CAP Board Responsibilities

Board Responsibilities

The CAP Board is the governing body of CAP. Its responsibilities can be categorized as follows:

  1. Setting the policy for the CAP. This is done by:
    • Obtaining the recommendations of its membership and its affiliates as part of its annual review and updating of its mission, vision, strategic plans and bylaws.
    • Determining, approving, and as necessary delivering the organization’s programs and services.
    • Developing 1 year, 3 year, and 5 year strategic plans and annual budgets that promote the realization of its mission and vision as well as financial stability and growth.
  2. Monitoring the organization’s operations:
    • Participating in the hiring (or appointment of) and periodically evaluating the organization’s dedicated staff.
    • Working with and providing support to the dedicated staff.
    • Approving the annual budget, annual report, and other official reporting documentation.
    • Approving major contracts and grants.
    • Soliciting and reviewing program evaluations.
    • Troubleshooting as necessary.
  3. Serving as a public figure for the organization:
    • Fundraising, by directly donating or soliciting donations from others
    • Advocating for the organization.
  4. Fulfilling other Board responsibilities:
    • Documenting policies and decisions to create an organizational memory.
    • Preparing for and attending Board meetings.
    • Researching and discussing issues before decisions are made.
    • Replacing and orienting Board members when a vacancy arises.
  5. Adhering to other Board obligations. Members agree to:
    • Take reasonable care when making decisions for the organization (duty of care)
    • Act in the best interest of the organization (duty of loyalty)
    • Act in accordance with the organization’s mission (duty of obedience)
    • Stand aside when there is a conflict of interest (recusal)

CAP Board Member Job Descriptions

All CAP Board Members shall, to the best of their ability:

  • Make every attempt to attend and actively participate in all Board meetings, retreats, and conference calls;
  • Review minutes and stay well-informed regarding the organizations fiscal and program work;
  • Participate in setting overall policy and program oversight;
  • Keep up-to-date on developments in the organizations field;
  • Participate in the performance evaluation of the dedicated staff;
  • Actively participate on at least one subcommittee of the organization;
  • Actively help to raise funds for the organization by direct contact with current and prospective donors;
  • Speak on behalf of CAP to the community;
  • Follow conflict of interest, confidentiality, and code of ethics policies; and,
  • Participate as a vital part of CAP leadership.

CAP affiliates shall, to the best of their ability and as appropriate to their own missions:

  • Provide guidance and support to CAP;
  • Choose an official representative who will, to the best of her/his ability:
    • Make every attempt to attend and actively participate in all Board meetings, retreats, and conference calls;
    • Participate in setting overall policy and program oversight;
    • Review minutes and stay well-informed regarding the organizations fiscal and program work;
    • Participate in the performance evaluation of the dedicated staff;
    • Keep their institution’s leadership fully informed of CAP’s work;
    • Follow conflict of interest, confidentiality, and code of ethics policies; and,
    • Participate as a vital member of the Board.
  • Participate in an annual meeting with the affiliates’ senior leadership and CAP’s Chair, Vice Chair, and Director to review and discuss CAP’s strategic plans and annual budget for the purpose of enhancing CAP’s success and insuring its congruence with the missions of its affiliates.

Board Positions and Responsibilities

Chair: CAP Board Chair shall:

  • Oversee Board meetings;
  • Work in partnership with the CAP staff to make sure board resolutions are carried out;
  • Call special meetings if necessary;
  • Approve and/or appoint all Subcommittee Chairs and oversee who will serve on subcommittees;
  • Assist the Director in preparing agenda for Board meetings;
  • Assist the Director in conducting new Board Member orientation;
  • Participate in searches for new dedicated staff members;
  • Participate in dedicated staff annual performance evaluations;
  • Work with the nominations committee to recruit new Board members;
  • Appoint Board positions as is needed to support organizational goals and needs. New positions must be approved by the existing Board by majority vote.
  • Act as an alternate spokesperson for the organization; and,
  • Periodically consult with Board Members on their roles and help them assess their performance.

