Director Agreement
General Duties
As a board member, you:
- Support Baby Ghosts’ mission and values by protecting it and allowing it to achieve its goals.
- Set the short-, medium-, and long-term strategic priorities based on identified target outcomes, working collaboratively with staff and allocating resources as needed.
- Act as an ambassador for Baby Ghosts, reaching out to the community on its behalf and creating interest and excitement that brings ideas, volunteers, new partnerships, and other resources.
- Help find the resources needed to ensure a financially stable and sustainable organization.
- Identify ways you can assist and take initiative without undermining staff.
- Learn and understand how Baby Ghosts operates and become familiar with its by-laws, policies, procedures, organizational plans, budget, and activities. Regularly review these documents, recommend changes to the membership, and implement updates.
- Identify your own goals and motivations to contribute your best efforts where most needed.
- Approve the hiring and release of the co-executive directors, including their employment contracts and evaluations.
- Recruit and onboard new board members.
- Assist in building a strong, stable team of staff, board, and volunteers, and support team members in achieving satisfaction, personal growth, and professional development through their work.
- Support and participate in fundraising and other community activities as you have capacity.
- Serve on at least one committee.
Code of Conduct
The Baby Ghosts Code of Conduct for Directors is based on the principles of collectivism, openness, transparency, generosity, respect, and trust, as well as our shared public values.
The board is community-centric:
- We are grounded in Loving Justice.
- Our identities and experiences reflect the community we serve.
- We value the well-being of our community over organizational continuity.
- We engage in mutual support and contribute to the missions of other nonprofits and collectives, especially those led by marginalized people.
- We are not superior to staff, program participants, or other community members.
- We value lived experience over other forms of contribution.
- We have the courage to take public positions and actions that advance a more just society.
As a director, you agree to:
- Always act in accordance with our Community Code of Conduct and Conflict of Interest Policy.
- Be aware of and comply with all applicable government legislation and statutes.
- Review the agenda and supporting material before each meeting.
- Regularly attend meetings of the board, membership (including the annual general meeting), and committees to which you are appointed. Adhere to any rules of order that may be established.
- Vote on matters that come before the board and support its decisions.
- Act cautiously and anticipate possible consequences of any course of action the board endorses.
- Follow through on assignments.
- Communicate regularly with the co-executive directors and other board members.
- Commit to resolving conflict between board members, staff, and/or members through our established resolution procedures.
- Keep all sensitive (financial, personal, etc.) information in your custody or control by virtue of your position as a director between you and your fellow directors.
- Maintain a personal anti-racist/anti-oppressive ethical framework.
CONFIDENTIALITY
I acknowledge that I will have access to confidential information in the course of my term as a member of the Board of Directors of Baby Ghosts and that I will obtain information from, have access to information, or have information disclosed to me by staff or other Board members relating to past, present or future activities of Baby Ghosts.
In particular:
- I will always respect the confidentiality and privacy of individuals, including employees, and the confidential nature of Baby Ghosts' business, including information shared at in-camera Board meetings.
- I agree not to disclose or allow the disclosure of any confidential information, data or materials in my custody or under my control as a Director of Baby Ghosts, irrespective of the manner in which such information is provided to me except to other Directors and/or to the Co-Executive Directors and staff of Baby Ghosts.
- I will closely protect confidential information to prevent it from being inappropriately accessed, used, or disclosed either directly, through a password to systems or breaches in physical security. If I become aware of any violation of confidentiality or lose any record containing confidential information that could be used to violate confidentiality, I will notify the Co-Executive Directors at the first reasonable opportunity.
- I agree to dispose of any and all written material in a manner that prevents its loss or inappropriate disclosure that would not be in Baby Ghosts’ best interests.
- Upon ceasing to be a Director by any means (e.g. resignation, removal, ineligibility), I will destroy or return all confidential materials previously provided to me in the course of my duties as a Director. I will only access, use, transfer or disclose private and confidential information as required by the duties as a Director
- I will not use any confidential information for personal benefit or any improper purpose.
Consent to Act
I knowingly and willingly accept my election and consent and agree to hold the office of Baby Ghosts' director for a two-year term.
In consenting to hold the office of DIRECTOR, I understand that I agree to carry out duties as a DIRECTOR of Baby Ghosts with honesty and in good faith with a view to the best interests of Baby Ghosts and exercise reasonable care, due diligence, and skill in doing so including but not limited to complying with any applicable legislation, and the articles, by-laws, and policies of Baby Ghosts.