board meetings Communication Respects and engages every board member while encouraging an open and constructive line of communication; listens and communicates well Is approachable, available, and responsive Ensures that each board member has a clear role to play on the board Desired Skills and Experience Volunteer leadership experience with other nonprofit organizations Demonstrated active support for the NVFC’s mission 6
Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time First Vice Chair Responsibilities The first vice chair of the board is essentially the board chair’s understudy and second in command. In the event that the board chair is absent, temporarily unable to perform his/her responsibilities, or permanently unable to continue in the position, the first vice chair acts as the board chair. The first vice chair assists with the overall functioning of the board and serves as an advisor to the chair. The first vice chair helps the board chair lead the board to achieve its goals and operate in accordance with its bylaws. The first vice chair also:
Provides leadership and direction to the board in concert with the board chair Ensures transparent communication between all board members Executes specific projects at the request of the board chair Understands the responsibilities and duties of the board chair, and is ready and prepared to stand in for the board chair as needed; Acts in place of the chair when required Serves on the Executive Committee Attends all board meetings
Overarching Duties Understands the organization – is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and CEO; understands the external forces that affect the organization Maintains a productive relationship with the chair Assumes special responsibilities including chairing special task forces, events and committees as assigned Desired Skills and Experience Volunteer leadership experience with other nonprofit organizations Demonstrated active support for the NVFC’s mission Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time Second Vice Chair Responsibilities In the event that the board chair and first vice chair are absent, temporarily unable to perform his/her responsibilities, or permanently unable to continue in the position, the second vice chair acts as the board chair. The second vice chair aids the board chair in leading the board to achieve its goals and operate in accordance with its bylaws. He/she also works closely with the Membership/Awards Committee to ensure membership growth. 7
Overarching Duties Understands the organization – is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and staff; understands the external forces that affect the organization Knows how to manage meetings well –understand value of substantive, well-managed meetings and well thought out agenda; expects participants to be prepared Maintains a productive relationship with the chair Assumes special responsibilities including chairing special task forces, events and committees as assigned Serves on the Executive Committee Attends all board meetings Desired Skills and Experience Volunteer leadership experience with other nonprofit organizations Demonstrated active support for the NVFC’s mission Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time Secretary/Treasurer The secretary/treasurer has responsibility for communicating with board members about meetings, recording and maintaining minutes of all meetings, keeping all board records and important documents, and upholding legal compliance in matters of reporting and transparency. He/she also maintains legal and other organizational records for the organization, such as bylaws and policies. The secretary/treasurer oversees all matters related to the organization’s finances. He/she is knowledgeable regarding financial and accounting practices; aligns all financial transactions with the mission, goals, bylaws, and legal requirements of the organization; and provides the information needed for all board members to make financial decisions for the NVFC. Responsibilities The secretary/treasurer supports the board’s organizational needs so the board achieves its goals and operates in accordance with its bylaws in the following areas :
Keeps accurate minutes for each board meeting Shares minutes with the board in a timely fashion and ensures approval by the board Ensures the board adheres to open meeting laws and other legal requirements Assumes responsibilities of the chair in the absence of the board chair and vice chairs Provides notice of board and committee meetings to all board members Keeps all legal and official documents up-to-date Ensures that all members of the board fully comprehend the financial matters of the NVFC and receive reliable and timely information regarding those matters Works closely with the Finance and Audit Committees Understands financial accounting for nonprofit organizations Works with the CEO to deliver accurate and complete financial reports to the board on a regular basis Handles all work related to NVFC’s financial affairs with integrity and care 8
Remains apprised of legal and ethical requirements for the position Reviews budget for presentation to the Board for approval Serves on the Executive Committee Attends all board meetings
Overarching Duties Understands the governing policies and is well acquainted with the bylaws Assures that minutes are accurately recorded and approved by the Board and are accessible Assures that records are maintained Understands basics of Roberts Rules of Order to facilitate effective Board meetings Current Practice at the NVFC Staff records the minutes and produces a draft which is reviewed and approved by the Secretary/Treasurer before distribution to the Board. All records and legal documents are kept at the NVFC office. Staff manages the daily operations and issues financial statements that are sent to the treasurer for review. Staff prepares the annual budget and facilitates the annual audit which is sent to the treasurer and Finance/Audit Committees for review which is then presented to board for approval. Desired Skills and Experience Experience with Robert’s Rules of Order Experience with accounting in nonprofit organizations Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time Committee Chair In addition to the responsibilities outlined in the Board Member job description, this person:
Is a member of the Board Sets tone for the committee work Ensures that committee members have the information needed to do their jobs Reports to the Chair Assigns work to the committee members, sets the agenda and runs the meetings, and ensures distribution of meeting minutes Reports to the full Board on committee's decisions/recommendations Works closely with the staff liaison Regularly attends the Board and their Committee Meetings Staff The NVFC’s staff consists of full-time and part-time employees and occasionally, interns. Core positions include: CEO Deputy CEO Chief of Legislative and Regulatory Affairs Chief of Communications 9
Membership Manager Office Manager Program Managers Administrative Assistant
Membership Information NVFC membership is approximately 19,000 and includes:
State Fire Associations Fire Departments Individual Members Associate Members
Please acquaint yourself with NVFC membership levels, program, and benefits as outlined on the association’s web site: http://www.nvfc.org/join/renew/join-or-renew.
