HML Board Responsibilities – Horace Mann League of the USA

THE HORACE MANN LEAGUE OF THE USA, INC.

SECTION A – ROLE OF THE BOARD OF DIRECTORS

The Board of Directors of The Horace Mann League consists of the officers of the League (President, President-Elect, Vice-President and Past-President) plus twelve Directors elected for overlapping, three-year terms elected by the membership. The Executive Director shall serve as an ex officio member of the Board. The role of the Board of Directors of The HML is as specified in the Constitution and Bylaws of the organization including the following:

Determining the location of the offices of HML
Convening annual and special meetings of the membership
Convening annual and special meetings of the Board
Approving appointments to membership
Establishing the dues for membership
Appointing Honorary Life Members
Caring for and holding all property of the HML
Preparing and causing to be executed plans and guidelines to promote the growth and forward the purposes of the League
Appointing and annually evaluating the performance of an Executive Director based upon a Job Description reviewed and approved annually
Determining the procedures for advertising, recruiting and screening for an Executive Director whenever there is a vacancy in that office
Annually establishing the salary and benefits of the Executive Director
Approving nominations for new officers of the League brought to it by the current officers
At its discretion, appointing the membership of an Advisory Council
Proposing for membership approval any use of the Permanent Fund of the HML
At its discretion, approving the establishment of any Special Funds
At its discretion, approving any transfer of funds from the HML General Fund to the Permanent Fund
Performing such other oversight duties as committed to it by the membership or as circumstances may require

SECTION B – DUTIES OF THE OFFICERS OF HML

President: The duties of the President of the HML are those as specified in the Constitution and Bylaws:

Be the presiding officer at all meetings of the League, the Board of Directors, or of the Officers
Have general supervision and direction of the work of the Executive Director, including the execution of contracts, agreements, orders and resolutions
Ensure the duties and responsibilities of all the officers are properly performed
At the direction of the Annual Meeting or Board, appoint and be an ad hoc member of any standing or special committees
Take such other actions which further the work of the League, so long as those actions are not specifically reserved to the action of the Board or the Membership through the Bylaws.
Perform such other duties as may be prescribed by the Board of Directors or as contained in the Constitution and Bylaws as duties to be performed by the Officers of the League

Additionally, the President shall communicate with the officers and, at their determination, with the membership about actions taken by the President, by other officers, or by the Board as a whole which have general interest for the members of the HML.

President-Elect: The duties of the President-Elect are those as specified in the Constitution and Bylaws:

Counsel and cooperate with the President for the promotion of the Mission of the League
Represent the President at events and functions when requested to do so by the President
Discharge the duties of President at his or her request, absence or disability
Perform such other duties as may be prescribed by the Board of Directors or as contained in the Constitution and Bylaws as duties to be performed by the Officers of the League.

Additionally, the President-Elect shall annually review the Constitution and Bylaws of the HML and recommend to the Board any amendments of such document which would clarify it or more accurately comport it with the current actions and activities of the League.

Vice-President: The duties of the Vice-President are those as specified in the Constitution and Bylaws:

Counsel and cooperate with the President for the promotion of the Mission of the League
Represent the President at events and functions when requested to do so by the President
Discharge the duties of President or President-Elect at his or her request, absence or disability
Perform such other duties as may be prescribed by the Board of Directors or as contained in the Constitution and Bylaws as duties to be performed by the Officers of the League.

Additionally, the Vice-President shall annually review the Job Description of the Executive Director and recommend to the Board any amendments of such document which would clarify it or more accurately comport it with the current duties and responsibilities of the Executive Director

Past-President: The Past-President shall:

Counsel and advise the President and other officers about matters related to the governance and advancement of the League
Participate with the other officers in their deliberations and leadership activities on behalf of the League
Discharge the duties of President, President-Elect or Vice-President at his or her request, absence or disability
Perform such other duties as may be prescribed by the Board of Directors or as contained in the Constitution and Bylaws as duties to be performed by the Officers of the League.

Additionally, the Past-President will take responsibility for soliciting suggested nominations for the office of Vice-President and any vacancies for Director. The Vice-President will share these suggestions with the other officers who, together, constitute the Nominating Committee as specified in the Bylaws.

SECTION C – ROLE OF THE EXECUTIVE DIRECTOR OF HML

The Executive Director is the chief executive officer of The League and serves on an annual appointment at the pleasure of the Board of Directors. The duties and responsibilities of the Executive Director shall be those contained within the Job Description displayed below, and shall be reviewed annually and approved by the Board.

THE HORACE MANN LEAGUE OF THE UNITED STATES OF AMERICA, INC.

