Board roles in an association: who does what?
The three classic roles
Chair
The chair is the face of the organisation and chairs the meetings. The chair steers the course, represents the organisation externally (to the municipality, grant providers, and the media) and is the point of contact for the team. The chair does not make decisions alone, but provides direction.
Secretary
The secretary handles the administration: taking minutes, agenda management, correspondence and maintaining the archive. In small organisations the secretary also handles member administration. In larger organisations this is often a separate role. Also read what is involved in digital member administration.
Treasurer
The treasurer oversees the finances: maintaining the cash book, paying and collecting invoices, monitoring the budget and preparing the annual financial report. Read more in our comprehensive guide to the duties of the treasurer.
Additional roles
Depending on the size and activities of the organisation, there are additional roles that can be useful:
- Board member – rentals: acts as the point of contact for tenants and oversees the lettings policy
- Board member – volunteers: coordinates recruitment, rosters and training of volunteers
- Board member – programmes: responsible for activities and events
- PR officer: manages communications, social media and publicity
Creating a role profile
For each role, draft a brief role profile: what are the tasks, how many hours per week does the role require, and what qualities are you looking for? That makes recruitment easier and avoids disappointments. A role profile does not need to be longer than half an A4 page.
Board term lengths and continuity
Many associations specify in their statutes maximum board terms (two or three terms of three years). This is good for refreshing the board and prevents the board from becoming too dependent on one person. Ensure a robust handover protocol so knowledge is not lost during any transition.
General Members' Meeting
In an association, board roles are appointed by the General Members' Meeting. How to organise a good General Members' Meeting is covered in our blog on organising the General Members' Meeting.