● Meals on wheels in Charlotte-Mecklenburg ●
Friendship
Trays, Inc.
Roles and Responsibilities of Committees
Updated through Aug. 11, 2009
Standing Committees:
The standing committees for Friendship Trays, Inc. are Executive Committee,
Human Resources Committee, Nominating Committee, Finance Committee and the
Development Committee. The Executive Director of Friendship Trays, Inc. will
serve as an ex-officio member of all standing committees and each Board
member will serve on one or more committees. The President shall chair the
Executive Committee and appoint the Chair of the Human Resources Committee,
the President-Elect and Treasurer will chair the Development Committee and
Finance Committee, respectively. Committee assignments will become effective
in January of each year for a period of one year. In the event of a tie vote
within a committee, the Chairs vote will prevail.
Executive Committee:
Members:
The Executive Committee shall consist of the President, President-elect,
Secretary, Treasurer and Chair of the Human Resources Committee. The Chair
is the President.
Meeting Frequency: Once a quarter, at a minimum
Areas of Responsibility:
Handle all legal matters including corporate by-laws and resolutions
Review all insurance coverage
Review any capital expenditure and any type of contract or lease commitment
outside the scope of normal day-to-day operations that financially obligates
Friendship Trays, Inc. in excess of $5,000
Establish Ad Hoc committees as needed
Approve business interruption plan annually
Recommend hiring/firing of Executive Director to Board
Annually evaluate Executive Directors job performance and present to the
Board a compensation recommendation
Establish goals and objectives for Executive Director in conjunction with
the annual business plan
Human Resources Committee:
Members:
The Human Resources Committee shall consist of a minimum of 4 members of the
Board. The Chair is selected by the President.
Meeting Frequency: Once a quarter, at a minimum
Areas of Responsibility:
Function as a search committee for the Executive Director and recommend
candidates for consideration to the Board of Directors in the event this
position becomes open
Develop and maintain job descriptions and annual evaluation tool for all
staff positions, including Executive Director
Monitor compliance with Federal Wage and Hourly standards
Develop profile of needed Board members
Develop slate of new Board members and officers and present slate to the
Board of Directors
Assist Executive Director with
– Determining appropriate employee benefits and
personnel policies and procedures
– Maintaining an up-to-date employee handbook
– Maintaining up-to-date job descriptions for all staff
positions
– Maintaining organizational chart
Schedule and host orientation session with new Board members within one
month of their election
Update and review as needed (annually, at a minimum)
– Organizational Chart
– Board of Directors bios
– Board of Directors Handbook
Nominating Committee:
Members:
The Nominating Committee shall consist of the President-Elect and three (3)
members of the Board of Directors and one (1) non-board member, elected by
the Board of Directors.
Meeting Frequency: Once annually, at a minimum
Areas of Responsibility:
Prepare a list of nominees for the available offices, including unexpired
terms of office, no later than thirty (30) days prior to the date of the
October Board meeting.
Finance Committee:
Members:
The Finance Committee shall consist of the Treasurer and three other Board
members. The Chair is the Treasurer.
Meeting Frequency: Once a quarter, at a minimum
Areas of Responsibility:
Review and assist in the preparation of the annual operating budget
Monitor monthly current period and year-to-date-actual versus budget; work
with Executive Director in determining any corrective action needed
Establish reports needed to effectively review and monitor cost of meals,
administrative expense as a percent of total revenues, contributions and
cash flow
Monitor the Endowment Fund reporting to the Board on status of
– Pledges versus actual receipts
– Investment managers performance
– Recommended changes
Provide report to the Board the status of operating funds and overall
financial health of Friendship Trays, Inc.
Review and recommend investment strategies for excess operating funds
Perform quarterly cursory review of financial areas including payroll, cash
receipts and cash disbursements in conjunction with the internal controls in
operation
Review annual audit report and management letter; meet with outside auditor
as needed
Recommend outside auditor to Board for approval
Development Committee:
Members:
The Development Committee shall consist of the President-elect, four other
Board members and other non-Board members as needed. The Chair is the
President-Elect.
Meeting Frequency: Once a quarter, at a minimum
Areas of Responsibility:
Raise Friendship Trays, Inc. image in the community
Monitor and evaluate effectiveness of fundraising activities
Work with the Executive Director to establish fundraising strategies for
upcoming year
Assist the staff with marketing through public relations and publicity
Assist in securing and advertising need for volunteers
Establish contacts with individual donors as well as potential donors
Establish goals and objectives for Executive Director in conjunction with
the annual business plan
COMMITTEES STAFFING REQUIREMENTS
Executive Committee (5)
President (Chair)
President-Elect
Secretary
Treasurer
Chair of Human Resources Committee
Immediate Past President
Finance Committee (4)
Treasurer (Chair)
3 Other Board Members (minimum)
Human Resources/Nominating Committee (4)
4 Board Members (minimum) One of whom is Chair
Development Committee (5)
President-Elect (Chair)
4 Other Board Members (minimum)