Roles & Responsibilities

Board Members

Members of the Board of Directors are elected by the Association at the Annual General Meeting for three-year terms. Board Members are eligible for re-election for a second three-year term but then must leave the Board for at least one year before further eligibility. The exception is the President, who serves a two (2) year overlapping term as President during the three (3) year Board term. Should the term of President extend beyond the Board term, the President is enabled to complete the term of President and continue for a further one (1) year to serve as Past President. The President shall not be eligible for re-election for a second consecutive term.

The responsibilities of the Board of Directors are:
•To maintain the Association’s vision, mission, and purpose;
•To create a strategic plan and ensure it is followed;
•To enhance the Association’s visibility and professional integrity;
•To provide financial oversight and manage resources responsibly;
•To ensure the Association has adequate resources;
•To ensure legal compliance and ethical integrity;
•To hire, monitor, and evaluate the Executive Director.

The responsibilities of Board Members are:
•To become fully conversant with the Role and Responsibilities of the Board and the Role and Responsibilities of individual Board Members;
•To become fully conversant with the history, mandate and activities of the Association and its challenges and opportunities;
•To attend meetings of the Association, the Board and the Committees to which they are be assigned;
•To serve as a member of Committees as appointed by the Board;
•To be well informed and prepared to address the issues to be discussed at Board and Committee Meetings;
•To represent the Association and the Board on occasions, as may be requested;
•To contribute their personal experience and expertise to the work of the Board and in support of the work of the Association;
•To perform other duties, as directed.
President and Chairperson of the Board

The Members of the Board of Directors, elected by the Association at the Annual General Meeting, shall elect one of its members to serve as President for a two-year term. The responsibilities of the President are:

•Chairperson of the Board of Directors and of the Executive Committee and as an ex officio member of all Board Committees;
•set meeting times and dates for meetings of the Association, the Board and the Executive Committee;
•upon the written request of at least fifty (50)members of the Association, call a Special Meeting of the Association;
•upon the written request of any five (5)members of the Board, calla Special Meeting of the Board;
•determine the agenda for meetings of the Association, the Board and the Executive Committee, in consultation with Board Members, Board Committee Chairpersons and the Executive Director;
•ensure the efficient chairing of meetings of the Association, the Board and the Executive Committee;
•facilitate collaborative and democratic decision making by the Board;
•ensure the maintenance of an updated manual of policies of the Association;
•ensure the maintenance of the Minutes of Meetings and other records of the Association, the Board and the Executive Committee;
•supervise the Executive Director and work collaboratively with the Human Resources Committee;
•official representative, spokesperson and a signing officer for the Association;
•prepare and present an Annual Report to the Association at the Annual General Meeting.

Vice President

The Members of the Board of Directors, elected by the Association at the Annual General Meeting, shall elect one of its members to serve as Vice-President for a one-year term during the first (1st) year of the President’s two (2) year term. The responsibilities of the Vice-President are:

•assume the responsibilities of President and Chair of the Board of Directors in the absence of the President;
•member of the Executive Committee;
•facilitate collaborative and democratic decision making by the Board;
•perform other duties as directed by the Board;
•assume the office of President and Chair of the Board of Directors should that position become vacant between Annual General Meetings.

President Elect

The Members of the Board of Directors, elected by the Association at the Annual General Meeting, during the second (2nd) year of the President’s two (2) year term, will elect one of its members to serve as President Elect, who shall be confirmed as President at the next Annual General Meeting for a two (2) year term. The responsibilities of the President Elect are:

•assist the President in his/her duties;
•in the absence of the President, assume the responsibilities of President and Chair of the Board of Directors;
•member of the Executive Committee;
•facilitate collaborative and democratic decision making by the Board;
•perform other duties as directed by the Board

Past President

Either as an elected member of the Board of Directors or as a past member of the Board(Article VII.23, NLPSPA Constitution), the immediate Past-President shall serve as a member of the Board of Directors and a member of the Executive Committee for a period of one (1) year. The responsibilities of the Past-President are:

•assist in a smooth transition between Presidents;
•facilitate Board continuity from year to year;
•act as a consultant to the Board;
•act as a member of the Executive Committee;
•facilitate collaborative and democratic decision making by the Board;
•perform other duties as directed by the Board.

Secretary

The Members of the Board of Directors, elected by the Association at the Annual General Meeting, shall elect one of its members to serve as Secretary for a one-year term. The responsibilities of the Secretary are:

•ensure the minutes of meetings of the Association, the Board and the Executive Committee are accurately recorded and properly maintained, with particular reference to where and when a meeting took place, who was in attendance, any decisions made and matters requiring further attention;
•ensure an updated manual of policies of the Association and the Board are current and maintained,
•ensure that relevant information is distributed to members of the Association sufficiently in advance of the Annual General Meeting;
•ensure that relevant information is distributed to Board Members sufficiently in advance of Board Meetings;
•conduct correspondence on behalf of the Association and the Board, as directed by the Board;
•act as a member of the Executive Committee;
•facilitate collaborative and democratic decision making by the Board;
•perform other duties as directed by the Board.

Treasurer

The Members of the Board of Directors, elected by the Association at the Annual General Meeting, shall elect one of its members to serve as Treasurer for a one-year term. The responsibilities of the Treasurer are:

•chair the Finance Committee of the Board;
•maintain the financial records of the Association and report to the Board on a regular basis;
•ensure the safe and prudent investment of any funds of the Association, not immediately required for any of its objects, in such manner as may from time to time be determined by the Board;
•ensure there is a proper internal control framework in place to protect the assets of the Association;
•act as a signing officer of the Association for banking and financial purposes;
•prepare and present, in consultation with the Executive Director and the Association’s bookkeeper(s),the Annual Budget for approval by the Board;
•prepare an Annual Financial Report for presentation to the Association at the Annual General Meeting;
•act as a member of the Executive Committee;
•facilitate collaborative and democratic decision making by the Board;
•perform other duties as directed by the Board.

Executive Director

Article VII.12 of the NPSPA Constitution gives authority to the Board of Directors to employ such persons as it deems necessary to carry out the administration of the affairs of the Association. In November 2020, the Board approved a transition strategy to change the Board of Directors from a Working Board to a Governance Policy Board. This included the hire of a full-time Executive Director. The responsibilities of the Executive Director are:

•senior lead staff person of the Association; and is accountable to the Board of Directors through the President.
•support the work of the Board and its committees;
•participate in all meetings and proceedings of the Board of Directors;
•ex-officio member of all committees of the Board;•permanent secretary to the Board and the Executive Committee;
•implement the decisions and directions of the Board of Directors;
•plan and direct all aspects of the activities, programs, projects and operations of the Association;
•ensure that the Board receives accurate, timely and appropriate information to enable itto discharge its functions;
•provide a strategic level of thinking and implementation of development initiatives to support the viability of the Association;
•provides leadership to the Board with respect to political advocacy;
•oversee all operational systems to ensure an effective and sustainable infrastructure.

Chairpersons of Board Committees

All Committees of the Board shall be either chaired or co-chaired by a Member of the Board, appointed by the Board for a one-year term. The responsibilities of Chairpersons/Co-Chairpersons/Co-Leads of Board Committees are:

•ensure the Terms of Reference for the Committee are current and approved by the Board, and reviewed annually for possible amendments;
•ensure that the Committee has sufficient and appropriate membership to carry out the work of the Committee;
•call meetings of the Committee as appropriate to conduct the work of the Committee;
•ensure that records of Committee Meetings are recorded and maintained;
•report to the Board on regular basis.

*Approved by Board of Directors 11 June 2002
Revised & approved by Board of Director February 15, 2022