CNVC Responsibilities & Duties of the Organization
I. Duties of the Board of Directors.
- All Directors
a. Serve de facto as the members of the corporation.
b. Furnish the Secretary their contact information, including postal and email address.
c. Attend meetings of the Board and of the members.
d. Provide continuity for the organization by setting up a corporation existence, and to represent the organization’s point of view through interpretation of its products and services, and advocacy for them.
e. Govern the organization by articulating the vision, mission, and aims of CNVC, ensuring financial and legal integrity and establishing board policies, strategies and objectives, including approval of policies proposed by the Admin Team and others. Assign priorities and ensure the organization’s capacity to carry out programs by regularly reviewing its work. Select and guide an Admin Team that is responsible for running the organization.
f. Developing and approving strategic plans, including major commitments
g. Account to the public for the products and services of the organization and expenditures of its funds, including:
h. To provide for fiscal accountability, approve the budget, and formulated policies related to contracts for public and private resources
i. Maintaining the board as a healthy, well-organized governing body capable of helping the organization achieve success (i.e., progress toward fulfilling its purpose).
j. Participate in the process of finding new members for the Board and orienting new members
k. Perform other duties as may be requested by the President or Board. - President
a. Preside at all meetings of the Board.
b. Serves as principal executive officer and supervises and controls all of the business and affairs of the corporation except as that responsibility is delegated to the Admin Team.
c. Assign incidental duties to the officers of the Board or any member of the Board.
d. Appoint ad hoc committees, in consultation with other Board members
e. Sign, with the Secretary, any deeds, mortgages, bonds, contracts or other instruments authorized by the Board except as such the Board expressly delegates such duties to the Admin Team.
f. Encourages Board’s role in strategic planning.
g. Helps guide and mediate Board actions with respect to organizational priorities and governance concerns.
h. Perform other duties incident to the Office of President as may be prescribed by the Board from time to time. - Vice-President
a. In the absence of the President, perform the duties of the President with the full power of the President and subject to all restrictions on the President.
b. Works closely with the President to develop and implement officer transition plan.
c. Record; track Board actions with respect to organizational priorities and governance concerns.
d. Perform other duties incident to the Office of Vice President as may be assigned by the President or Board. - Treasurer
a. Have charge and custody of and be responsible for all funds and securities of the corporation
b. Except as may be handled by authorized agents of the corporation, receive and give receipts for monies due and payable to the corporation from any source whatsoever
c. Except as may be handled by authorized agents of the corporation, deposit all such monies in the name of the corporation in banks or other repositories authorized by the Board.
d. Ensure that there are regular outside financial audits of CNVC’s finances.
e. Works closely with Admin. Team to ensure development and board review of financial policies and procedures.
f. Perform other duties incident to the Office of Treasurer as may be assigned by the President or Board. - Secretary
a. Ensures meeting minutes are kept and distributed, tracks members’ attendance and terms of the Board of Directors.
b. Give all notices required by the by-laws.
c. Be custodian of the corporate records and the seal of the corporation.
d. Is sufficiently familiar with legal documents (articles, by-laws, IRS letters, etc) to note applicability during meetings.
e. Keep a register of the post office and email addresses of each member.
f. Perform other duties incident to the Office of Secretary as may be assigned by the President or Board. - Committees
a. Admin Team
The Admin Team is a three-person standing committee of the Board, selected for specified terms by the Board. It exercises certain powers of the Board in managing the corporation. Its powers are set by resolution of the Board.
b. Ad hoc committees
The President or the Board may appoint ad hoc committees from time to time to develop policy recommendations for the Board. Such committees do not have or exercise the authority of the Board.
II. Admin Team
- Admin Team Composition and Decision Making Processes
a. The Admin Team operates as the collective functional leader of CNVC, accountable to the Board. It consists of three people: two NVC experts and a nonprofit organization management expert. As such they give day-to-day guidance to the CNVC organization.
b. Together these three people maintain an awareness of the significant NVC operational activities. The three people stay in daily contact to communicate their activities and develop a common understanding of and strategy for handling operational matters. Whenever one of them makes an operational request, for example, to an LT member, or represents CNVC to an outside party, that person speaks for all three.
c. One or more of the Admin Team members meets on a frequent basis with some or all the LT members, as appropriate, to coordinate requests and ensure clear communications among the LT members. One or more of the Admin Team members participates in LT circle meeting (normally held once a month), to establish or update LT operating procedures and policies.
d. Because they are the collective functional leader of CNVC, all three of the Admin Team members are full members of the CNVC Board. - Admin Team Responsibilities
a. Guides the Leadership Team (LT) according to strategic policies and priorities set by Board. Makes operational decisions in accordance with and operational policies set in LT circle meetings.
b. Develops business plans for a viable and sustainable organization, recommends them to the board for approval, and guides the organization according to those plans.
