OPERATION AND EVALUATION OF THE BOARD, ITS COMMITTEES, THE PRESIDENT (A) AND DIRECTOR (A) EXECUTIVE (A)
NTC-ISO 9001 Standard
| CODE JDC | VERSION 00 | REVISION May 31, 2007 | ||
| PREPARED BY: | BOARD | |||
| REVIEWED BY: LUZ BEATRIZ MEDINA | | | ||
| | | | | |
1. OBJECTIVE
This procedure is to standardize the operation and evaluation of the Board and its committees to enable efficient and timely comply with its statutory responsibilities, while generating added value to the organization.
2. SCOPE
This procedure is permanent. Involves all members of the Board of the Foundation for Human Welfare and
3. Reference documents
strengthening of social organizations Board
skills
4. Flowchart
See Annex
5. DESCRIPTION OF PROCEDURE
| | | RESPONSIBLE RECORD CREATED |
| ANNUAL OPERATING PLAN FORMULATION OF WORK OF THE BOARD Inputs: -laws (roles and responsibilities of Board members and committees) -organizational strategic plan -session evaluations, group and individual performance of Board members -Themes for continuous improvement of performance of Board members -Annual Meeting Schedule | President (a) of the Board, Director (a) Executive (a) and Board members | Annual Operating Plan |
| PREPARATION OF REGULAR MEETINGS Preparatory meeting agenda between the President, Vice President and Executive Director Review and monitoring of pending cases Preparation of the agenda of the meeting in accordance with priorities, annual work plan and logical order of presentation of topics indication of the time and responsible for each agenda item | President (a) of the Board and Director (a) Executive (a) | Agenda for the meeting |
| SHIPPING, ONE WEEK IN ADVANCE OF THE AGENDA AND REPORTS LETTERS TO THE MEMBERS OF THE BOARD AND COMMITTEES written agenda Minutes of previous meeting financial reports: balance sheet and profit and loss results, budget execution of the Month corporate management executives, proposals, programs and Special documents for study | Secretary | |
| | RESPONSIBLE | RECORD CREATED |
| PREPARATION OF BOARD MEMBERS AND COMMITTEE FOR THE REGULAR MEETINGS Reading the documents received Reflections on the topics notes on the topics for discussion Order, if required, additional information or clarification before the meeting Archive folder documents received Add to attend the meeting when no possible participate in | Each Board member | Confirmation Form |
| PREVENTIVE MEASURES: KEYS TO EFFECTIVE CONDUCT OF REGULAR MEETINGS Purpose defined detailed Agenda active communication system Knowledge of the structure and mode of interaction between the Board and committees Avoid routine and foster innovation Monitoring following decisions efficient time management for meetings Start and end at scheduled times Keep the focus on the topics Explain the reasons why each topic deserves to be treated provide all required information in a clear and direct Ecodriving by the Chairman of the Board Respect, trust, empathy, communication smooth and timely manner between the President (a) and the Director (a) Executive (a) always ask: What do we do? | President (a) of the Board Director (a) Executive (a) | |
| | RESPONSIBLE | generated log |
| DEVELOPMENT Start at the scheduled time quorum Verification Adoption of the agenda Approval of previous minutes and signing it by the President (a) Board and the Secretary presidency Affairs Discussion and approval of the State covering Monitoring the operational plan of the decisions and pending cases Exhibition Director (a) Executive (a) the progress of corporate management and administrative Discussion members. Strengthening of the Board Address issues of propositions and several Remember | President (a) of the Board and Executive Director (a) | |
| ACTIONS AFTER THE REGULAR MEETINGS OF THE BOARD (a) Executive (a) with the President, Vice President and Board Member of implementation and monitoring of decisions File the Agreed Minute on the | Director (a) Executive (a) or secretary (a) | written record of the meeting (JDC1) |
| ACTIVITY | RESPONSIBLE | generated log |
| GROUP PERFORMANCE EVALUATION BOARD AND COMMITTEES Areas of evaluation: Strategic Plan organization's annual operating plan and board organization basic responsibilities Seek input from members of the JD, and C and operational staff on how they perceive the group functioning process the information collected present and discuss with the JD and committees to improve the results and decide on specific changes to implement Frequency of evaluation: monthly and half | Coordinator (a) of Committee Director (a) Executive (a) | Session Evaluation Board (JDC2) Assessment (JDC3) Success Factors Assessment (JDC4) |
| METHODS PERFORMANCE EVALUATION GROUP Target a period after each meeting to identify areas for improvement Feed-back from relevant actors External audit of government processes Using self-assessment questionnaires and analysis | | group evaluation forms according to the method chosen. |
| CORRECTIVE ACTIONS | Director (a) Executive (a) | |
| ACTIVITY | RESPONSIBLE | generated log |
| PERFORMANCE CRITERIA INDIVIDUAL Assistance regular meetings and committees assigned Preparation and input prior to the meetings Participation in discussions and decision making Participation in training activities and training tasks and commitments Availability and timely response to the requirements of the organization Achievement of contacts and resources for the organization Knowledge of activities of the organization Compliance improvement plan in accordance with the table of powers Frequency of evaluation: semesters | Each Board member | Board Member Assessment (JDC5) |
| CORRECTIVE ACTIONS | Chairman of the Board and Director (a) Executive (a) | |
| EVALUATION CRITERIA OF THE CHAIRMAN (A) OF THE BOARD Attendance at meetings Conduct of meetings Initiatives Tracking the annual operating plan Lobby and public relations Knowledge of the organization Social Sector Knowledge Management interpersonal relationships Board members intercourse with the Director (a) Executive (a) Frequency of evaluation: semesters | Board members | Evaluation Board Chair (JDC6) |
| CORRECTIVE ACTIONS | | |
| | | generated log |
| PERFORMANCE CRITERIA OF DIRECTOR (A) EXECUTIVE (A) Compliance improvement plan in accordance with Compliance functions and statutory responsibilities Meeting the objectives and goals of the strategic plan and operational plan Meeting the objectives and performance targets Compliance with the quality manual and management indicators Compliance management reviews social sector knowledge and organization Sense membership organization personal leadership capacity and institutional Maintenance of an adequate working environment Contribution to the development and sustainability of the organization Contribution to the development and operation of the Board Frequency of evaluation: semesters | President (a) of the Board and Board members | Assessment Director Executive (JDC7) |
| CORRECTIVE ACTIONS | President (a) of the Board and Executive Director | |
6. RESOURCES, MATERIALS AND EQUIPMENT
All items required by the process
7. TOOLS
All the tools required by the process
8. INDICATORS
PROCESS 8.1 indicates
number of preparatory meetings held
number of preparatory meetings scheduled
Number of regular monthly meetings held
number of regular meetings scheduled
Number of attendees by reunión______________
Total number of members of the Board or committee
Number of activities planned in the operating plan
Number of activities of the operational plan
OUTCOME 8.2 indicates
Number of topics addressed by meeting
meeting scheduled for
Conducting the assessment group and individual monthly Board and Committee
develop activities education and training to strengthen the Board and committees
9. SAFETY AND SECURITY FEATURES
Communication timely verification of the secretary-treasurer with members of the Board and Committees of the receipt of documents and scheduling meetings.
10. PROCEDURE RESPONSIBLE
President of the Board
Executive Director
Board Member
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