ibm corporate service corps © 2003 ibm corporation presentation for potential and new members of...

IBM Corporate Service Corps

© 2003 IBM Corporation

Presentation for Potential and New Members of TATO’s

Management Council

Created For TATO by

IBM’s Corporate Service Corps

IBM Corporate Service Corps – Tanzania Team 2

© 2008 IBM Corporation2

April 19, 2023

Overview

The following presentation is designed to provide insight and guidance those interested in becoming a member of TATO’s Management Council and to new members of the Management Council.

The presentation includes the following information:

1. Overview and Role of a Management Council

2. Best Practices for Management Councils Ten Basic Responsibilities of Management Councils Roles and Responsibilities of Council Members

3. TATO’s Management Council Roles and Functions



April 19, 2023

Council Overview and Role

What is a Management Council?– A group of people legally charged with the responsibility and authority to govern

an entity.– Sometimes the term Board of Directors is used to describe Management Council

What does it mean to ‘goven an entry’?– Governance means to oversee the business of an organization/agency.

What does governance include?– Oversight– Decision Making– Accountability– Advocacy



April 19, 2023

Council Overview and Role

Oversight

Decision

Making

Accountability

Advocacy



April 19, 2023

Council Overview and Role: Oversight

The Council is responsible for ensuring that the organization is well run.

To oversee effectively, members should:

– Know the organization

• mission/vision• operating principles• strategic directions• financial principles and status• resource allocation

– Understand the risks

– Know what has been accomplished

Oversight

Decision

Making

Accountability

Advocacy



April 19, 2023

Council Overview and Role: Decision Making

Decision Making includes:

Long and short term strategic planning

Allocation of financial resources (fiscal oversight)

Organizational performance

– Executive Secretary

– TATO

– Management Council

Oversight

Decision

Making

Accountability

Advocacy



April 19, 2023

Council Overview and Role: Accountability

The council is responsible for ensuring the organization meets legal requirements and operates in accordance to its mission.

Accountable includes: – External and Internal Groups

• members, government, staff, public– Fiduciary Conduct

• protecting the organization's assets• conflict of interest

– Communication• members, staff, stakeholders

– Finances• program outcomes are measurable and operations

are managed efficiently, economically, and effectively– Individual

• attend meetings• make informed decisions• carry out their duties in a reasonable and responsible

manner

Oversight

Decision

Making

Accountability

Advocacy



April 19, 2023

Council Overview and Role: Advocacy

Advocacy involves:

Publicly supporting the organization’s purpose and decisions

Participating in discussion/debate pertaining to relevant regulatory issues

Ensuring the legislative intent is being carried out

Often, Council members are chosen so that they can bring to the Council the experience or perspective of a particular group or constituency. However, representing a constituency or viewpoint should take a back seat when voting. All Council members are expected to vote with the TATO’s best interest in mind.

Oversight

Decision

Making

Accountability

Advocacy



April 19, 2023

1. Determine the organization's mission and purpose.

It is the Council’s responsibility to create and review a statement of mission and purpose that articulates the organization's goals, means, and primary constituents served.

2. Provide proper financial oversight.

The Council must assist in developing the annual budget and ensuring that proper financial controls are in place.

3. Ensure legal and ethical integrity and maintain accountability.

The Council is ultimately responsible for ensuring adherence to legal standards and ethical norms.

4. Enhance the organization's public standing.

The Council should clearly articulate the organization's mission, accomplishments, and goals to the public and garner support from the community.

5. Ensure adequate resources.

One of the Council's foremost responsibilities is to provide adequate resources for the organization to fulfill its mission.

Best Practices:Ten Basic Responsibilities for Councils



April 19, 2023

6. Ensure effective organizational planning.

Councils must actively participate in an overall planning process and assist in implementing, and monitoring progress towards, the plan's goals.

7. Determine, monitor, and strengthen the organization's programs and services.

The Council's responsibility is to determine which programs are consistent with the organization's mission and to monitor their effectiveness.