c. Establishes a global NVC structure to carry out the mission of NVC: facilitating the creation of life-serving systems within ourselves, interpersonally, and within organizations through living and teaching the process of NVC.
d. Oversees communications with the NVC community to ensure awareness of and transparency about significant CNVC activities and policy decisions.
e. Oversees CNVC’s educational services.
f. Oversees the development and maintenance of CNVC’s information technology system.
g. Oversees development, fund raising and grant writing
h. Oversees the creation of synergistic relationships with organizations whose goals are compatible with CNVC.
i. Oversees media relations and initiatives to use the media to spread NVC.
j. Maintains the fiscal and legal integrity of CNVC.
k. Carries out Board's budgetary directives; review P&L and balance statements and monthly account balances. Recommends new capital and operational budgets for the board’s approval.
l. Represents CNVC to the public and in legal agreements. Review and negotiation about a variety of legal agreements, including those related to intellectual property, recording agreements, and publishing agreements.
m. Develops organizational structure in harmony with the values of NVC consciousness.
III. CNVC Leadership Team (LT)
- LT Composition and Decision Making Processes
The LT is responsible for the day-to-day operations of CNVC. It consists of the Admin Team, the collective functional leader of CNVC, and the LT Coordinators who receive guidance directly from the Admin Team. These include:
-Educational Services Coordinator
-GCC Coordinator(s)
-Synergy Coordinator
-Information Technology Coordinator
-Office Manager
-Fundraiser
-Media Coordinator
-Internal Communications Coordinator
-Projects (on hold)a. The LT members are responsible for making the day-to-day decisions needed to carry out the responsibilities assigned to their groups, in accordance with the LT policies and the guidance of the Admin Team.
b. The LT has frequent communications meetings (for example, every two weeks) for the purposes of exchanging information about their activities and requesting interpretations and guidance from the Admin Team.
c. At least once every three months, the LT meets as a circle (i.e., the LT coordinators plus representatives elected from the LT coordinators’ teams) to establish, evaluate or update LT operating procedures and policies. An elected representative of the office staff joins these circle meetings. Other LT groups (e.g., the GCC) may choose to elect a representative to the LT circle meetings also.
d. The LT elects one of its members (other than an Admin Team member) to sit on the CNVC Board.
e. If any member of an LT group has a complaint or grievance, the person should raise the concern directly with their LT coordinator. If not satisfied, the person should inform their LT coordinator of their dissatisfaction and take the concern to a member of the Admin Team. Alternatively, or in addition, the person may place the concern on the agenda of their group’s next circle meeting.
- Responsibilities of the LT groups
i) Provides day-to-day guidance to the leaders of the Certification Section, the IIT Section, and non IIT trainers. Scope of decision-making: consults with the Admin Team for concurrence whenever contemplated day-to-day decisions might significantly impact other CNVC activities.
ii) The Certification Section is responsible for receiving requests for certification as an NVC trainer, assigning an assessor, and monitoring progress of the candidate.
iii) The Certification Section develops certification standards and trains and monitors certification assessors.
iv) In addition to certification services, the Certification Section promotes excellence among non-certified NVC participants.
v) Scope of decision-making: The Certification Section Coordinator manages logistical support for the certification program and monitors and guides the activities of the assessors. The Certification Section Coordinator develops certification program policies and strategies under the guidance of the Educational Services Coordinator and recommends them for approval.
vi) The IIT Section locates places to hold the IITs, coordinates with the organizers and trainers, and communicates developments regularly to the Admin Team.
vii) Scope of decision-making: the IIT Section Coordinator makes all logistical arrangements concerning the IITs and makes recommendations to the Educational Services Coordinator concerning who should attend the IIT. The Educational Services Coordinator makes the decisions about who can attend the IITs, particularly as concerns scholarship students and trainers.
i) The GCC coordinators are responsible for promoting the formation and development of semiautonomous NVC regional, local, and themed organizations whose mission is to promote NVC.
ii) Identify, “hire,” and guide members willing to be connections with NVC networks.
iii) Train and advise representatives from NVC groups concerning organizational and business methods and projects that promote efficiency and sustainability and support NVC consciousness.
iv) Maintain regular communication with the Admin Team to receive information about inquiries and requests for support in developing local NVC activities. Follows up on those leads to work with the requestor and follow through on any commitments made by the Admin Team.
v) Promote clear communications to the NVC community concerning activities, initiatives, and decisions by CNVC.
vi) As large networks of NVC circles form, encourage election of representatives to sit on the GCC to support communication, development, and cooperation.
vii) Eventually, support the election of a representative from the GCC to participate in LT circle meetings.
viii) Scope of decision-making: takes initiative to develop the NVC global community infrastructure. Consults with the Admin Team before making any commitments that would require expenditure of monetary or volunteer resources. Regularly brief the Admin Team on accomplishment of requested follow up activities.
