Board Roles, Responsibilities, and Functions 

 

The Stettler District Ambulance Association board regularly reviews its roles, responsibilities and accountabilities, where appropriate.

“Regularly” means endeavor to meet quarterly. 

The Stettler District Ambulance Association board receives required information and documentation at least one week prior to meetings, in order to prepare for meetings and decision making.

Alberta Health Services is a stakeholder that is involved in the oversight of the Association, the scope of authority and contractual roles and responsibilities.

Roles:

The Stettler District Ambulance Associations governing board’s role is to:

  • The board is responsible for the highest level of decision making and legal authority.  By law, it is ultimately accountable for, and has authority over, the organization’s resources and activities.

  • The board articulates and communicates the organization’s vision to the membership and the community. 

  • Through policy, the board defines the parameters within which the organization will carry out its work.

  • The board’s supports the organization to achieve its goals, consistent with its mandated objectives and its accountability to stakeholders.  In carrying out this mandate, the governing body:

    •  Appoints the CAO, approves major policies, make decisions that impact the organization’s long term sustainability, oversees the organization’s performance, and serves as an external advocate.

The Stettler District Ambulance Association is a Policy Governing Board which sets policy, and hires a Chief Administrative Officer to implement the policy.

The Chief Administration Officer directly accountable to the board and is responsible for carrying out the day-to-day work of the organization, with the assistance of paid staff and/or service volunteers.  The Manager is accountable to the board and directly accountable to the Chief Administration Officer, and is responsible for hiring, supervising, and releasing both paid staff and service volunteers.

Responsibilities:

The Stettler District Ambulance Associations governing board has the ultimate responsibility for the organizations:

  • Purpose, by establishing and implementing the organization’s mission, vision and values

  • Continuity, by providing continuity for managing and implementing the organizations affairs

  • Progress, by setting the rate of progress that the organization takes in reaching it mission and vision

  • Identity, by securing community support and appreciation for the organizations objects, beliefs, vision, mission, and long term direction.

  • Integrity, by ensuring the integrity of the organizations financial statements, internal controls and financial information systems.

In general, the board’s responsibilities are:

  • Strategic and focused on decisions that affect the organization’s long term sustainability;

  • Overseeing membership;

  • Appointing the CAO and evaluating the CAO annually;

  • Selects the Chair of the clinical advisory committee (Manager of SDAA);

  • Overseeing the strategic planning process;

  • Approving the capital and operating budgets and providing overall financial oversight;

  • Developing, updating and approving corporate policies and by-laws and ensuring they are followed and consistent with the mandate, roles, responsibilities and accountabilities

  • Working with the organization to identify and manage risks and identify strategic opportunities for improvement;

  • Monitoring the organizations performance including the achievement of the strategic goals and objectives;

  • Implementing and monitoring the AHS Conflict of Interest Bylaw in order to  understand, identify, declare and resolves conflict of interest

  • Approving major transactions such as capital investments or major equipment purchase;

  • Ensuring the organization meets legal and regulatory requirements as well as reporting, monitoring, and accountability obligations;

  • Implementing and monitoring the AHS Ethical Framework to ensure codes or frameworks for ethical behavior is in place;

  • Implement AHS Code of Conduct;

  • Ensuring appropriate communications plans and strategies are in place; and

  • Governing appropriately and effectively through regular meetings, sub-committees, task forces and work groups.

  • Monitors and evaluates initiatives to implement a culture of client and family centered care

  • Model commitment to quality work life and a healthy and safe work environment.

  • Promote quality improvement, client and staff safety, and a positive work life. 

