KA Board & Chair Descriptions

Introduction

 

This document is being worked with by the Executive board team. please update to get the last version. Thank you.

The KA board members are all volunteers who pay KA fee and have mainly  been elected at the Annual Meeting. 

As our activities are mainly focused on school dialogue, we prioritize election of  board members who have experiences of school work. So we nominate to become board members:

  • teachers and/or
  • are school project managers.

“The activities of this association shall be managed by a Board of Directors”
(art. 13 www.kidlink.net/index.php/ka/aofa/ ) 

Here on this page, you find a description of what the Board members (ordinary and deputy) do to manage  the Kidlink Association activities.

The Kidlink Association Board is elected during our yearly Annual meeting.

The volunteer Board members are elected at the Association Annual Meeting

We have published the Board lists for

Index

.

KA board members

“The activities of this association shall be managed by a Board of Directors”
(art. 13 www.kidlink.net/index.php/ka/aofa/ )  says also that

Members of the board are:

  • eight ordinary members
  • and six (6) deputy members.

Among the ordinary members there is

  • one (1) chairman,
  • one (1) deputy chairman,
  • one (1) treasurer, 
  • and five (5) at large members.

To become a board members

All Board members must be members of the Association

 

.

MEETINGS

The ordinary board meeting

The board has about six (6) meetings every year starting the second weekend of the month.

The board meetings are 1 week long.

The chairman or deputy chairman sends a “Call to order”  mail on a Saturday evening (USA time). In the mail there is a link to the meeting agenda shared and information about start and the ending of it.

  1. 6 day long asynchronous meeting
    in a Google doc document where the Board members add answers to questions from the Chairperson in chat boxes
  2. synchronous meeting
  3. The meeting ends on the second Sunday in a Zoom or in the Whatsapp “Board group”


.

 

RESPONSIBILITIES

 

The Board members 

 

he main goal for the board members is to achieve the goals in the plan approved by the board meeting. The board members’ responsibilities are described in the AofA art 14.

All board members must pay KA fee every year as only KA members can be elected as Board members.

We can not afford to have vacant board chairs.

.

Ordinary members responsabilities

  1. “Ordinary board members participate at all board meetings
  2. and inform the chairman in case of a vacancy.”
    (art. 14 www.kidlink.net/index.php/ka/aofa/ )
  4. We elect ordinary board members among those deputy members who have been helpful the previous year for the board among others taking vacant chairs several times.

We do not recommend ordinary members to manage Kidlink projects as ordinary board chairs requires time. 

  • Ordinary board members attend all the board meetings.
  • if an ordinary member does not attend a Board meeting, the member informs the chairman before or at the call to order, so he/she can find a deputy to take that chair
  • They take the secretary chair once a year.
  • Help out creating the Annual meeting documents (Annual report and/or  plan, annual meeting pages in www.kidlink.net)
  • Help updating the Kidlink project main pages.

 .

 

 ChairPERSON

The deputy chairperson is a member of the executive board group

The role of a chairperson is well described in https://www.bupa.com/corporate/who-we-are/corporate-governance/roles-of-the-chairman-and-ceo

Here is a list of what the Kidlink chairperson does:

  • The Chairperson signs together with the treasurer for the Association responsible for Kidlink Association contacts with authorities and banc.
  • Collaboration
    • Report to  the KA members about activities.
    • collaborates with the elected KA Board deputy chairman and treasurer on a regular basis in a so-called Executive team whatsapp group.
    • Is in contact with vacant board members and nominates deputy members taking vacant chairs..
  • must ensure that the Annual Plan chosen by the KA members, is followed and that the AofA (Articles of Association) are respected.
  • Board meetings
    • Prepares, starts, and leads the Kidlink Association (KA) Board meetings.
    • Delegates development of docs like e.g. Annual Report and plan.
    • Finds Deputy member who can take over a vacant chair.
    • Minutes
      • Sends approved KA Board meeting minutes to the KA members.
  • Annual meetings (AM)
    • Gets the Auditor Financial revision from the treasurer and links to the doc in the AM page
    • prepare the revision
    • Sends the AM notice 31/12 and starts the Annual meetings February 1, starts the AM and the election of AM chairman, secretary, vote counter and AM Minutes verifier.
    • AM docs linked in www.kidlink.net menu
    • Check that all AM chairs (AM chairman, secretary, vote counter, and minutes verifier are nominated (Board meeting January.
    • Sends  AM call to order and start election of
      • AM chairman,
        AM secretary
  • Kidlink information
  • With the help of the Executive Board and Project managers, checks and updates information about Kidlink Association and the Kidlink Project in: 
    • www.kidlink.net
      • Project center
      • To check info at each Board meeting
      • Menu
        • check that the menu has working links to important docs
    • www.kidlink.org
    • Facebook main groups

 .