Job Title: Executive Director

General Responsibilities: The Executive Director is the Chief Executive Officer of the Horace Mann League (HML) of the United States of America, Inc. The Executive Director is responsible for overseeing the administration of the work of the League, and, in cooperation with the Board of Directors, ensuring the organization’s consistent achievement of its mission and financial goals. Other key duties, as directed by the Board, include fundraising, membership engagement and outreach.

Qualifications: The Executive Director shall:

Have a broad background of experience related to organizational development and leadership, including significant experience in organizations and activities related to public schools
Have excellent integrity and demonstrate good moral character
Qualify for the issuance of a surety bond appropriate to the level of fiscal control associated with the position
Demonstrate the ability to communicate effectively
Skilled in the use of multiple communication media
Submit to a criminal and financial background check appropriate to the position, as determined by the Board of Directors

Duties and Responsibilities: As the sole, and part-time, employee of the Horace Mann League, the duties and responsibilities in this job description are necessarily broad in scope. It is intended that the Executive Director will work in concert with the officers, Board, and members to see to their accomplishment and the accomplishment of any other duties and responsibilities as may be assigned by the Board of Directors.

Works collaboratively and cooperatively with the Board of Directors in order to fulfill the mission of HML.
- Responsible for providing administrative support for HML in a manner that reinforces the organization’s values, principles, vision, and mission as defined by the Board.
- Responsible for communicating with the Board and providing, in a timely and accurate manner, all information necessary for the Board to function properly and to make informed decisions.
- At the direction of the Board, works to identify “trends” and “horizon issues” facing educational leaders and prepare short member surveys and information briefs to designed to help members respond to these trends and issues.
- At the direction of the Board, provide leadership in orienting new board members.

Financial Performance and Viability: Administers HML resources at the direction of the Board and in a manner which ensures the financial health of HML.

Responsible for the fiscal integrity of HML by providing the Board with a proposed annual budget and monthly financial statements, which list assets, liabilities, expenditures, income, and which contain other supporting documents necessary to accurately reflect the financial status of the organization.
Responsible for fiscal management that operates within the approved budget, ensures maximum resource utilization, and maintains the organization in a positive financial position.
At the direction of the Board, responsible for fundraising and developing other resources, including maintaining and managing membership, necessary to support HML’s mission.
Responsible for developing and implementing procedures that ensure compliance with federal and state laws and provide the Board with an annual certification of compliance.
Responsible for ensuring an annual review of insurance coverage provisions by a licensed insurance professional and reporting the results of such review to the Board in a timely manner, together with recommendations for any needed changes in coverage, and associated funding requirements.
Responsible for ensuring an annual third-party audit of the League’s finances, with the report thereof to be submitted directly to the Board of Directors.

Organization Mission and Strategy: Works collaboratively and cooperatively with the Board of Directors to ensure that the HML mission is fulfilled through strategic planning, membership engagement and outreach.

Responsible under the direction of the Board for strategic planning to ensure that HML can successfully fulfill its mission into the future.
Responsible for implementation and oversight of HML’s programs that carry out the organization’s mission.
Responsible for helping the HML maintain a positive image in the country’s educational community by being proactive and visible in that community, by developing and disseminating member-specific communication tools, including toolkits, the annual report, and other communication resources as appropriate and as directed by the Board.

Organizational Operations: Oversees and implements appropriate resources to ensure that the operations of HML are appropriate.

Responsible for the effective administration of HML operations, including the maintenance of official records and documents and compliance with federal and state laws.
Responsible for maintaining and updating an Executive Director’s Handbook identifying the major tasks and specific functions of the position and associated timelines.
At the direction of the Board of Directors, execute contracts and agreements, conduct official correspondence on behalf of the Board, and execute and maintain other documents entered into on behalf of the organization.
Responsible for providing the Board quarterly reports regarding additions and renewals to and resignations from HML memberships and providing a list of all newly-nominated members.

SECTION D – EMPLOYMENT AND EVALUATION OF THE EXECUTIVE DIRECTOR

Employment Terms: The Executive Director shall serve annual appointments at the pleasure of the Board of Directors. The compensation for the position shall be determined by the Board on an annual basis, and shall include reimbursement of reasonable travel costs incurred while conducting the business of the League.

At the beginning of each year, the Executive Director shall establish cooperatively with the Officers of the Board a set of specific job performance goals for the year ahead, which, in addition to the Duties and Responsibilities listed in the Job Description, shall be subject to an Annual Evaluation by the Officers.

The results of the Annual Evaluation shall be reported to and approved by the Board of Directors

SECTION E – FISCAL MANAGEMENT

The Executive Director shall serve as Treasurer of The Horace Mann League, responsible for receiving and disbursing funds in accordance with the provisions of an Annual Budget approved by the Board, or as the Executive Director may otherwise be directed by the Board.

The Executive Director shall annually recommend to the Board the appointment of an independent auditor to review the financial records of the League and submit directly to the Board the results of the audit of said records.