Vice Chair: CAP Board Vice-Chair shall:

  • Chair or co-Chair the CAP Conference Planning Committee.
  • Help establish a Conference Planning Committee that includes members outside of the CAP Board.
  • Carry out special assignments as requested by the Board Chair;
  • Serve on subcommittees as is necessary; and,
  • Understand the responsibilities of the Board Chair and be able to perform these duties in the Chairs absence.

Secretary: CAP Board Secretary shall:

  • Be responsible for keeping records of Board actions, including overseeing the taking of minutes at all meetings, distributing copies of minutes, and assuring that organizational records are maintained;
  • Notifying the Chair of Bylaws changes based on policy actions made by the Board;
  • Maintain all Board records and ensure their accuracy and safety;
  • Assume responsibilities of the chair in the absence of the Chair, Chair-elect, and Vice Chair; and,
  • Provide notice of Board meetings when such notice is required.

Treasurer: CAP Board Treasurer shall:

  • Assist in the preparation of the budget, help develop fundraising plans, and make financial information available to Board members and the public;
  • Understand financial accounting for nonprofit organizations;
  • Serve as financial officer of the organization and as chairperson of the finance committee;
  • Work with relevant CAP staff to ensure that appropriate financial reports are made available to the Board on a timely basis;
  • Assist CAP staff in preparing the annual budget and presenting the budget to the Board for approval; and,
  • Review the annual audit and answer Board questions about the audit.

Events Officer: CAP Board Events Officer shall:

  • Coordinate and negotiate contracts for the meeting space and hotel for the annual conference;
  • Coordinate and negotiate contract with the caters for the annual conference;
  • Oversee the day to day logistical operations of the annual conference including any part time workers; and,
  • Coordinate the space and catering for the annual executive board meeting.

Outreach Officer: CAP Board Outreach Officer shall:

  • Chair, co-Chair, or be a vital member of the Regional Meeting Planning Committee, or any event beyond the National Conference.
  • Develop strategies and help to develop marketing tools that are effective in communicating CAP’s mission and service offerings.
  • Develop, lead and implement initiatives that will increase CAP Membership and secure additional CAP Consulting Services opportunities.
  • Identify and contact institutions or individuals that would benefit from CAP Membership or CAP Services.

CAP Editor: The CAP Editor shall:

  • Project Manage the CAP Newsletter.
  • Review and edit copy for all CAP brochures and marketing/outreach materials.
  • Review and edit CAP Board Meeting Minutes.
  • Review and edit any official correspondence or documentation for the organization.

CAP Research Officer: The CAP Research Officer shall:

  • Develop a Research Plan for the organization.
  • Establish and Chair a Research Subcommittee to implement this plan, if needed.
  • Work with the Director to establish ways to communicate with the membership and community a focus on research.
  • Write at least one article for CAP Connected that will focus on research.

Awards Officer: CAP Board Awards Officer shall:

  • Coordinate the awards given by CAP including the Excellence in Teaching award and Innovative Program Award by following the established procedures and criteria for each award;
  • Draft criteria for Board review for any new awards established by the Board;
  • Form reviewing committees for each award from the CAP membership, convene meetings and chair the awards committee; submit to the Board information on each awardee selected by the committee for Board approval by the specified timeline for each award; communicate with each nominee and the awardees upon final selection by the Board; and
  • At the Annual Meeting, read the names and a short description of the awardee and coordinate the plaques with the Director.

Membership Cultivation Officer: CAP Board Membership Cultivation Officer shall:

  • Assist CAP by maintaining contact with current members;
  • Refer CAP members to the Board to serve on a membership subcommittee;
  • Serve as chair of the membership cultivation subcommittee and convene monthly conference calls;
  • Organize committee members to contact CAP members; and
  • Create initiatives to increase membership in CAP.

Members-at-Large: CAP Board Members-at-Large positions shall:

  • Serve on selected subcommittees and update the Board monthly on the actions of the subcommittee;
  • Assist with special projects of the Board.