2020 Governance Proposal

2020 Proposed Roles and Responsibilities

1. Chair (2020, Past Chair in 2021)

8 hours per month on average

-Fiscal Sponsor relationship

• Lead contact with Texas Women’s Foundation

• Negotiates terms and any changes to fiscal sponsor agreement

• Approves fees paid annually

-Governance of circle

• Works with officers to ensure smooth operations

• Works with committee members to ensure committee mandates carried out.

• Grants Committee

• New Member on-boarding Committee

• Website Committee

• Social Media Committee

-Donations

• Works with Treasurer to ensure donations received as planned each fiscal year and fees calculated accurately

• Works with Treasurer to ensure each member’s financial commitment $2500 met by June 30

-Grants

• Works with Grant committee chair to ensure grants are made in accordance with mission statement and with due-diligence.

• Act at tie-breaker in cases where votes are tied on grants.

-Communications

• Works with Secretary to provide information for monthly member emails.

• Maintains Salesforce.com

• Works with Website committee to keep information on website current.

• Works with TWF on emails to donors on Grantee Celebration, vote if required and Thank you and announcement of grants.

• Lead ambassador in promoting Orchid Giving Circle externally if formal representation required.

-Member events

• Plans annual member retreat with officers and committee members.

• Supports grantee celebration planned by Vice Chair.

• Supports members grant review planned by Grant committee Chair.

2. Vice Chair (shadow in 2020 and step into Chair role 2021)

5 hours per month average with additional hours leading up to grantee celebration.

- Supports Chair as requested.

- Governance of circle

• Works with officers to ensure smooth operations

• Works with committee members to ensure committee mandates carried out.

• Works with Secretary on creating/maintaining by-laws.

-Grantee Celebration

• Lead planner and implementer for annual event which covers:

• Recognition of Donors, Members and Grantees

• Mission of OGC

• History and how OGC operates.

-Member events

• Maintains member name badges

• Supports member events.

3. Secretary & Elect (Shadow in 2020 and step into Secretary role 2021)

5 hours per month on average

- Communications

• Creates and sends monthly member emails.

• Works with Website committee to keep information on website current.

- Governance of circle

• Works with Vice Chair on creating/maintaining by-laws.

• Maintains minutes of Executive Committee meetings.

• Maintains official calendar dates for circle.

- Donations

• Assists Treasurer and Chair to ensure member’s financial commitments are met by June 30.

- Member events

• Supports member events.

• Promotes social events on ad hoc basis

• Plans annual member retreat with Chairs.

• Plans Grantee Celebration with Chairs.

- Historian

• Maintains official records of circle by keeping annual lists of:

• Members

• Donations

• Grants

4. Treasurer (Shadow Chair in 2020, Full responsibility in 2021)

5 hours per month on average

- Donations

• Key liason with Texas Women’s Foundation on donation tracking via

1. Online portal with daily updates

2. Monthly reports with member detail to calculate commitments.

3. Keeping record of members anticipated gifts from third parties and corporations.

4. Ensuring checks and wires from third parties, corporate gifts and matches are received.

5. Supporting fundraising efforts by providing list of gifts raised.

• Provide monthly report of donations by member and fundraising report to Chair.

• Ensure donations received as planned each fiscal year and fees calculated accurately.

• Tracks down missing gifts – corporate, third-party intermediaries, Donor Advised Fund transfers etc.

• Reconciles donation give / gets from fundraisers to each member.

• Provide analysis of each member’s financial commitment give and gets met by June 30.

- Grants

• Provide periodic reports of donations to Chair and grant committee chair to determine how many grants can be funded and if donor vote required.

5. Grants Committee Chair & Elect (Shadow in 2020 and step into Grants Committee Chair role 2021)

5 hours per month on average and 20 hours per month in March, April and May

- Single point of contact with TWF Grants team.

• Single point of contact with grant applications – no other member should give feedback to grant applicants.

• Negotiates annual calendar for grant submissions, TWF grant review, grant announcements, agreements etc.

• Community outreach to nonprofits ongoing to identify potential new grantees.

• Manages OGC grant review process including:

• Create annual grant application form and requirement for TWF online system

• Work with TWF on initial screening results of proposals.

• Create grant proposal documents for all members to review

• Sets grant review meeting for all members

• Conducts grant review meeting for all members

• Works with grant committee on due-diligence review for all grants recommended by all member review

• Schedules all meetings for grant committee and with grant applicants

• Coordinates with grant committee to recommend a semi-finalist slate of grantees

• Coordinates vote with TWF if required based on fund-raising results.

-Fiscal Sponsor relationship

• Works with Chair and Secretary to negotiates on terms and any changes to fiscal sponsor agreement. Done annually until 2019 when changed to evergreen agreement.

-Governance of circle

• Works with officers to ensure smooth operations and address ad hoc issues as they arise.

- Member events

• Plans annual member retreat with Chair and Secretary.

• Plans Grantee Celebration with Chair and Secretary. Co-ordinates grantees participation on check presentation and other activities depending on agenda e.g. videos, panels, interviews.