SECTION F — HML ADVISORY COUNCIL

In accordance with Article IV, Section 5, the Board may appoint an Advisory Council. The Council may consist of 10 to 25 individuals and will be composed of people who could be called upon for advice and counsel on certain issues and who would be available to assist with membership promotion and recruitment, fund raising, communication and special projects, as requested by the Board.

The Council is not a formal organization and its role is advisory, not decision making. Following completion of a year as past President, the immediate past president shall be invited to serve on the Advisory Council. Following initial appointments to the Council, one-third of such appointees will be considered for rotation off the Council each year so that others might be appointed to share that experience.

Among possible members of the Advisory Council may be past-presidents and past Board members, recipients of HML awards, and representatives of other education or not-for-profit organizations whose counsel could be valuable to the League. The Board will depend on the contributions of the Advisory Council members as individuals. The Advisory Council will not hold regularly-scheduled meetings, will not elect officers and, as an Advisory Council, will not act as a separate governing body for the League.

Members of the Board of Directors will be asked from time to time to share the names of those who might be considered for appointment to the Advisory Council.

SECTION G – RELATIONSHIPS WITH EXTERNAL ORGANIZATIONS

Partnerships: The Horace Mann League may, in order to pursue a program or project, develop a partnership with another organization or institution. In these more formal relationships, the League recommends a partnership agreement that clearly articulates the project, an anticipated time-line, the roles of each partner, and “what’s in it” for each of the organizations. In these arrangements, how the partners are identified in printed materials and online should be clarified. If income is derived from the project, the division of it should be clearly spelled out, along with responsibility for expenses. A basic partnership agreement matrix will be developed for consideration in pursuing this approach. (When partnership agreements are developed, they will be shared with members of the HML Board for comment or concurrence. That sharing, unless in close proximity to a board meeting, would likely be handled by email.)

Collaborations: The Horace Mann League is encouraged to collaborate with other credible education and other not-for-profit organizations as they work together in common purpose. These less formal collaborations generally focus on collective expertise in getting a project developed and in pursuing mutual goals.

Sponsorships: Corporate as well as not-for-profit organizations may sponsor the League and some of its identified individual activities. Sponsorships might include support for HML in-kind programs, projects, or services or may be presented as monetary contributions. The cost of HML overhead should be considered in developing appeals or applications for this type of support. The primary benefit for a sponsor is to demonstrate corporate citizenship and social responsibility. Sponsors may be acknowledged with an appropriately worded, sized, and placed, generally one brief statement credit line. Sponsors may be recognized in an annual document and in an appropriate location on the HML web site. When appropriate, sponsor representatives may be present for the activity they have sponsored or for their support of the League and may be recognized for their support or service. At that time, they may also make short comments about their support for the League.

Contributions/Bequests: The Horace Mann League may accept monetary and in-kind contributions that contribute to the League’s mission. HML may also receive bequests. Use of those contributions or bequests will be determined by the board.

Grants: HML may seek grants to complete various mission-related projects. In applying for or accepting grants, HML will consider the credibility and reputation of the source and whether it has the ability to fulfill requirements of the grant. Any such Grant Applications and Grant Awards must be approved by the Board.

Co-Marketing Arrangements: Occasionally, HML may wish to reach co-marketing agreements with publishers to offer books or similar materials for purchase from the League with a portion of sale proceeds guaranteed for the League.

Advertising/Exhibits. HML may carry advertising in its publications at rates that are pre-established for the size, nature, and frequency of the ads. If ads are carried, readers should be informed that they are viewing paid advertising. HML retains the right to accept or reject advertisements.

Distribution of Third-Party Materials: From time to time, the League may be approached about including third-party materials in a mailing or electronic distribution. An established fee may be established for this type of distribution and the fact that it is a form of paid advertising should be readily visible to the reader.

Reviews: HML may review intellectual materials, such as books, articles, web sites, etc. upon approval of specific guidelines established by the Board.

SECTION H – MEMBER COMMUNICATIONS

The Board of Directors of The Horace Mann League, a membership organization which meets together infrequently, has a responsibility to ensure regular and effective communications with and among its members in order to build a sense of community within the organization. Ongoing external communication systems should also be in place to carry important public education ideas and principles as well as news about projects, products, services and positions to external audiences.

At each annual meeting of the Board, time will be devoted to a review and evaluation of the effectiveness of current avenues of Member communication and the establishment of a Communications Plan for the year ahead

SECTION I – AGENDA PLANNING

Construction of agendas for in-person or electronic meetings of the Board of Directors will be initiated by the President, following consultation with the other officers and the Executive Director. Suggestions from other members of the Board of Directors will also be solicited following the electronic circulation of a draft Agenda at least one month prior to the date of the meeting, whenever possible.