Board Member

DIRECTOR – EXPECTATIONS AND RESPONSIBILITIES

Expectations of the Board as a Whole

• Determining the mission and purposes of the organisation.
• Selecting and evaluating the performance of the CEO.
• Strategic and organisational planning.
• Ensuring strong fiduciary oversight and financial management.
• Fundraising and resource development.
• Approving and monitoring Jack’s Butterflies programs and services.
• Enhancing Jack’s Butterflies public image.
• Assessing its own performance as the governing body of Jack’s Butterflies.

Expectations of the Individual Board Member

• Know the organisation’s mission, policies, programs and needs.
• Faithfully read and understand the organisation’s financial statements.
• Serve as active advocates and ambassadors for the organisation and fully engage in identifying and securing the financial resources and partnerships necessary for Jack’s Butterflies to advance its mission.
• Leverage connections, networks, and resources to develop collective action to fully achieve Jack’s Butterflies mission.
• Help identify personal connections that can benefit the organisation’s fundraising and reputational standing and can influence public policy.
• Prepare for, and attend, and conscientiously participate in board meetings.
• Participate fully in one or more committees.
• Follow Jack’s Butterflies bylaws, policies, and board resolutions.
• Sign an annual conflict-of-interest disclosure 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 Jack’s Butterflies.

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DIRECTOR PORTFOLIOS

1. Expectations of the President – FILLED

• Chair all Board meetings, ensure all directors are engaged and being heard. Keep meetings on task and to the schedule.
• Be available to all directors and CEO.
• Maintain the prospective director pack, meet with potential directors, provide personal recommendation to the board for their consideration of accepting the nomination for any new director.
• Conduct all relevant checks and complete the onboarding process with new directors.
• Maintain the General Member registry and provide summary of all new members to the board.
• Maintain the Rare Family Registry and provide summary of all new members to the board.
• Work with CEO on maintaining registrations with relevant peek groups.
• Work with Company Secretary on ensuring director meeting notifications are sent out on time with a full Board Pack included.
• Onboard all volunteers, general members and rare families.

2. Expectations of Vice President – VACANT

• Step in at any Board Meeting, sponsorship meeting, public engagement when the President is unable.
• Monitor and Track Director Involvement (meeting attendance, volunteering for tasks and following through to completion, all corporate sponsors, large donations that help us reach our targets.
• Find, complete and submit relevant grants to the organisation.
• Work with universities to bring in students as volunteers for various mini projects or run social clubs etc.
• Check all related policies, procedures and documentation related to volunteer roles. Create any documents/rules/guidelines that is needed.
• Ideal person to fill this role will be a Rare Disease Parent but not essential.

3. Expectations of Treasurer – VACANT

• Be available to offer guidance and support to the CEO with day to day finances.
• Once CEO has confirmed Month End is complete, prepare reports for Board.
• Have access to Internet Banking and be available to authorise any payments that require two-to-sign.
• Present financial update and report on the organisation’s solvency at Board Meetings. Have enough understanding of financial matters to ensure you can answer any questions the board has.
• Present Financials at AGM and answer any questions the members have.
• Organise Audit each year and liaise with the auditor. Work with CEO and Director HR to present any documentation requested.
• Ensure the organisation is adhering to statutory compliance.
• Work with all directors to provide assistance with any finance related matter within their Portfolio.
• Check for all finance related policies, procedures and documentation. Create any documentation that is needed.

4. Expectations of Company Secretary – FILLED

• Work with all directors to ensure everyone sends in their completed pre-reading material associated with their portfolio on time, send board meeting notification, send Board Pack, take minutes and distribute first draft of meeting minutes within 3 days of meeting end.
• Track action items, send reminders to directors of action items.
• Create a services registry and update insurer promptly when something is added and keep the board up to date with insurance status.
• Create a compliance checklist for CEO and staff to follow to maintain coverage.
• Work with CEO and relevant staff to ensure we remain compliant to conditions to ensure we remain insured.
• Work with CEO on governance matter. Policies, procedures, risk assessments etc. Check Current documents, create review schedule and create any document that is needed.

5. Expectations of Director – Projects – VACANT

• Create Business Plans for all projects, funding submissions, grants.
• Work with President and Director – Corporate Sponsorship to secure government funding to expand the In-Home Complex Care Program to improve healthcare for all people with Rare Diseases and go National.
• Work with all directors on producing content relevant documentation for projects.
• Work with Treasurer to create Targets for Sponsors, Donations, Fundraising, NDIS Revenue etc.
• Work with Director of Corporate Sponsorships on securing funding for our projects.

6. Expectations of Director – Corporate Sponsorship – FILLED

• Create the ‘Become a Corporate Sponsor’ pack.
• Train all directors how to approach their contact and get them to become sponsors.
• Be available for advice to all directors.
• Work with Treasurer to create Targets for Sponsors, Donations, Fundraising, NDIS Revenue etc.
• Work with Head of Risk Director to look at current policies, procedures and documentation that pertain to Sponsors, donors. Create any documentation that is needed.
• Work with Director of Projects on securing funding for our projects.
• Keep up to date with relevant legislative changes. Inform the board with any necessary recommendations, implement changes to maintain compliance throughout the company.

7. Expectations of Director – Allied Health – FILLED

• Work with the Complex Care Coordinator on the services offered within the program.
• Work with the Allied Health & Nursing Director to look at current policies, procedures and documentation that pertain to NDIS registration and services offered within the organisation. Create any documentation that is needed.
• Work with Director of Projects on the expansion of the In-Home Complex Care Program to include Social Workers and Psychologists/Counsellors to provide assistance to our Rare Families, NDIS clients.
• Implement an intern program for social workers, psychologists and counsellors can facilitate our social groups for Rare Families and NDIS clients.
• Keep up to date with relevant legislative changes. Inform the board with any necessary recommendations, implement changes to maintain compliance throughout the company.

