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The ten basic responsibilities of a board of directors

1. Set the Mission and the Vision of the System:
The Board is responsible for creating the water system’s mission and purpose statements, and reviewing them periodically to be sure they fit well with the direction of the system’s growth. The mission statement explains why the system exists and who it exists to serve; the vision articulates a picture of the future that the system hopes to create.

2. Create a Plan for the System:
The Board is also responsible for working with staff to create a strategic plan for the growth and development of the system, including resources, staffing, programs, and other aspects of organizational development. Once a plan is created, the Board should help make sure the system carries it out.

3. Determine Programs and Projects:
The Board should take a broad perspective on projects and programs, being sure that the work of the system is consistent with its mission and vision. The staff is responsible for carrying out the programs and the Board should support them and avoid micromanaging tasks and decisions.

4. Select the Operator:
One of the Board’s biggest responsibilities is to hire the certified water systems operator for the system. The board should come to consensus on a solid job description and clear expectations for the job, and then find the most qualified person for the position. The Board also has the responsibility to fire the operator when his or her leadership is no longer in the best interests of the system.

5. Support and Evaluate the Operator:
The Board is also responsible for evaluating the performance of the system’s operator and management staff. For this task, it is important to have clear goals and expectations for hiring, firing and evaluating each position. The Board should play a support role for the operator and management staff as they carry out the work of the system.

6. Recruit, Train and Evaluate Board Members:
The Board is responsible for its own growth and development: finding committed individuals to serve on the Board, and making sure that the final Board composition is balanced and appropriate. Experienced Board members should take the lead in training and orientation for new members. The Board is also responsible for self-evaluation; to be sure it is adequately carrying out its leadership role.

7. Build Strong Public Standing:
The Board serves as the public face of the system. Board members should promote the mission, vision and programs of the system, and represent the system positively to constituents, the media, and the general public.

8. Ensure Adequate Resources:
The Board is responsible for making sure that the system has adequate resources to carry out its work. This includes assisting with fund raising, rate setting, and grant research.

9. Manage Resources Effectively:
At the same time, the Board should be sure that the system is using its resources efficiently. The Board must help develop and approve the annual budget, and be sure that proper financial controls are in place.

10. Maintain Integrity and Accountability:
The Board is ultimately responsible for being sure that the system maintains legal and ethical practices. Creating clear by-laws, staff policies, evaluation methods and grievance procedures all help ensure accountability.

Adapted from materials from the National Center for Nonprofit Boards, Washington D.C.

Five Common Myths Boards Need to be Wary of

1. Checks and balances are just for the big guys.
2. We hired the best manager and/or superintendent.
3. Laws and regulations don’t apply to us because we’re too small.
4. Meetings shouldn’t last more than an hour.
5. What we don’t tell them, no one will ever find out.

Kansas Rural Water Association KanCap training materials.

Keeping it Legal

Water system board members have not only an ethical responsibility to provide safe drinking water to those they serve but a legal one as well. As a water system’s board member your legal responsibilities include:

• Ensuring compliance with all state, federal, and local laws and ordinances.
• Avoiding a conflict of interest or the appearance of one.
• Ensuring that the water system receives, records, and spends funds in accordance with acceptable accounting, purchasing, and record keeping standards, and ensuring that all records are made available according to state and federal requirements.
• Ensuring that the system operates within its budget. •Validating all major contracts through formal Board approval.
• Attending and participating in Board meetings.

Compiled from The Water Board Basic: authored by Micheline Fairbank, Rural Community Assistance Corporation.

What Every Responsible Board Member Should Know and Do to Keep Compliant

• Read your state regulations so you’ll understand how comprehensive they are and what is generally expected.
• Hire a qualified certified operator.
• Understand your most recent Sanitary Survey, and make sure the recommendations for system improvements are being followed.
• Make it a policy that you r operator keeps you informed about water quality results and operational issues.
• Help raise public awareness about drinking water and what it takes to ensure the community’s health.
• Take your planning and budgeting responsibilities seriously so you don’t get caught short on the financial demands of new regulations or emergency repairs to the equipment that keeps your water safe.

Compiled from the Small Systems Guide to Board Responsibilities for Operation and Maintenance, Community Resource Group, Inc./Southern RCAP.