What is expected?

As you join your Committee or Board you should have a reasonable understanding of what’s expected of you.  Many organisations have written position descriptions, procedures or committee guidelines that help new members understand what is expected and the time commitment required. Together with the Constitution, annual reports and the reference material we present here, this information should help you explore further what’s expected and whether it’s a good match for you – and you for the organisation. 

Even as volunteers, you have legal duties to meet to ensure your organisation is well run and governed. Generally, you need to be careful and conscientious in your role and act with common sense and integrity. The main duties are to act in good faith and for proper purposes; to act with reasonable care, skill and diligence; not to improperly use your position or information; to manage financial affairs responsibly, and to avoid conflicts of interest.  Board members act as a group, making decisions and working collectively as a team, but your personal responsibilities to act in the best interest of the organisation are constant. 

Working as part of a team sometimes means that you may have a different view to other Board/Committee members and that’s OK.  Well-functioning Committees and Boards embrace a diversity of perspectives and views when making decisions about the organisation.  Of course, it’s important for those differences to be managed respectfully.    

There’s no formal “reporting structure” on a Board as all members have equal voting rights and decision-making responsibilities and are individually responsible for their conduct as Board members.  However, tasks are usually shared and allocated – for example, the Secretary is given additional responsibilities to take the minutes and manage correspondence, and the Treasurer undertakes the organisation’s financial record keeping. The Chair or President typically chairs and is responsible for the structure of meetings, guiding discussion and summarising the wording of decisions and motions to be passed by the Board. 

Committee and Board appointments are usually for a minimum of a year but terms of two or more years are common.  The process of appointing people to your Committee or Board, the length of the term of appointment, how many terms you are allowed to serve and other key details will be set out in the organisation’s internal governing rules (e.g. Constitution). Board members can usually resign at any time and the governing rules will outline the steps you need to take. The governing rules will also explain the process of appointing replacement members.

Committees and Boards are accountable to the organisation’s members for the sound operation of the organisation and Committee and Board members can expect to report to members at Annual General Meetings and at other occasions and to answer questions about the financial health, direction, risks and operations of the organisation.