8. Expectations of Director – Clinical Services – FILLED

• Work with the Complex Care Coordinator on the services offered within the program.
• Work with the Allied Health & Wellness Director to look at current policies, procedures and documentation that pertain to NDIS registration and services offered. Create any documentation that is needed.
• Work with Director of Projects on the expansion of the In-Home Complex Care Program to include Nurse Practitioner, Medical Specialists and Hospice for teenagers and young adults that focus on continuing the level of care received while under paediatrics.
• Keep up to date with relevant legislative changes. Inform the board with any necessary recommendations, implement changes to maintain compliance throughout the company.

9. Expectations of Director – Fundraising & Events – VACANT

• Create the Fundraising & Sponsorship Committees (F&S).
• Propose relevant by-laws / rules / aims / authorisations of F&S committee and bring to board for approval.
• Create Committee roles and descriptions/expectations.
• Inform all Rare Families that all members over 18 years old can now be a general member and can participate in the F&S Committee in their state.
• Set meeting frequency (6 per year) & schedule, goals & objectives of committee, set first meeting, call for nominations. First meeting will need to adopt what is proposed and confirm what they are working towards.
• The chair provides updates to the Director – Fundraising & Sponsorship who then provides updates to the Board.
• The Chair, Vice-Chair & Treasurer form the execs of each F&S and will meet every 3 months (4 times per year) with the Fundraising & Sponsorships Director(s) and the President to discuss the national plan and ensure JB is consistent in each state. The main aim is to work together on ONE national campaign per yar (Rare Disease Day).
• Mentor and provide assistance to the executive team of each F&S.
• Plan fundraisers, events, bring in donors and build relationships with small to medium sponsors.
• Look at current policies, procedures and documentation that pertain to volunteers, fundraising, events donors, sponsors. Create any documentation that is needed.

10. Expectations of Director – Fundraising & Events – VACANT

• Create the Fundraising & Sponsorship Committees (F&S).
• Propose relevant by-laws / rules / aims / authorisations of F&S committee and bring to board for approval.
• Create Committee roles and descriptions/expectations.
• Inform all Rare Families that all members over 18 years old can now be a general member and can participate in the F&S Committee in their state.
• Set meeting frequency (6 per year) & schedule, goals & objectives of committee, set first meeting, call for nominations. First meeting will need to adopt what is proposed and confirm what they are working towards.
• The chair provides updates to the Director – Fundraising & Sponsorship who then provides updates to the Board.
• The Chair, Vice-Chair & Treasurer form the execs of each F&S and will meet every 3 months (4 times per year) with the Fundraising & Sponsorships Director(s) and the President to discuss the national plan and ensure JB is consistent in each state. The main aim is to work together on ONE national campaign per yar (Rare Disease Day).
• Mentor and provide assistance to the executive team of each F&S.
• Plan fundraisers, events, bring in donors and build relationships with small to medium sponsors.
• Look at current policies, procedures and documentation that pertain to volunteers, fundraising, events donors, sponsors. Create any documentation that is needed.

11. Expectations of Director – Human Resources – VACANT

• Evaluate current practices and continue to monitor and provide ongoing recommendations for improvement.
• Advise the CEO on HR matters.
• Work with the CEO, Vice President, Director – Allied Health and Director – Clinical Services, to look at current policies, procedures and documentation that pertain to Employees, Directors and Volunteers. Create any documentation that is needed.
• Create any documentation that is needed.
• Keep up to date with relevant legislation / award changes and inform board, then implement any changes to remain compliant.
• Work with CEO and Treasurer to create and implement rewards/incentives programs (director, staff commission etc).

12. Expectations of Director – Marketing & IT – VACANT

• Assess the Jack’s Butterflies website and update where possible
• Create the website for Sky High Healthcare
• Assess the Jack’s Fun Factory shop, update the wording and images on the hire listings.
• Update and monitor SEO and AdWords
• Assist other directors with the presentation of any material needed for advertising, proposals, flyers etc.
• Assist the CEO and other staff on the most appropriate formatting/design for promotional material.

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Essential Criteria – with the expectation that you will work towards any area that you are not proficient in yet

• Knowledge of Appropriate Not for Profit and Charity Requirements, with respect to registration and other compliance related matters.
• Knowledge of Rare Diseases and the Rare Community.
• Knowledge of the National Disability Insurance Scheme (NDIS) requirements, with respect to registration and other compliance related matters.
• Highly developed skills in the area of risk management.
• High Level of Organisational Skills.
• Proven Leadership Skills.
• An ability to make community connections.
• A knowledge of the understanding of person-centred practice.
• Hold and maintain a NDIS Worker Screening Check.
• NDIS Worker Orientation Module.
• Hold and maintain a Current Working with Children Check.
• Hold and maintain a Director ID.
• Demonstrated capacity to build informal and professional networks and partnerships.
• Proven strategic capabilities.
• Proven ability to develop and understand budgets for small to medium size organisations.
• Demonstrated capacity for self-management and the ability to interpret and apply policy within the context of the role.
• Demonstrated ability to work as part of a team.
• Ability to think laterally and manage stress and/or challenging situations to achieve positive outcomes.

Responsible To

• General Members,
• Rare Families,
• Volunteers,
• Key Stakeholders, inclusive of Supported People, government departments, sponsors, donors,
• other Directors

Supervision Responsibilities

• Nil

Expected Time Commitment

• 12 to 16 hours per month, including monthly meeting obligations.