Affiliated Organizations NVFC Foundation The National Volunteer Fire Council Foundation’s mission is to develop and support projects promoting the overall good of the volunteer emergency service community. These initiatives include but are not limited to activities which focus on education, communication, retention, recruitment, health, and safety. The Foundation also promotes enhancing relations with our elected officials and their staffs. The Foundation supports these programs by being a party, among others, in facilitating the raising of funds via federal and corporate grants and donations secured from private corporations and individuals. The NVFC Foundation is a 501(c)3 organization whose Board consists of NVFC Board members as well as NVFC Corporate Members. The Foundation meets in conjunction with the NVFC Board meetings. NVFC 21st Century Fund The mission of the NVFC 21st Century Fund is to foster the betterment of the volunteer fire service through the following initiatives by working with the National Volunteer Fire Council: Education and training Retention and recruitment Personal protective equipment Memorials The NVFC 21st Century Fund is a 501(c)3 organization whose Board consists of the NVFC Executive Committee members. The Fund meets in conjunction with the NVFC Executive 10
Committee.
Conclusion We hope that you have found this manual helpful. Should you have any questions, please feel free to contact the NVFC Chairman or Chief Executive Officer. Kevin D. Quinn NVFC Chairman (401) 789-8354 [email protected] Heather Schafer, CAE Chief Executive Officer 202-887-5700 [email protected]
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Table of Contents Mission .......................................................................................................................................................... 2 History of the NVFC....................................................................................................................................... 2 Governance ................................................................................................................................................... 2 Bylaws ....................................................................................................................................................... 2 Strategic Plan ............................................................................................................................................ 2 Board Member Responsibilities .................................................................................................................... 2 Code of Ethics ........................................................................................................................................... 2 Conflict of Interest .................................................................................................................................... 2 Communications ....................................................................................................................................... 3 Meetings ................................................................................................................................................... 3 Policies and Procedures ............................................................................................................................ 3 Board Member Job Descriptions………………………………………………………………………………………………………….5 Financial Management ................................................................................................................................. 3 Fiscal Year ................................................................................................................................................. 3 Annual Budget........................................................................................................................................... 3 Financial Reports....................................................................................................................................... 3 Board, Committees, Sections and Staff ........................................................................................................ 3 Distinction between Leadership and Management.................................................................................. 3 Board ......................................................................................................................................................... 4 Committees ............................................................................................................................................... 4 Sections ..................................................................................................................................................... 4 Staff ........................................................................................................................................................... 9 Membership Information ........................................................................................................................... 10 Affiliated Organizations .............................................................................................................................. 10 NVFC Foundation .................................................................................................................................... 10 NVFC 21st Century Fund .......................................................................................................................... 10 Conclusion ................................................................................................................................................... 11
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Mission The NVFC mission is to provide a unified voice for volunteer Fire/EMS organizations. This mission will be accomplished by:
Representing the interests of the volunteer Fire/EMS organizations at the U.S. congress and federal agencies Promoting the interests of the state and local organizations at the national level Promoting and providing education and training for the volunteer Fire/EMS organizations Providing representation on national standards setting committees and projects Gathering information from and disseminating information to the volunteer Fire/EMS organizations
History of the NVFC Founded in 1976, the National Volunteer Fire Council (NVFC) is the nation’s only 501(c)3 nonprofit membership association dedicated to representing the interests of more than one million volunteer fire, EMS, and rescue personnel in the United States. The NVFC is the unified voice for the nation’s volunteer first responders and has worked to protect the interests of these brave men and women through legislative initiatives, education and training, and the dissemination of vital information directly to volunteer fire/EMS organizations.
Governance Bylaws The NVFC is guided by its bylaws, originally created in 1976. They are updated as needed by the NVFC Board of Directors, following appropriate procedures as outlined within the document. Strategic Plan The NVFC Board of Directors annually reviews and updates the association’s strategic plan. A copy is included in your new director packet can also be obtained from NVFC headquarters.