8. Recruit and orient new Council members and assess Council performance.

All Councils have a responsibility to articulate prerequisites for candidates, to orient new members, and periodically and comprehensively to evaluate its own performance.

9. Select the chief executive.

Councils must reach consensus on the chief executive's responsibilities and undertake a careful search to find the most qualified individual for the position.

10. Support the chief executive and assess his performance.

The Council should ensure that the chief executive has the moral and professional support he needs to further the goals of the organization.

Best Practices:Ten Basic Responsibilities for Councils



April 19, 2023

Best Practices: Roles and Responsibilities of Council Members

Participate in Meetings Accept Assignments

Support TATO Improve Personal Skills



April 19, 2023


Attend all Council and committee meetings and functions.

Review agenda and supporting materials prior to Council and committee meetings.

Prepare for and attend Council and committee meetings. Ask questions, take responsibility for and follow through on a given assignment. Contribute personal resources in a generous way according to circumstances.

Participate in Meetings

Accept Assignments

Support TATO

Improve Personal

Skills



April 19, 2023


Serve on committees or task forces and offer to take on special assignments.

Assist the Council in carrying out its fiduciary responsibilities, such as reviewing the organization's annual financial statements, including the annual budget.


Accept Assignments

Support TATO

Improve Personal

Skills



April 19, 2023


Serve in good faith and in a manner he or she reasonably believes to be in the best interests of TATO.

Inform others about the organization.

Suggest possible nominees to the Council who can make significant contributions to the work of the Council and the organization.

Follow conflict-of-interest and confidentiality policies.


Accept Assignments

Support TATO

Improve Personal

Skills



April 19, 2023



Accept Assignments

Support TATO

Improve Personal

Skills

Be informed about the organization's mission, services, policies, and programs.

Keep up-to-date on developments in the organization's field.

Develop skills you may not already possess, such as: cultivating and soliciting funds, cultivating and recruiting Council members and other volunteers, reading and understanding financial statements, or learning more about the substantive program area of the organization.

Demonstrate sensitivity to and tolerance of differing views, as well as patience, community-building skills, personal integrity and concern for the organization's development.



April 19, 2023

Roles and Functions of the TATO Membership Council Exercise leadership, enterprise, integrity and judgment in directing the Association;

Determine the Association’s purpose and values;

The Council should determine a policy for the frequency, purpose, conduct and duration of its meetings and those of its committees;

Monitor and evaluate the implementation of strategies, policies, management performance criteria and business plans;

Ensure that procedures and practices are in place that protect the Association’s assets and reputation;

Ensure that the Association complies with all relevant laws, regulations and codes of best business practice;

Ensure that technology and systems used in the Association are adequate to run the business properly;

Ensuring that the Association has developed an effective corporate social responsibility programme;

Every Council should have aCouncil charter/manual setting out its responsibilities,

The Council must retain full and effective control over the Association, and monitor management in carrying out Council plans and strategies;

The Council should regularly review processes and procedures to ensure the effectiveness of the Association’s internal systems of control;

The Council should meet regularly, at least once a quarter if not more frequently as circumstances require, and should disclose in the annual report the number of Council and committee meetings held in the year and the details of attendance of each director;

The Council should define levels of materiality, reserving specific powers to itself and delegating other maters with the necessary written authority to management;

The Council should have unrestricted access to all corporate information, records, documents and property;

Efficient and timely methods should be determined for informing and briefing Council members prior to meetings;

Every Council should consider whether or not its size, diversity and demographics make it effective;



April 19, 2023

Backup



April 19, 2023

Sources

IBM’s On Demand Community

Boardsource.org

The Board of Directors, Duties and Responsibilities in Nonprofit Organizations, Office of the State Auditor, Leslie W. Merritt, Jr., State of North Carolina, Winter 2006-07

“Field Guide to Developing, Operating and Restoring Your Nonprofit Board”

Accountability Board Member Training, Robert A. Nebiker, Director, Virginia Department of Health Professions

Council on Licensure, Enforcement and Regulation, Board Member Training Program, 2003 Annual Conference

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