Club Board Committment Forms
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Club Council Member Fact Sheet
Professional Data
Club Council Member Commitment
  My primary responsibilities are financially supporting the mission and promoting BGCM.  
  Complete the required Background Check annually.  
  Consider a monthly sponsorship of a child to the Club. (Monthly sponsorship contributions and any matching funds will be counted toward your give-or-get.)  
  Raise and/or contribute a minimum of $1,000 for the first year on the board and $2,000 per year while serving on a Club Board. If you do not raise or contribute a minimum of $1,000 the first year or $2,000 after that you will be invoiced in January the following year for the difference. The agreed value of in-kind contributions shall count toward the minimum obligation.  
  Actively participate on at least one Committee.  
  Recruit at least one new Board member, annually.  
  Volunteer and attend BGCM annual fundraisers.  
  Participate in at least one interactive opportunity per year with our boys and girls.  
  Board are expected to attend at least 75% of the 6 regularly scheduled Board of Directors meetings.  
BGCM Conflict of Interest Statement
  I am not an officer, Director, trustee, employee, partner, proprietor or owner of 10% or more of any corporation, partnership or association that transacts business with Boys & Girls Clubs of Greater Memphis.  
  I, as an individual, do not transact any business, directly or indirectly, with Boys & Girls Clubs of Greater Memphis.  
  No member of my family (spouse, parents, siblings, children and any other living in the same household) is in the employ of Boys & Girls Clubs of Greater Memphis or would come within the meaning of No 1. or No. 2 above.  
  List below any exceptions to the above statements:  
Conflict Of Interest Policy
  Section 1. A conflict of interest may exist when the interest or activities of any Director, officer or staff member may be seen as competing with the interest or activities of Boys & Girls Clubs of Greater Memphis (the “Corporation”), or a Director, officer or staff member derives a financial or other material gain as a result of a direct or indirect relationship. For purposes of this policy, the term Director shall include Director of the Board and the individual Club Boards.  
  Section 2. Any possible conflict of interest shall be disclosed to the Board of Directors (the “Board”) by the person concerned, if that person is a Director or the President of the Corporation, or the President or to such person or persons as he or she my designate, if the person is a member of the staff.  
  Section 3. When any conflict of interest is relevant to a matter requiring action by the Board, the interested person shall call it to the attention of the Board or its appropriate committee and such person shall not vote on the matter; provided however, any Director disclosing a possible conflict of interest may be counted in determining the presence of a quorum at a meeting of the Board or a committee thereof. Any committee which votes upon a matter wherein a conflict of interest exists or may exist must consist entirely of members of the Board.  
  Section 4. Unless requested to remain present during the meeting, the person having the conflict shall retire from the room in which the Board of its committee is meeting and shall not participate in the final deliberation or decision regarding the matter under consideration. However, that person shall provide the Board or committee with any and all relevant information.  
  Section 5. The minutes of the meeting of the Board or committee shall reflect that the conflict of interest was disclosed and that the interested person was not present during the final discussion or vote and did not vote. When there is doubt as to whether a conflict of interest exists, the matter shall be resolved by a vote of the Board or its committee, excluding the person concerning whose situation the doubt has arisen.  
  Section 6. A copy of this conflict of interest policy shall be furnished to each Director, officer and senior staff member who is presently serving the Corporation, or who may hereafter become associated with the Corporation and each such person shall complete and execute a Conflict of Interest Statement which discloses any potential conflict of interest and contains such person’s commitment to disclose any potential situations in the future which may present a conflict of interest. Any new Directors, officers or staff members shall be advised of this policy upon undertaking the duties of such office, shall be furnished with a copy of this conflict of interest policy and shall complete and execute such Conflict of Interest Statement.  
Board Committees
  The Resource Development Committee develops the plan for, coordinates, and participates in the raising of funds and resources from the general public by means of special events, fundraising drives, the annual campaign, and marketing endeavors. The Resource Development Committee’s main focus will be on the planning and execution of the Annual Campaign. The Committee’s efforts will include securing funds from individuals, corporations and foundations whenever possible in support of BGCM programs and services. The Fundraising Committees are responsible for overseeing the success of the various special events/fundraisers held throughout the year and as such each Committee Chair of the Special Events will sit on the Resource Development Committee.  
  Help secure event sponsorships, program advertisements, and individual tickets sales. Assist with the planning and execution of the event to ensure an enjoyable evening for Club kids and guests.  
  Assist in securing event sponsorships, foursome golf teams, hole sponsorships, individual players, in-kind gifts, tournament prizes and execute event activities.  
  Assist with the planning and execution of event at Tournament locations and after party. Help secure auction items, in-kind donations, event sponsorships, and player entries.  
  Assist the Development Team in securing event sponsorships and in-kind gifts.  
  The Board Development & Governance Committee reviews all nominations for Board membership. In conjunction with other committees (i.e. Fundraising Committee, Club Executive Board, Finance Committee, Outreach Committee), this Committee keeps track of board meeting attendance, “Give-or-Get” campaign donations and volunteer hours. It also recognizes when a Board member has been absent from three (3) consecutive board meetings and contacts that member.  
  The Safety Committee assists the VP of Club Operations and Club Directors by ensuring that the Club facilities are daily a safe place for our members. They will be responsible for such items as reviewing overall safety policies and procedures, inspecting Club operations for unsafe practices or activities, developing safety training curriculums, reviewing accident & incident reports, ensuring compliance with governing safety regulations, coordinating with local safety, emergency, and rescue agencies, and developing recommendations, goals and timetables for board review. Additional responsibilities of property safety include condition of buildings & grounds, documenting property’s condition, complying with local building codes, and developing written recommendations, budgets, and timetables for board review.  
