Board Operational Procedures
LifeSpan…A Community Service
Board Operational Procedures
LifeSpan…A Community Service is a private, not-for-profit organization whose purpose is to provide residential and community support services for adults and children with mental and/or physical disabilities in the community.
MISSION
We inspire individuals with or without disabilities to realize their highest potential
VISION
We envision a community where every person lives a self-determined life within a culture of gentleness
PURPOSE
We inspire people to achieve and maintain their personal goals & individual growth
BOARD OF DIRECTORS OPERATIONAL PROCEDURES
Policies established by the Board of Directors shall be for the purpose of establishing guidance and oversight of corporate activities. Such policies shall be binding upon members of the Board of Directors, the Executive Director, and through the corporation. Board Policy shall be general statements, narrow enough to give clear guidance, but broad enough to leave room for administrative discretion.
The Executive Director, agent of the Board, shall have responsibility for the active administration and management of the day to day operations of the corporation. He/she shall have all necessary authority for implementing Board policies and recommendations.
The Executive Director shall establish and administer policies and procedures governing the day to day operations of the corporation. Such policies and procedures shall not be inconsistent with established By-laws or Board Policy. The Board shall periodically review existing operating policies and procedures to assure compliance with the intent and purposes of the corporation and established by the governing documents and the Board Policy.
ADVISORY COMMITTEE MEMBERS AND MEMBERSHIP
The Board of Directors may at times desire to enhance Board committees with the expertise of the other community leaders. These individuals may be invited to attend Board committee meetings at the discretion of the Board committee Chairperson and with the knowledge of the full Board. Non-board members shall not have voting privileges on the committee; rather their advice and input shall be encouraged in their advisory capacity. Advisory members shall be recognized yearly through the Annual Meeting and the Annual Report.
FISCAL MANAGEMENT OBJECTIVES
LifeSpan...A Community Service is an established, private non-profit organization with the term non-profit not being synonymous with no profit. All monies generated by the corporation and/or obtained by the corporation shall be used to maintain a financially sound operation. Operating cash flows can be supplemented by obtaining public or private funding whenever possible.
At such times when the corporation has positive cash flow, the excess cash shall be invested in short –term interest bearing securities. All cash donations and cash willed to LifeSpan…A Community Service shall be deposited to the general fund unless otherwise stated by the donor, in which case such monies are to be handled according to the wishes of the donor. An acknowledgement letter or a donation receipt will be given to the donor for tax purposes.
LifeSpan…A Community Service, Hope House I, Inc. and Hope House II, N.P.H.C will capitalize and depreciate only those items with a per unit cost of $500 or more.
All general fund checks shall be co-signed. Authorization for co-signing checks shall include the Treasurer of the Board of Directors, the Executive Director and a staff person approved by the Board. No individual authorized to sign checks shall utilize a facsimile signature to issue a check to themselves. (See Financial Policy and Procedures)
FUNCTIONAL RELATIONSHIPS
Size and organization of the Board of Directors are defined by the corporation’s By-Laws. Each member of the Board is assigned to at least one sub-committee of the Board. The work of the Board is normally accomplished within the various sub-committees, with necessary approvals of either the Executive Committee or the Board as required. (See Board Committee Assignments)
Within the sub-committee structure, Board members are permitted and encouraged to interact with the Executive Director and his/her staff. Interaction at this level will lead to a beneficial exchange of ideas and expertise which, when applied to problems and opportunities will result in benefits to the whole range of corporate activities.
Board members are reminded that all business of the corporation is to be handled within the established Board structure. The Executive Director is responsible to the Board collectively and not to any Board member acting independently. The staff and employees of LifeSpan…A Community Service are responsible to the Executive Director. Board members are not allowed to intrude upon the Executive-Staff relationship. Staff members are not allowed to intrude upon the Board-Executive relationship.
CONTRACTUAL AUTHORIZATION OF THE EXECUTIVE DIRECTOR
The Board of Directors of LifeSpan…A Community Service authorized its Executive Director to enter into contracts on behalf of LifeSpan…A Community Service provided that such contracts are revenue-producing from existing programs or services. Similarly, the Executive Director may enter into contracts for budgeted items or expenses that are included in the budget approved for the current fiscal year by the Board of Directors. The Executive Director is further authorized to enter into other contracts provided that such contracts do not exceed both of the following:
1. The term of the Contract shall not exceed twelve (12) months. The amount of money that the corporation is obligated to expend over the entire term of the contract shall not exceed $12,000.
2. The asset being sold or otherwise disposed of shall not have a current value in excess of $12,000.
Any contractual obligations other than those authorized above shall require the approval of the Board of Directors.
In the event of an emergency, the Executive Director may obtain telephone authority from the President or Vice-President of the Board of Directors to enter into absolutely essential contracts required by such emergency.
CONFLICT OF INTEREST
It shall be the policy of this Board to secure all services, which may involve a Board member through a competitive bid process. Board members are disqualified from voting on any matters in which there exists any personal or financial interest. A Conflict of Interest Statement will be signed by all Board members and kept on file in the corporate office. Board members shall receive annual Board Management Training, highlighting each member's role to disclose potentially conflicting relationships.
TOTAL QUALITY MANAGEMENT
The LifeSpan Board has adopted a Total Quality Management System in support of the continuous pursuit of excellence in service. The Board will receive, from Quality Management staff, reports on quality team activity. An annual report will be presented to the Board on or about the time of the Annual meeting held within the first quarter of each year for use in Strategic Planning.
GENTLE TEACHING
The Lifespan Board has adopted Gentle Teaching philosophy and techniques. Techniques are to apply to all current and future aspects of LifeSpan service. Gentle Teaching is a commitment to continuously strive to provide care and interaction based on the following basic values:
1. A person is not to be judged for what they do but valued for who they are.
2. Everyone needs to feel safe, loved, loving, and engaged with others.
3. Trust is more important than independence.
STRATEGIC PLANNING
The LifeSpan Board will develop a Strategic Plan which will guide the direction of LifeSpan for 1 to 5 years with reviews and possible adjustments each year. Key staff and other stakeholders will be solicited for input into the tactics, both short and long-term, and the overall vision and mission of the organization.
ETHICS
The Board of Directors shall review and adopt policies regarding:
-Marketing
-Financial
-Operational
-Non-discrimination
-Confidentiality
-Conflict of Interest
Statement regarding the above shall be reviewed and attested at each annual meeting of the Boards as well as current Board policies contained herein.
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