Board Member Responsibilities Fundamental to achieving success in the volunteer leadership structure is to understand that Board members serve foremost as a leader of the entire organization with responsibility for meeting the needs of all NVFC members through achievement in your specific leadership duties and priorities. The NVFC Board serves in an advisory capacity. Code of Ethics Each Board member is required to abide by and sign the NVFC Code of Ethics. Conflict of Interest Each Board member is required to sign a Conflict of Interest statement annually. 2
Communications The majority of communications between/among board members and staff takes place via email. Board members should have access to an email account which they can check regularly. Phone calls to NVFC headquarters are always welcome. The NVFC also maintains a Board-only section of the web site where prior meetings minutes, reports, and other information pertaining to board operations are readily available. Login information is available through NVFC headquarters. Meetings Two face-to-face meetings are held each year in the spring and fall. Board members are expected to pay registration fees, travel, hotel, and expenses. The NVFC pays travel expenses for Executive Committee members for their two meetings taking place between the board meetings. Minutes from previous meetings are available in the board member area of the website. Policies and Procedures Board members are expected to abide by all NVFC’s policies and procedures, including employment polices, non-harassment and sexual-harassment policies, and others that may be adopted by the Council.
Financial Management Fiscal Year The NVFC’s fiscal year starts January 1 and ends December 31. Annual Budget The NVFC staff and Finance Committee develops the annual budget for review by the NVFC Board. The NVFC annual budget is approximately $3 million. Financial Reports The NVFC Executive Committee and the NVFC Finance Committee reviews the financial report monthly while the NVFC Board of Directors reviews the financial report as a whole semiannually at the spring and fall meetings. The NVFC Director of Finance participates in these meetings to answer financial questions. Audit The NVFC undergoes annual financial audits. The Audit Committee oversees this process and the culminating audit reports are reviewed by the board at the spring meeting.
Board, Committees, Sections and Staff Distinction between Leadership and Management 3
It is important to note that the Board’s responsibility is governance and strategy while the job of the staff is implementation of day-to-day operations. Board The NVFC Board consists of two directors from each of the 49 state association members. Officers of the Board include a Chairman, First Vice Chairman, Second Vice Chairman, and Secretary/Treasurer. Board member duties are outlined in the NVFC Bylaws. Committees The board reviews and approves the committee listing twice a year and on as-needed basis. Committee chairs are appointed by the NVFC Chairman. Committees meet during the Board meetings and via conference call and communicate through email between meetings as necessary. Committee work is essential to the success of the organization. Sections The EMS/Rescue Section is comprised of NVFC members but focuses specifically on issues pertaining to the volunteer emergency medical and rescue services. Board Job Descriptions Expectations of the Board As the highest leadership body of the organization, the board is responsible for:
Determining the mission and purpose of the organization Strategic planning Ensuring fiduciary oversight Ensuring financial stability Membership growth Monitoring the organization’s programs and services Enhancing the organization’s public image Assessing its own performance as the governing body of the organization
Expectations of Individual Board Members Each individual board member is expected to:
Know the organization’s mission, bylaws, policies, programs, and needs Fulfill the duties of care, obedience and loyalty to the organization Read and understand the organization’s financial statements Serve as active advocates and ambassadors for the organization and fully engage in identifying and securing the financial resources and partnerships, in concert with the CEO, as necessary for the organization to advance its mission Promote and advocate NVFC membership Prepare for, attend, and participate in board meetings Participate in one or more committees Participate in strategic planning activities Participate in the election process for NVFC leadership 4
Participate in regular assessments to improve board performance Sign an annual conflict of interest form and update it during the year if necessary, as well as disclose potential conflicts before meetings and actual conflicts during meetings Maintain confidentiality about all internal matters of the organization Work to develop new leadership in the NVFC and develop board member succession within the state association Follow the Code of Ethics, submit the Conflict of Interest form annually or when there is a perceived conflict, maintain the highest level of cooperation, governance and leadership Maintain individual membership
Desired Skills and Experience Have knowledge of the organization’s history, mission and goals Working knowledge of bylaws and policies Ability to handle organization business with tact, enthusiasm and commitment Ability to communicate effectively Ability to motivate committee members Ability to take responsibility and follow through on assignments Ability to work well with people individually and in a group Previous nonprofit board, committee and leadership experience Ability to work with diverse groups Executive Committee (EC) In addition to the above responsibilities, Executive Committee members’ responsibilities are: Develop long-range planning which includes the strategic planning process for the board, financial stability, governance, advocacy, membership growth and cultivating relationships with other organizations, government and corporate partners Conduct necessary Council business between board meetings while reserving decisions for the board when possible Attend and participate in EC meetings. All travel expenses for the two in-person meetings each year are reimbursed by the NVFC. Other meetings, typically two-four per year, are conducted via conference call Serve as liaison members to designated committees and report back regarding trends and activities Follow the Code of Ethics, submit the Conflict of Interest form annually or when there is a perceived conflict, maintain the highest level of cooperation, governance and leadership Work to build consensus and transparency within the committee and board Select and evaluate the performance of the chief executive officer (CEO)