Functions:

The main function of the board is governance.  The board carries out this function by establishing, directing, and influencing the implementation of policy in four areas:

  • Framework governance

  • Board self-governance

  • Operational governance (program, personnel, finance)

  • Advocacy governance

 

 

Board Job Descriptions


Board Chair Job Description




1. Is a member of the Board

2. Sets tone for the committee work.

3. Ensures that members have the information needed to do their jobs.

4. Oversees the logistics of committee's operations.

5. Reports to the Board's Chair.

6. Reports to the full Board on committee's decisions/recommendations.

7. Works closely with the Chief Administration Officer and other staff as agreed to by the Chief Administration Officer.

8. Assigns work to the committee members, sets the agenda and ensures distribution of meeting minutes.

9. Initiates and leads the committee's annual evaluation.

10.  Presides over meetings, proposes policies and practices, sits on various committees, evaluates the governing body, committees and members.

11.  Is a partner with Chief Administration Officer in achieving the organization’s mission.

12.  Encourages Board’s role in strategic planning

13.  Monitors financial planning and financial reports

14.  Annually evaluates the performance of the organization in achieving its mission.

15.  Monitors the performance of Chief Administration Officer, submits various reports to the board, to funders, and to other "stakeholders".

16.  Proposes the creation of committees; appoints members to such committees.

17.  Manages conflict of interest.

18.  Serves as the governing body’s spokesperson.

19.  Works with the organization’s leaders.

20.  Establishes a culture of active involvement and engagement among members of the governing body.

21.  Performs other duties as the need arises and/or as defined in the bylaws. 

 

 

Vice Board Chair Job Description

 

This position in typically successor to the Chair position. In addition to the responsibilities outlined in the Committee Member job description, this position:

1. Is a member of the Board

2. Performs Chair responsibilities when the Chair cannot be available (see Chair Job Description)

3. Reports to the Board's Chair

4. Works closely with the Chair and other staff

5. Participates closely with the Chair to develop and implement officer transition plans.

6. Performs other responsibilities as assigned by the Board.

 

Board Member Job Description


 1. Regularly attends board meetings and important related meetings.

2. Makes serious commitment to participate actively in committee work, and represents the interest of the Board.

3. Volunteers for and willingly accepts assignments and completes them thoroughly and on time.

4. Stays informed about committee matters, prepares themselves well for meetings, and reviews and comments on minutes and reports.

5. Gets to know other committee members and builds a collegial working relationship that contributes to consensus.

6. Is an active participant in the committee's annual evaluation and planning efforts.

7. Participates in fund raising for the organization.
 

8. Compliance with confidentiality, the Ethics Framework, Code of Conduct and Conflict of Interest Bylaw. 

9. Committed to self-evaluation and evaluation of the Board. 

10. Committed to orientation, quality, safety and ongoing education. 

11.  Maintain integrity and high ethical standards, sound judgment and strong interpersonal skills.

 

Chief Administrator Officer Job Description


1. Regularly attends board meetings and important related meetings.

2.  Take or cause to be taken Minutes of all meetings of the Association. 

3.  Within a reasonable period of time following all meetings of the Association, provide copies of all Minutes to all Members.

4.  Make all necessary arrangements for the meetings and follow-up of the Association.

5.  Notify all Members and Appointed Representatives as the case may be, of upcoming meetings.

6.  Cause all invoices and proper payments of the Association to be paid promptly out of the resources of the Association.

7.  Cause to be kept detailed accounts of all income and expenditures of the Association for auditing as required by the Association and present such financial statements and the auditor’s comment statement, to the members annually.

8.  Be responsible for the authorization of all expenditures from funds administered on behalf of the Association.  In the absence of the Chief Administrator, the Assistant CAO shall authorize expenditures from funds administered on behalf of the Association.

9.  Be responsible for the administration and management of the Association and the services the Association provides.

10.  As part of an annual performance evaluation, is held accountable for the quality performance of the association.

 

Assistant Chief Administration Officer Job Description


1. Is appointed by the Chief Administration Officer

2. Manages finances of the organization

3. Administrates fiscal matters of the organization

4. Provides annual budget to the board for members' approval

5. Ensures development and board review of financial policies and procedures