Board of Director

The Board of Directors serves as the guiding force behind Friends of Coyote Hills — stewarding our mission with integrity, strategic leadership, and a deep commitment to lasting community impact. 

  The board is responsible for: 

1. Determining the mission of the organization and understanding its collective purpose
2. Strategic and organizational planning
3. Ensuring strong fiduciary oversight and financial management
4. Fundraising and resource development
5. Approving and monitoring the organization’s programs and services
6. Enhancing the organization’s public image
7. Assessing its own performance as the governing body of the organization
8. Ensuring legal and ethical integrity

Board officers have additional duties specific to their roles which are described in the sections below. The at-large board members are just as important as the board officers, as all board members have equal responsibility for the board’s actions and decisions.

All Board members shall:

1. Uphold the legal duties and laws regarding nonprofit governance
2. Follow the organization’s bylaws, policies, and board resolutions
3. 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
4. Maintain confidentiality about all internal matters of the organization

All board members are expected to:

1. Know the organization’s mission, policies, programs, and needs as well as understand its purpose
2. Engage in board meetings actively: a) Prepare for and actively participate in board meetings, b) Faithfully read and understand the organization’s financial statements and board materials in advance of meetings, and c) Support board decisions even when they voted against them
3. Serve as active advocates and ambassadors for the organization
4. Fully engage in identifying and securing the financial resources and partnerships necessary for the organization to advance its mission
5. Leverage connections, networks, and resources to develop collective action to achieve the organization’s mission
6. Give a [meaningful] personal financial donation annually
7. Help identify personal connections that can benefit the organization’s fundraising and reputational standing, and influence public policy
8. Participate fully in one or more committees or taskforces
9. Engage in learning opportunities to better serve as leaders of the organization
10. Engage in learning opportunities to better understand the community we serve
11. Respect the experiences of all who bring their voices and lived experiences into the boardroom and the organization

The board president is the chief volunteer officer of the corporation. The board president shall lead the board of directors in performing its duties and responsibilities, including, if present, presiding at all meetings of the board of directors, and shall perform all other duties incident to the office or properly required by the board of directors.

The president, also known as the board chair, of a nonprofit board of directors is responsible for many tasks, including:

1. Presides over meetings: The president creates meeting agendas and/or works in connection with the executive director to prepare board meeting agenda. 
2. Manages business affairs: The president oversees all of the board's business affairs.
3. Serves as primary contact: The president is the main point of contact for the organization.
4. Strategic planning: The president encourages the board to participate in strategic planning for both short- and long-term goals.
5. Ensures performance reviews are done for continuous improvement. Takes the lead in the annual board member self-evaluation process. The president may participate in annual reviews of the board as a whole and of individual board members.
6. Recommends members for committees and appoints committee chairs (share w/ Board)
7. Takes part in new board member orientations (any board member)
8. Assists in recruiting qualified new board member candidates
9. Serves as the nonprofit’s spokesperson as needed

In the absence or disability of the board president, the ranking vice-president or vice-president designated by the board of directors shall perform the duties of the board president. When so acting, the vice-president shall have all the powers of and be subject to all the restrictions upon the board president.  The vice-president shall have such other powers and perform such other duties prescribed for them by the board of directors or the board president.  The vice-president shall normally accede to the office of board president upon the completion of the board president’s term of office.

These are some of the duties of a vice chair or vice president:

1. Runs board meetings as requested and in the board president’s absence
2. Serves as the nonprofit’s spokesperson as needed
3. Assists with board president duties
4. Completes special duties as requested

The treasurer shall be the lead director for oversight of the financial condition and affairs of the corporation.  The treasurer shall oversee and keep the board informed of the financial condition of the corporation and of audit or financial review results.  In conjunction with other directors or officers, the treasurer shall oversee budget preparation and shall ensure that appropriate financial reports, including an account of major transactions and the financial condition of the corporation, are made available to the board of directors on a timely basis or as may be required by the board of directors.  The treasurer shall perform all duties properly required by the board of directors or the board president.  The treasurer may appoint, with approval of the board, a qualified fiscal agent or member of the staff to assist in performance of all or part of the duties of the treasurer.

The board treasurer position requires someone who has experience in financial accounting for nonprofits. The treasurer also needs to make sure board members can access the financial reports in a timely manner, which is why it’s critical to use a board management software solution. The treasurer:

1. Manages the budget
2. Takes the lead in the annual audit
3. Answers questions about the audit
4. Chairs the finance committee
5. Partners with the executive director (and/or president) to ensure the financial reports are continually updated

The secretary shall keep or cause to be kept a book of minutes of all meetings and actions of directors and committees of directors.  The minutes of each meeting shall state the time and place that it was held and such other information as shall be necessary to determine the actions taken and whether the meeting was held in accordance with the law and these Bylaws.  The secretary shall cause notice to be given of all meetings of directors and committees as required by the Bylaws. The secretary shall have such other powers and perform such other duties as may be prescribed by the board of directors or the board president.  The secretary may appoint, with approval of the board, a director to assist in performance of all or part of the duties of the secretary.

The board secretary’s duties help protect a nonprofit organization. Board secretaries have a variety of duties and responsibilities including:

1. Schedules board meetings
2. Coordinates board member onboarding and off-boarding including orientation, document reviews, and board member transitions.
3. Takes attendance at board meetings
4. Takes accurate meeting minutes and getting them approved
5. Maintains board records
6. Ensures secure storage of official board documents and contracts
7. Tracks board member terms
8. Monitors legal compliance (filings, regulations, etc.)
9. Write and send thank you notes on behalf of the board

We welcome community members who:

• Care deeply about land conservation and the mission of Friends of Coyote Hills
• Work respectfully and collaboratively with fellow board members and leadership
• Are reliable, collaborative, and willing to learn
• Can not only commit to the minimum expectations outlined above - but be bar-raisers.
• Bring any relevant skills or community connections they are willing to share

This is a non-compensated volunteer role offering a meaningful opportunity to make a direct impact on the preservation of Coyote Hills for future generations.