Chair Responsibilities The NVFC chair coordinates the board’s activities so the board achieves its goals and operates in accordance with its mission, bylaws and policies. Overarching Duties Understands the organization – is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and CEO; understands the external forces that affect the organization 5
Knows his/her responsibilities and authority –develops and manages relationships with the board and CEO Creates a safe environment for decision making – takes the lead in establishing the tone Ensures the board is functioning effectively and meeting high standards for effective governance Holds the board accountable for executing key board functions Facilitates all meetings of the board and other meetings or events as necessary Ensures all board actions and board members meet and understand legal and ethical requirements regarding board service Develops board meeting agendas in partnership with the CEO that reflect the organization and board’s priorities, drives strategic conversation and decision making, and keeps the board’s work focused on the goals Ensures that the board conducts a self-assessment each year and addresses areas for improvement
Committee Work Sets clear expectations for committee operations and communication with the board Holds committees accountable for achieving their goals Serves as chair of the Executive Committee CEO Relationship Builds a constructive relationship with the CEO Participates in regularly scheduled check-ins with the CEO to discuss strategic issues, monitor progress toward goals, and identify opportunities where he/she needs support from the board Guides the Executive Committee through the process of hiring, evaluating, and supporting the CEO Leadership Skills Effectively networks with members and stakeholders by serving as the board’s ambassador Champions diversity and inclusion on the board Supports and recognizes board members who make positive contributions to the board Builds a working culture – respects contributions of board members; puts organization’s needs over personal rewards Builds consensus Maintains focus; stands by decisions and adheres to board decisions Takes the lead in dealing with persistently disruptive or disengaged board members Understands basics of Roberts Rules of Order to facilitate effective Board meetings Communication Respects and engages every board member while encouraging an open and constructive line of communication; listens and communicates well Is approachable, available, and responsive Ensures that each board member has a clear role to play on the board Desired Skills and Experience Volunteer leadership experience with other nonprofit organizations Demonstrated active support for the NVFC’s mission 6
Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time First Vice Chair Responsibilities The first vice chair of the board is essentially the board chair’s understudy and second in command. In the event that the board chair is absent, temporarily unable to perform his/her responsibilities, or permanently unable to continue in the position, the first vice chair acts as the board chair. The first vice chair assists with the overall functioning of the board and serves as an advisor to the chair. The first vice chair helps the board chair lead the board to achieve its goals and operate in accordance with its bylaws. The first vice chair also:
Provides leadership and direction to the board in concert with the board chair Ensures transparent communication between all board members Executes specific projects at the request of the board chair Understands the responsibilities and duties of the board chair, and is ready and prepared to stand in for the board chair as needed; Acts in place of the chair when required Serves on the Executive Committee Attends all board meetings
Overarching Duties Understands the organization – is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and CEO; understands the external forces that affect the organization Maintains a productive relationship with the chair Assumes special responsibilities including chairing special task forces, events and committees as assigned Desired Skills and Experience Volunteer leadership experience with other nonprofit organizations Demonstrated active support for the NVFC’s mission Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time Second Vice Chair Responsibilities In the event that the board chair and first vice chair are absent, temporarily unable to perform his/her responsibilities, or permanently unable to continue in the position, the second vice chair acts as the board chair. The second vice chair aids the board chair in leading the board to achieve its goals and operate in accordance with its bylaws. He/she also works closely with the Membership/Awards Committee to ensure membership growth. 7