  The Planned Giving Committee participates and provides volunteer leadership and support for the planned giving program. The committee’s main goal is to assist with the development and implementation of the PG program. The committee will work closely with the Development Team to provide insight on the structure, process, and continuous growth designed to enhance the development of the BGCM Planned Giving Program.  
  The Board Treasurer is an automatic member of this Committee and is customarily the Chairperson. The Finance Committee reports and makes recommendations to the Board of Directors concerning all financial affairs of the organization. The Committee works with the VP of Club Operations and Club Directors in preparing the annual budget, insuring there is adequate resources to meet the needs of the organization, and presents it to the Board of Directors for approval. The Financial Committee, in cooperation with the Club Board Treasurer, VP of Club Operations and Club Director monitors the financial standing of the Club throughout the year and may make periodic budget adjustments as needed.  
Fundraising
  Includes both “Giving” and “Getting” financial resources for the organization. This role is fulfilled by contributing to the annual fund drive, supporting fundraising events and by actively engaging in identification, cultivation and stewardship of donors.  
  Members are expected to make a personal, monetary gift to the Annual Campaign. It is suggested that the gift be significant in your personal philanthropic efforts.  
  Members are expected to actively support events by sponsoring table/foursome or ticket sales and helping acquire auction items/prizes or sponsors.  
  Many companies match gifts given by employees.  
  Members are expected to volunteer at a Club at least one time each year to gain a better understanding of our mission. Please select which volunteer opportunity appeals to you most.  
  Acquiring resources for the organization is really about relationship building. Board members can support fundraising efforts through Stewardship and Cultivation of current donors and new prospects.  
The Code of Ethics Disclosure Statement
  I acknowledge that I have received and read my personal copy of Boys & Girls Clubs of Greater Memphis’s Code of Ethics. I understand that each Board Member is responsible for adhering to the principles of the Code of Ethics and I confirm that I will conduct myself in accordance with the principles of the Code of Ethics.  
Club Council Member Code of Ethics
  Integrity – I will demonstrate the highest standards of individual conduct, personal accountability, trustworthiness, fair dealings, considerations of the rights of others, and the highest principles of good business relationships.  
  Excellence – I will strive to meet the highest standards of performance, quality, service and achievement.  
  Honesty – I will communicate directly, respectfully, honestly and openly, and avoid misrepresentation, including misrepresentation through omission.  
  Diversity – I will support and value diversity, promoting an environment that embraces the similarities and differences that all people bring to the organization.  
  Respect – I will respect and act fairly toward all those with whom I come into contact and refuse to engage in or tolerate any form of discrimination or harassment.  
  Responsibility – I will take responsibility for my actions and decisions, and remain a careful steward of BGCM funds and resources. I understand that as a Board Member, I have a financial responsibility to BGCM as well.  
  Compliance – I will comply with the BGCM Code of Ethics and all laws and regulations affecting BGCM.  
Professional Practices
  I will commit myself to faithfully carrying out my duties and advancing the mission of BGCM  
  I will work cooperatively with others, determined to be a cohesive and integrated member of the team working towards a common purpose and celebrating a shared set of principles.  
  I will encourage the full and open discussion of issues entrusted to me and will ensure that others have a genuine opportunity to be heard.  
  I will fairly and frankly state my opinions on matters and carry out final decisions of the Board, even if I originally disagreed.  
  I will reveal any perceived, potential or actual conflicts of interest to either the Board Chair or the Chair of the Board Governance Committee and will withdraw from the meeting room during any discussion, review and voting in conjunction with such matter.  
  I will do my part in ensuring that BGCM complies with prescribed accounting policies and procedures at all times.  
  I will do my part in ensuring that organizational assets and transactions are handled with the strictest integrity, and that each transaction is executed in accordance with applicable procedures, authorization and documentation.  
  I will not use, directly or indirectly, the organizational name or logo, organizational funds, property, computer connectivity, equipment, assets, copyrighted material or other organizational resources for any unethical or unlawful purpose.  
  I will enthusiastically promote genuine voluntary giving and prevent or inhibit any solicitations made under duress or coercion.  
  I will be accurate and truthful in our fundraising requests and information.  
  I will respect the informed choices of our donors by fairly and truthfully reporting our fundraising costs and overhead.  
  I will be clear about how donated resources will be utilized.  
  I will do my part to ensure that donated resources are used in the manner in which they are intended or transparently informing donors of any important alterations in the planned use of funds.  
  I will not release business information that has not been made public to private individuals, organizations, or government bodies unless demanded by legal process.  
  I will not use confidential information obtained in the course of my affiliation with BGCM for the purpose of advancing any private interest or otherwise for personal gain.  
  I will refrain from making – or create the appearance of making – any contributions to any candidate for public office or political committee on behalf of BGCM.  
  I will refrain from using any organizational financial resources, facilities or personnel to endorse or oppose a candidate for public office.  
  I will clearly communicate that I am not acting on behalf of the organization, if identified as an official of BGCM, while engaging in political activities in an individual capacity.  
  I will engage in personal political activities on my own time and at my own expense.  
Reporting and Investigations
  Upon receipt of the Code of Ethics, each Board Member will agree in writing to comply with the Code of Ethics.  
  Board Governance Committee  
  Any questions regarding the Code of Ethics, its' interpretation or application should be directed to the Chair of the Board Governance Committee.  
  If a Board Member knows of a violation of the Code of Ethics, s/he should immediately report it to the Chair of the Board Governance Committee. If a Board Member is concerned that s/he may not be in compliance with the Code of Ethics, s/he should complete the appropriate Disclosure Statement and the Ethics Committee will provide a written response.  
  The Chair of the Board Governance Committee will promptly investigate all alleged Code of Ethics violations and will recommend action of required to the Chair of the Board.  

 

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