 

 DEPUTY ChairPERSON

The deputy chairperson is a member of the executive board group

.

 

Treasurer

  • Takes care of contacts with authorities and the KA banc  and Paypal.
  • Accounting
    • Checks banc and Paypal account balances 
    • and update the accounting book
  • Paypal
  • Collaboration
    • Is in contact with the banc
    • Collaborates with the auditor in developing Financial reports for AM.
    • Shares link to the Auditor Financial revision with the KA Board chairman before AM.

.

 

Secretary

According to AofA, Each board member should accept to volunteer as a KA board meeting secretary once a year. Board members can choose when to take this chair in the KA Board meeting log document. 

  •  Is elected at each KA board meeting.
  • Write the Board meeting Minutes in collaboration with the Chairman.

.

EXECUTIVE BOARD GROUP

The executive board is a support group to help chairperson and deputy chairperson to prepare board and annual meetings among others

  • contact with board and KA members
  • he board meeting documents
    • asynchronous Google doc agenda.
  • the Annual meeting  with its
    • www.kidlink.net documents
      • Annual meeting page
      • Annual report
      • Annual plan
      • Board proposal (nominations)

 

 

.

Deputy board members responsibilities

 

Deputy members are an important support for the Kidlink association board and therefore for the Kidlink project.

Choosing to become a deputy board members, you show interest to become an ordinary board member after the first year as deputy  in the board. 

Good participation as deputy, qualifies for a nomination as an ordinary member after a first year as deputy.

(We elect ordinary board members among those deputy members who have been helpful for the board.) 


Deputy members do not need to participate in all Board meetings but
they must know that they must at least once a year 

  1. “… take the chair of a vacant ordinary board member at board meetings when a chair is vacant and the chairman requests.”
    (art. 14 www.kidlink.net/index.php/ka/aofa/ )
  2. They should also attend the synchronous meetings on weekends and read the emails sent from the Board chairperson.

As a deputy member, you have therefore time to also run Kidlink projects.

By becoming a deputy board member, you will learn how the Kidlink Project is managed. You will become a consultant that the Board will listen to.

You will also learn what it means to be an ordinary board member.

As an experienced and active deputy member, you can become an ordinary member when an ordinary member leaves the board. 

Here is a list of what a Deputy board member does:

  1. Become member
    1. of Board groups (WA)
    2. and forum
      ( pivate http://www.facebook.com/groups/ka.board  )
  2. Participate in synchronous board meetings /WA group and Zoom) 
  3. contributes when possible with proposals and share thoughts.
  4. Monitors and eventually reply board messages and emails.
    IMPORTANT ! likes and views in FB are not part of a good clear participation)
  5. Optional: As fits your needs, you might even run a project!
  6. “Deputy board members take the chair of a vacant ordinary board member at board meetings when an ordinary chair is vacant and chairman requests.”
    (AofA  Article 14  www.kidlink.net/index.php/aofa-2021/  )
    Comment: We never oblige you to take a vacant chair. You are free to accept or not. Butr plan to attend at least one time

.

Annual meeting chairs

  • Chairperson
  • Secretary
    the secretary shares the ongoing Minute during the meeting with the Minute verifier.
    And with the KA member when the Minutes have been verified.
  • Vote counter
    A separate vote counter is elected for private elections/secret ballots (board member elections)
    .The vote counter receives and checks vote mails and updates the AM vote log in www.kidlink.net.
  • Minute verifier

.

Meeting procedures

We do our best to follow Roberts rules of order. See https://www.boardeffect.com/blog/roberts-rules-of-order-cheat-sheet/  

We have about eight meetings every year, starting on Sunday, the first weekend of the month. 

All meetings have two parts, one: asynchronous and one synchronous.

  • Asynchronous: We usually start our meeting with this. You write your thoughts in a Google drive meeting document in the green comment boxes. You can do it asap or when you find time e.g on weekend or after work.
  • Synchronous: We usually end our meeting with this. These are run in-person online using either Skype, Zoom, or Google Meet. Meeting times are sent out in GMT format.

You find out your time Googling on your laptop (does not work on phone) e.g. “What is 15.00 (4 digit) my local time”) Click on this Google link to see.

.

Project managers

Project managers are also volunteers. Some project managers are also members of the Board and some are deputy board members.
They have to follow the project manager checklist.

Look at https://docs.google.com/document/d/1AeOrk7Yno78WP090Cxev9PtQ-G2sDtefVqXgJy-HPG8/edit?usp=sharing