Overarching Duties Understands the organization – is well acquainted with the organization, its history, mission, current role, finances, programs and services, constituency and staff; understands the external forces that affect the organization Knows how to manage meetings well –understand value of substantive, well-managed meetings and well thought out agenda; expects participants to be prepared Maintains a productive relationship with the chair Assumes special responsibilities including chairing special task forces, events and committees as assigned Serves on the Executive Committee Attends all board meetings Desired Skills and Experience Volunteer leadership experience with other nonprofit organizations Demonstrated active support for the NVFC’s mission Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time Secretary/Treasurer The secretary/treasurer has responsibility for communicating with board members about meetings, recording and maintaining minutes of all meetings, keeping all board records and important documents, and upholding legal compliance in matters of reporting and transparency. He/she also maintains legal and other organizational records for the organization, such as bylaws and policies. The secretary/treasurer oversees all matters related to the organization’s finances. He/she is knowledgeable regarding financial and accounting practices; aligns all financial transactions with the mission, goals, bylaws, and legal requirements of the organization; and provides the information needed for all board members to make financial decisions for the NVFC. Responsibilities The secretary/treasurer supports the board’s organizational needs so the board achieves its goals and operates in accordance with its bylaws in the following areas :
Keeps accurate minutes for each board meeting Shares minutes with the board in a timely fashion and ensures approval by the board Ensures the board adheres to open meeting laws and other legal requirements Assumes responsibilities of the chair in the absence of the board chair and vice chairs Provides notice of board and committee meetings to all board members Keeps all legal and official documents up-to-date Ensures that all members of the board fully comprehend the financial matters of the NVFC and receive reliable and timely information regarding those matters Works closely with the Finance and Audit Committees Understands financial accounting for nonprofit organizations Works with the CEO to deliver accurate and complete financial reports to the board on a regular basis Handles all work related to NVFC’s financial affairs with integrity and care 8
Remains apprised of legal and ethical requirements for the position Reviews budget for presentation to the Board for approval Serves on the Executive Committee Attends all board meetings
Overarching Duties Understands the governing policies and is well acquainted with the bylaws Assures that minutes are accurately recorded and approved by the Board and are accessible Assures that records are maintained Understands basics of Roberts Rules of Order to facilitate effective Board meetings Current Practice at the NVFC Staff records the minutes and produces a draft which is reviewed and approved by the Secretary/Treasurer before distribution to the Board. All records and legal documents are kept at the NVFC office. Staff manages the daily operations and issues financial statements that are sent to the treasurer for review. Staff prepares the annual budget and facilitates the annual audit which is sent to the treasurer and Finance/Audit Committees for review which is then presented to board for approval. Desired Skills and Experience Experience with Robert’s Rules of Order Experience with accounting in nonprofit organizations Is objective and listens well; provides a forum for productive dialogue, with contributions on all sides of an issue Is decisive and is able to tackle difficult decisions Enthusiasm for the job Willing to devote the necessary time Committee Chair In addition to the responsibilities outlined in the Board Member job description, this person:
Is a member of the Board Sets tone for the committee work Ensures that committee members have the information needed to do their jobs Reports to the Chair Assigns work to the committee members, sets the agenda and runs the meetings, and ensures distribution of meeting minutes Reports to the full Board on committee's decisions/recommendations Works closely with the staff liaison Regularly attends the Board and their Committee Meetings Staff The NVFC’s staff consists of full-time and part-time employees and occasionally, interns. Core positions include: CEO Deputy CEO Chief of Legislative and Regulatory Affairs Chief of Communications 9
Membership Manager Office Manager Program Managers Administrative Assistant
Membership Information NVFC membership is approximately 19,000 and includes:
State Fire Associations Fire Departments Individual Members Associate Members
Please acquaint yourself with NVFC membership levels, program, and benefits as outlined on the association’s web site: http://www.nvfc.org/join/renew/join-or-renew.
Affiliated Organizations NVFC Foundation The National Volunteer Fire Council Foundation’s mission is to develop and support projects promoting the overall good of the volunteer emergency service community. These initiatives include but are not limited to activities which focus on education, communication, retention, recruitment, health, and safety. The Foundation also promotes enhancing relations with our elected officials and their staffs. The Foundation supports these programs by being a party, among others, in facilitating the raising of funds via federal and corporate grants and donations secured from private corporations and individuals. The NVFC Foundation is a 501(c)3 organization whose Board consists of NVFC Board members as well as NVFC Corporate Members. The Foundation meets in conjunction with the NVFC Board meetings. NVFC 21st Century Fund The mission of the NVFC 21st Century Fund is to foster the betterment of the volunteer fire service through the following initiatives by working with the National Volunteer Fire Council: Education and training Retention and recruitment Personal protective equipment Memorials The NVFC 21st Century Fund is a 501(c)3 organization whose Board consists of the NVFC Executive Committee members. The Fund meets in conjunction with the NVFC Executive 10
Committee.
Conclusion We hope that you have found this manual helpful. Should you have any questions, please feel free to contact the NVFC Chairman or Chief Executive Officer. Kevin D. Quinn NVFC Chairman (401) 789-8354 [email protected] Heather Schafer, CAE Chief Executive Officer 202-887-5700 [email protected]
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