ix) Scope of decision-making: takes initiative to develop the NVC global infrastructure. Consults with the Admin Team before making any commitments that would require expenditure of monetary or volunteer resources. Regularly brief the Admin Team on accomplishment of requested follow up activities.
i) The Synergy coordinator is responsible for developing relationships with other organizations whose goals and values are compatible with the NVC mission.
ii) Makes personal contacts for the purpose of learning more about the mission of compatible organizations. Explains and represents CNVC and NVC consciousness to the other organizations.
iii) Stores contact information in a database and updates the database as the relationship develops so that there is a complete record of information exchanged and potential agreements under development.
iv) As appropriate, explores possible joint projects and other agreements that might benefit CNVC and promote the sharing and application of NVC.
v) Scope of decision-making: Keeps the Admin Team fully briefed about emerging or potential agreements. Makes no commitments without explicit approval from the Admin Team.
i) The IT Coordinator is responsible for developing CNVC’s IT infrastructure.
ii) Provides or arranges for system administration services for CNVC’s internal automation system. Anticipates needed hardware and software replacement and upgrades. Ensures that reliable system backup procedures are in place, including offsite storage of key data files.
iii) Develops and maintains an internal database system that supports CNVC’s operations.
iv) Maintains the CNVC website. Develops the website in ways that market NVC and promote communication and cooperative action among NVC participants.
v) Scope of decision-making: Makes all technical decisions regarding IT operations. Recommends IT policy to the Admin Team for approval.
i) The Office Manager is responsible for overseeing and coordinating the onsite and offsite activities of the CNVC support functions including hiring, training, and evaluating paid staff and volunteers assisting with:
i.Accounting Section
ii.Bookstore
iii.Fundraising support, including signing letters to donors
iv.Trainer certification support
v.Receptionist
vi.Scheduling, both current year and out year, for travel and non IIT trainings
vii.Travel arrangements
ii) Establishes a record-keeping and filing system and an accounting system to meet CNVC's needs, signing routine checks, handling banking matters including bank wires, and arranging for annual fiscal audits.
iii) Provides support to the board in preparing minutes, tracking board decisions and accomplishment of those decisions, maintaining a policy handbook including personnel policies, and supporting face-to-face meetings.
iv) On occasion, reviews educational materials (e.g. for PuddleDancer Press), or finds people to do that. Consults with those producing materials (e.g. film makers, vendors, etc.) to ensure logistical support and timely communications when the producers have questions about NVC, rights to materials, etc.
v) Scope of decision-making: makes all decisions concerning day-to-day office operations. Consults with the Admin Team for concurrence on all significant personnel actions.
i) The fundraiser is responsible for acquiring all funds that are not associated with sales of media products and services.
ii) Identifies foundations and other grantors who would potentially be interested in supporting CNVC or specific CNVC-sponsored projects. Prepares and follows up on grant requests.
iii) Enters all potential donors in the CNVC database and keeps records of contacts with them.
iv) Organizes donation processes, for example, memberships, fundraising drives, and registration with charitable donation clearing houses (e.g., Combined Federal Campaign).
v) Advises the GCC concerning support for fundraising by local NVC groups.
vi) Scope of decision-making: Proposes a fundraising plan to the Admin Team for approval. Independently executes the approved plan. Submits all grant proposals to the Admin Team for approval.
i) Responsible for promoting the spread of NVC through all forms of communication except for live presentations.
ii) Manages public relations.
iii) Organizes media projects (e.g., webcasts) to inform a variety of audiences about NVC.
iv) Prepares press releases about significant NVC projects and events.
v) Develops opportunities for the NVC story to be told via public and commercial broadcast channels.
vi) Manages all media activities and events, e.g., filming crews, radio interviews, press conferences.
vii) Scope of decision-making: Proposes a media publicity plan to the Admin Team for approval. Independently executes the approved plan. Obtains Admin Team for approval for all media events.
The Communications Coordinator (CC) is someone who is skilled in and dedicated to helping people understand CNVC's decisions, policies, announcements, and operations. A prime objective is for CNVC leadership and staff to enjoy more effective communication with the NVC community and public.
i) The CC will oversee, coordinate, and facilitate communication from and between the LT, Admin team, LT, GCC and the Board to anyone in the world affected by any decisions made by their respective group.
ii) The communications would be especially about any decisions that would affect individuals or groups, e.g., certified trainers, trainer candidates, Certification Assessment Team, CNVC staff, Board members, trainers, general public involved or interested in CNVC activities, etc.
iii) The communications will contain clear and concise information to include observations or facts related to decisions, needs met by decisions, and an invitation for a response from anyone whose needs are involved in such decisions.
iv) The needs present in such a process are: transparency as an organization, inclusion, mutuality (indicating a caring and valuing of everyone's needs), honesty, integrity, and contribution, to name a few. (Suggest that this function be placed under the GCC since it involves communication with the global organization)